Background

The Law and Order Trust Fund (LOTFA) ‘Akheri’ (‘final’ in Dari) coincides with the beginning of a “decade of transformation” in Afghanistan. While significant security challenges remain, the Afghan National Police and Afghan National Army took over full responsibility for security from the international coalition forces in 2014. The security transition has led to an increased focus by international partners on development. At the London Conference in December 2014, the new Government announced reform plans in seven critical areas: security and political stability; tackling corruption; building better governance; bolstering private sector confidence; creating jobs; ensuring citizen’s development; and human rights.

The central goal of LOTFA Akheri is to support the Government of the Islamic Republic of Afghanistan (GIROA) in ‘achieving a paid, professional Afghan National Police (ANP) that delivers essential services to the Afghan people for improved public trust, safety and security’.

To achieve the project goal, LOTFA is structured into four pillars, as follows:

• Pillar 1: Payroll Transition;
• Pillar 2: MOIA Institutional Development;
• Pillar 3: Police and Correction Officers Professionalization;
• Pillar 4: Improved Police Service Delivery.

Pillar 2 aims to ensure that systems and practices for accountable and efficient civilian management and oversight of the ANP and CPD are improved.

In line with the priorities of the new Government, the project will support a closer alignment between development and security objectives, in particular by bringing civilian procurement, human resource management and financial transparency and accountability into normal MOIA operating procedures, as well through strengthening democratic governance and human rights. To this end, the project will support policymaking, planning and budgeting capacities in addition to MOIA operations in such areas as procurement, ICT, facilities management, HR, financial management and logistics. This Pillar will also support efforts aimed at strengthening internal accountability mechanisms and internal control functions in the Government.

Pillar 2 will address priority challenges in these areas through the following three outputs:

• Output 1: MOIA policymaking, planning, budgeting and monitoring and evaluation is strengthened to enable implementation of the ten-year vision;
• Output 2: MOIA Operational Police Support Services meet benchmarks for the transition of implementation responsibilities;
• Output 3: Anti-corruption and internal control and accountability measures (systems and enforcement mechanisms) are established and functional.

LOTFA Akheri intends to strengthen civilian management by helping to make it more accountable and efficient including improving oversight through developing the Ministry’s public administration capacity, such as in MOIA financial management, budget execution, internal control and accountability. LOTFA will support the MOIA capacity to develop annual work plans, which should be linked to a Monitoring and Evaluation (M&E) framework,[1] underpinning the National Police Plan and annual budget planning.

Capacity development is central to UNDPs work and is at the core of its mandate. UNDP defines capacity development as the process through which individuals, organizations and societies obtain, strengthen and maintain the capabilities to set and achieve their own development objectives over time. It is the ‘how’ of making development work better. Thus, capacity development is integral to UNDPs approach, and underlying its support to national institutions. UNDP supports capacity development particularly at the institutional level because institutions are at the heart of human development, and when they are able to perform better, sustain that performance over time, and manage ‘shocks' to the system, they can contribute more meaningfully to the achievement of national human development goals.

Background information on the Institutional Framework for M&E

The Ministry of Interior has six Deputy Ministers (DMs), one of which is the Deputy Minister for Strategy and Policy. The Department of Strategy falls under this DM, and a newly created Unit for Monitoring and Evaluation (M&E) falls under the Department of Strategy.

Overall objective

The overall objective of this assignment is to develop a monitoring and evaluation framework for the Ministry of Interior (MoI).  The specific objectives are :

• To develop a monitoring and evaluation framework, articulated in an efficient structure, sufficient for ensuring that overall M&E is carried out, and that specialized services and departments of the MOI have an M&E function harmonized with the overall framework, with specific components suited to their functions;
• To develop a monitoring and evaluation plan for the MOI, including individualized plans for the key departments of finance; procurement; information and communications technology (ICT); human resources; facilities; logistics; and communications;
• To carry out a needs assessment of the staff members of the M&E Unit and other MOI staff responsible for M&E;
• To develop a training curriculum and materials for M&E staff, based on identified knowledge gaps, leading toward their improved capacity to use the M&E framework and implement the M&E plans;
• To build the capacity of M&E staff through training sessions using the curriculum and materials developed, workshops and mentoring;
• To develop basic informational materials and workshop content on M&E to be used with MOI leadership and middle-level management, in support of an effective M&E system;
• To develop basic informational materials for training of all levels of staff on the basic principles and components of the MOI’s M&E system.
• To develop an operational manual with standard operating procedures (SOPs), related templates and design of an M&E data base.

Duties and Responsibilities

Scope of Work

The overall scope of the consultancy will be as follows:

• Review the mandate, functions and operations of the M&E Unit of the MOI and provide recommendations to improve its effectiveness;
• Carry out meetings and required interaction with the Department of Strategy and other government departments which have roles associated with quality assurance, performance evaluation and oversight;
• In close consultation with relevant MOI and LOTFA counterparts, provide a draft concept note for a monitoring and evaluation framework;
• Seek approval on the draft concept from the Department of Strategy and relevant superior authorities, in coordination with LOTFA personnel;
• Based on the approval of MoI, develop a comprehensive monitoring and evaluation framework; the framework should be gender-responsive;
• Develop monitoring and evaluation plans for the MOI and for specified department, in line with the framework, with specific components for the departments of finance, procurement, ICT, human resources, facilities, logistics, communications; the plans should be gender-responsive;
• Identifying the key performance questions and parameters for monitoring the performance against identified plan areas; and identify relevant targets and indicators from the National Police Plan and other relevant MOI documents;
• Provide an implementation plan for building the capacity of the M&E department within the scope of the current contract, including informational workshops for leadership and middle-level managers;
• Implement the capacity building plan over an estimated eight weeks;
• Formulate recommendations for future capacity building for the MOI on M&E;
• Ensure coordination with other relevant international partners engaged in M&E for the MOI, together with LOTFA personnel.

Expected Outputs and Deliverables

The outputs / deliverables of the consultants and the estimated duration to complete the deliverables are given below: 

Outputs/Deliverables/Inputs/Payment:

• Submission of Inception report inclusive of methodology, approach and detailed work plan outlining all meetings with MOI and stakeholders, 5 working days, 10%;
• Submission of a comprehensive monitoring and evaluation framework and a monitoring and evaluation plan for the MOI, with specific components for the departments of finance, procurement, ICT, human resources, facilities, logistics, communications.  The framework and plans should be gender-responsive, 15 working days, 30%;
• Submission of an operational manual with standard operating procedures (SOPs), related templates and design of a data base for storing and entering data, 15 working days, 30%;
• Based on the capacity gap of the staff members, training  curriculum and materials developed and training conducted through training-of-trainer methodologies, workshops and mentoring.  Present draft report and incorporate the feedback and present the final report, 20 working days;
• Submission of Final report with annexes containing the deliverables, report on capacity development conducted for the M&E staff and leadership and management of MOI, and recommendations for future development on M&E, 5 working days, 30%.

Payment under the contract shall be made om submission and acceptance/certification of the de;iverables by LOTFA programme Manager in accordance with the schedual of payments.

Working Arrangement:

Institutional Arrangement

The international consultant will work under overall supervision of LOTFA Programme Manager and under direct supervision of the LOTFA Pillar 2 Manager. The consultant shall work in close collaboration with LOTFA staff under Pillar II on Ministerial Reform and will liaise with relevant ministerial authorities as and when required.

LOTFA project office will provide office space and internet facility, logistical and other support service including transport and security applicable to UNDP international personnel. The consultant however is expected to bring his/her own laptop and mobile phone and meet local communication cost (LOTFA will provide a local pre-paid sim card). Costs to arrange meetings, workshops, travel costs to and DSA during field visits (if any), etc shall be covered by LOTFA project.

Duration of the Work

The performance under the contract shall take place over total contract duration of 12 weeks (60 days) excluding joining and repatriation travel days. The target date for the start of work will be around March first week 2015 depending on the availability of the appropriate consultant.

Duty Station

The duty station for the contractor is Kabul, Afghanistan for the entire duration of the contract. Some field visits outside Kabul are envisaged under the contract. The Contractor will be required to report regularly and be present at LOTFA project office during the working hours. The contractor will follow the working hours and weekends as applicable to LOTFA staff. Contractor’s movement for meetings and consultations shall be coordinated by LOTFA project office. The contractor is at all times required to observe UNDP security rules and regulations.

Evaluation Criteria:

Individual consultants will be evaluated based on the following methodology:

Cumulative analysis

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as:

Responsive/compliant/acceptable, and 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 (70% of the total technical points) would be considered for the Financial Evaluation

Technical Criteria 70 points

Technical Proposal (40 marks)

Technical Approach & Methodology (25 marks) – This explain the understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. The Applicant should also explain the methodologies proposed to adopt and highlight the compatibility of those methodologies with the proposed approach.

Work Plan (15 marks) – The Applicant should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan.

Qualification and Experience (30 marks) [evaluation of CV]

• General Qualification (10 marks);
• Experience relevant to the assignment (15 marks);
• Experience of working for projects funded by UNDP (5 marks).

Competencies

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Functional Competencies:

Knowledge Management and Learning

• In-depth practical knowledge of inter-disciplinary development issues;
• Seeks and applies knowledge, information, and best practices from within and outside of UNDP.

Development and Operational Effectiveness

• Ability to lead strategic planning, change processes, results-based management and reporting;
• Ability to lead formulation, oversight of implementation, monitoring and evaluation of development projects;
• Ability to apply development theory to the specific country context to identify creative, practical approaches to overcome challenging situations.

Management and Leadership

• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates openness to change and ability to manage complexities;
• Ability to lead effectively, mentoring as well as conflict resolution skills;
• Demonstrates strong oral and written communication skills;
• Remains calm, in control and good humored even under pressure;

Proven networking, team-building, organizational and communication skills.

Required Skills and Experience

Academic Qualifications:

• Masters degree in social science, public administration, and project planning evaluation or any other relevant field from an accredited college or university.

Years of experience:

• Minimum 10 years of practical experience in developing monitoring and evaluation frameworks and plans in relation to institutional and civil service reform;
• Previous experience working with government on their institutional capacity building is a distinct advantage;
• Past experience from working in conflict affected countries desirable;
• Prior work experience in Afghanistan is an advantage.

Language:

• Excellent written and oral English skills a necessary requirement;
• Competence in Dari and/or Pashtu desirable.

Applicants have to provide a technical and a financial proposal.

Technical proposal:

The technical proposal shall describe the methodology and the approach how to fulfill the required deliverables as well as outline the major components of its implementation.

Financial proposal - Lump Sum Amount:

The financial proposal shall specify a total lump sum amount, and payment terms around the deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

The contractor shall submit a price proposal as below:

Daily Fee

The contractor shall propose a daily fee which should be inclusive of his professional fee, local communication cost and insurance (inclusive of medical evacuation). The number of working days for which the daily fee shall be payable under the contract is 60.

The contractor shall propose a DSA at the Kabul applicable rate of USD 181 per day for his stay at the duty station. The number of days for which the DSA shall be payable under the contract is 84 (77days @ full rate and 7 days @ half rate for 7 R&R days). The contractor is not  allowed to stay in a place of his choice other than the UNDSS approved places. UNDP will provide MORSS compliant accommodation in Green Village (GV) to the contractor. The payment of GV accommodation shall be made directly to GV by the contractor.

Travel & Visa

The contractor shall propose an estimated lumpsum for home-kabul-home travel and Afghanistan visa expenses.

The contractor shall be entitled for one paid (USD 2,606) R&R (7 calendar days) during the course of the assignment. During these 7 R&R days when the contractor is away from Kabul, the contractor shall be paid the DSA at half rate (USD 90.50 per day) and the contractor is required to retain his/her room in GV for these 7 days for which the cost recovery shall be affected.

The total contract price, inclusive of the above elements, shall be converted into a lumsum contract and payments under the contract shall be made on submission and acceptance of deliverables under the contract in accordance with the abovementioned schedule of payment.

Documents to be included when submittig the proposals:

Interested individual consultants must submit the following documents / information to demonstrate their qualifications in one single PDF document (The system does not allow more than 1 attachment):

• Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (Annex II);
• Duly completed and signed P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
• The above two templates ( refer as Annex II and P11 form) can be found on UNDP jobsite at http://www.af.undp.org/content/afghanistan/en/home/operations/procurement.html
• Technical proposal: Brief description of why the individual considers him/herself as the most suitable for the assignment and explaining how would attain the goal/deliverables specified in the TORs; A methodology, on how they will approach and complete the assignment as per the TORs;
• Only 3-5 best candidates would be invited to the interview and be requested to submit financial proposals;
• Financial Proposal (only for shortlisted candidates – to be submitted upon request). An all in-inclusive monthly fee covering all costs (air fare, living allowance, insurance, communications);
• Financial proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided (Annex II).