CONSULTANCY – STUDY ON COLLABORATIVE VEHICLE PROCUREMENT

Location : Home-based
Application Deadline :27-Jun-12
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
16-Jul-2012
Expected Duration of Assignment :Six months

Background

The United Nations Organisations spend in excess of $300 million per year on vehicle procurement. Given this volume, there may exist opportunities to strategically consolidate volumes and further negotiate with vehicle manufacturers for more competitive pricing structures.

The High Level Committee for Management (HLCM) recently endorsed a project to review the options for consolidating planned purchasing of vehicles across organisations. The project has three phases to enable the progressive building and adoption of a consolidated vehicle procurement framework strategy.

The project phases are:

  1. Data gathering and feasibility study;
  2. Development of consolidated vehicle procurement framework;
  3. Implementation of the framework.

The Consultant will have overall responsibility for the successful implementation of Phase 1 of the project including project staffing, management, administration and coordination of all project activities. He/she serves as the point of contact for participating UN agencies and is responsible for project communications. He/she reports directly to the Director of Procurement, UNDP and the members of the interagency working group.

Duties and Responsibilities

Under the supervision of the Director, Procurement UNDP and Interagency Working Group, the Consultant will undertake the following tasks in Phase 1:

Phase I - Conduct Data Gathering and Feasibility assessment: 

  • Gather existing vehicle fleet data – by Agency, location, type and make, fuel type, emissions standards;
  • Analysis of country specific requirements:
    *  2 Categorization by environmental type;
    *  3 Legal requirements in terms of safety & emissions standards, import requirements, fuel types allowed;
  • Examine Agency policies on vehicle standards;
  • Analyze purchasing data, annual volumes, method of procuring, typical sources of supply;
  • Review of existing Long Term Agreements, vehicle types/makes, unit costs, other contract provisions related to training, warranty, delivery terms, stocking obligations;
  • Review of spot purchase contracts -  vehicle types/makes, unit costs, other contract provisions related to training, warranty, delivery terms;
  • Review of spare parts consumption by Agency, costs, source of supply;
  • Review of field maintenance practices – outsourced, in-sourced, in-house;
  • Review of vehicle ancillaries/Agency-specific vehicle requirements – VHF, HF,  Fleet Management Systems, vehicle alarms, vehicle markings, flags, lights, First Aid kits, fire extinguishers;
  • Review of vehicle insurance practices/coverage levels/contracts.

Monitoring and reporting arrangements:

  • The consultant will report progress on a fortnightly basis to the Director, Procurement, UNDP and the Interagency Working Group;
  • The review and approval of final milestones will be conducted by the Director, Procurement, UNDP and the Interagency Working Group.

Expected Outputs and Deliverables:

Phase I Output(s) – Final Report including:

  • Analysis of UN vehicle fleet;
  • Analysis of buying practices;
  • Analysis of the regulatory/legal obligations  for our areas of operation;
  • Identification of opportunities for cost savings/efficiency gains.

Competencies

  • Excellent analytical and problem solving skills and organizational skills to handle variety of technical issues;
  • Excellent interactive skills with various technical professionals, including procurement practitioners and vehicle specialists;
  • Excellent communications skills and proven ability to build consensus in groups;
  • Good capacity for strategic thinking and planning;
  • Ability to establish priorities and to plan and coordinate tasks under severe time pressure;
  • Excellent participatory process skills;
  • Strong interpersonal skills, able to communicate and work in team;
  • Good attention to details and;
  • Ability to field innovative and creative solutions to complex business challenges.

Required Skills and Experience

Education:

  • Master’s degree in Business and Administration, Logistics or other related fields or a combination of first level degree with significant relevant experience.

Experience:

  • A minimum of 10 years professional experience in logistics, fleet management and/or fleet operations preferably including experience in challenging environments;
  • Sound understanding and experience of international public procurement in challenging environments;
  • Previous experience of working with the UN or one if its agencies, funds or programmes is preferred.

Language:

  • English language fluency and effective writing skills is required;
  • Knowledge of Spanish or French would be an asset;
  • Knowledge of UN terms, language and style is an asset.

Presentation of Offer

Minimum documents required for application:

  • Personal CV or UNDP P-11 for SC/ICs (template attached in procurement notice), indicating all past experience from similar projects, as well as the email and telephone contacts and at least three (3) professional references;
  • Online application with brief description of why the Offeror considers her/himself the most suitable for the assignment;
  • Financial proposal: Shortlisted candidates will be requested to submit a financial proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs.  If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.  NOTE: The lump sum amount must be all-inclusive (e.g., solely professional fees, travel costs, living allowances, taxes, insurances, transportation, communications, consumables, etc.). The contract price is fixed regardless of changes in the cost components.

Terms of payment

The assignment is based on a lump sum contract amount and payment is based only upon the certification and acceptance of the deliverables received as indicated in the TOR. In the event of non-performance and pre-termination where payments cannot be made in full or may have to be suspended, the final payment will be pro-rating against received and accepted deliverables.

Please check the procurement notice for details as well as annexes on the following link: http://procurement-notices.undp.org/view_notice.cfm?notice_id=9077

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.