Background

Background Information regarding the project preparation phase

The UNDP GEF Improving Energy-Efficiency in Low Income Households and Communities in Romania project is funded by GEF (3 mil US$) and has a 6 year implementation period from June 2010 – June 2016. The project was extended once in mid-2015 for one year and will close by 30th June 2016.

Project Objective and Outcomes

The general objective of the project is to dismantle the barriers to the implementation of energy efficiency measures among poorer households and in poorer communities in Romania and alleviate fuel poverty. This will be achieved through the following components/outcomes:

• Outcome 1: Romanian energy policy integrating fuel poverty issues and addressing EE needs in low-income communities;
• Outcome 2: Supply of trained architects, building engineers, builders and auditors with EE experience expanded; municipalities in low-income regions have a better understanding of EE issues and are able to support auditing and weatherization projects – including disseminating information for Do-It-Yourself projects;
• Outcome 3: Energy efficient buildings reconstructed with reduced fuel costs or using improved sustainable technologies in low income communities;
• Outcome 4: Data and information available for decision-makers for designing programs to address fuel poverty.

Short background

The building sector in Romania is dominated by residential buildings that are generally old and have poor thermal performance, with average annual heating requirements of 137-220 kWh/m2. Pilot projects in Romania have shown that it is possible to reduce cost-effectively heating needs by at least 40-50%. Nevertheless, the rehabilitation of these poorly energy-efficient buildings is taking place at a very slow pace. In addition, new construction in poorer households in rural areas is dominated by the use of energy inefficient materials with “Do-It-Yourself” projects resulting in inefficient, sub-standard dwellings which will not meet standards according to the European Performance in Buildings Directive. 

Moreover, there is a series of inefficient district heating networks in Romania, publicly owned by the municipalities. These companies provide heating to over 1.6 million dwellings (out of a total of 8.4 million dwellings), which are mostly blocks of flats in urban areas, where customers often cannot adjust the heating level according to their needs. The average efficiency of district heating systems in the country is about 43% (i.e., primary energy utilized at the source that is converted into end-user heating). 

The operations of these District Heating systems are currently heavily subsidized on the supply-side, leading to artificially low heating prices for all consumers. As a result of EU requirements and budget shortages, the Government enacted a new policy for the 2011-2012 winter and the subsidies will be granted on the demand-side basis to low-income households only. Should these policies be ineffective, large amounts of energy will still be wasted while large quantities of expensive fuel (especially natural gas and oil) are imported. In this scenario, many Romanians will not afford to keep their homes at a reasonable temperature during the winter – resulting in fuel poverty. 

This project has been working to dismantle the barriers to the implementation of energy efficiency measures among poorer households and in poorer communities in Romania, working to alleviate fuel poverty. The project will act at a national and local level to address energy efficiency needs, develop appropriate policy measures, stimulate an on-going market for locally-produced, energy efficient building materials, build capacity for implementation of energy efficiency measures in poorer regions, and implement real energy efficiency improvements to improve the lives of 110,620 people and reduce energy-related greenhouse gas emissions by 666,800 tons of CO2eq. 

The implementing partner for the project is the Ministry of Regional Development and Tourism. 

Location

Home based, with one mission in Romania for  approximately 15 business days, out of which, 10 business days will be in Bucharest and 5 business days will be in Craiova, Calafat, Petrosani, Petrila, Vulcan and Calan Municipalities.

Duties and Responsibilities

The purpose of this consultancy is to document lessons learned and success stories and to co-author with the UNDP project manager, a lessons learned publication on the UNDP Energy Efficiency Project in Romania implemented in the period 2011-2016.  The purpose of the consultancy is to help highlight the successes that the project has had and to raise awareness about this before the end of the project.

Because the lessons learned study will require extensive interviews and field visits, it is proposed that at least 15 working days be spent in Romania during the course of the assignment. The additional 5 working days can either be based in Romania or home based, at the discretion of the international consultant.

2 days are allocated for travel purposes bringing the total number of working days to 22, broken down as follows:

• Romania Based – 15 working days;
• Home based – 5 working days;
• Travel days – 2 working days.

The success stories lessons learned study should highlight demonstrable results and how these have changed beneficiaries’ lives. A short video on the success stories of several minutes long, should also be filmed. The impact and results need to be substantiated by progress achieved compared to baseline data, in terms of explaining the situation prior to the start of the project.

Special emphasis should be placed on illustrating UNDP’s added value and specific contribution to the success of the activities in the project. The key results and impacts of the project should refer to project activities that are on-going or were completed recently and should relate to the overall project objective of reducing fuel poverty by promoting energy-efficiency in buildings in Romania.

The proposed format for the lessons learned study can be found in Issues to be included in Lessons Learned Study – draft table of contents - SECTION to this ToR.

Tasks

Under the overall guidance of the UNDP Project Coordinator and in close collaboration with the UNDP Regional Technical Adviser, the consultant will perform the following tasks: 

• Read and review all relevant sources of information, such as the project document, project reports – including Annual APR/PIR, project budget revisions, midterm review, progress reports, GEF focal area tracking tools, project files, national strategic and legal documents, and any other materials that the consultant considers useful for drafting the best practices manual. A list of documents that the project team will provide to the consultant for review is included in List of documents to be reviewed by the international consultant – SECTION of this Terms of Reference. The lessons learned study should also speak with the international consultant, contracted to undertake the final evaluation. Based upon this the international consultant will prepare a work plan/inception report which will be submitted at least one week in advance to the mission to Romania;
• Decide, in consultation with the Project Coordinator and in advance to the mission to Romania, which sections of the lessons learned report the UNDP Project Coordinator will write and which section the International Consultant will write by dividing the work to be undertaken;
• The International Consultant is expected to conduct a 15 days + working mission to Bucharest, which includes visits to the following project sites Dolj and Hunedoara Counties (Craiova, Calafat, Petrosani, Petrila, Vulcan, Calan Municipalities). The total time that the international consultant should spend in Romania should be a minimum of 15 business days (3 weeks) not including travel days or weekends. This means that the minimum number of nights to be spent in Romania is 19 nights. Interviews will be held with the following organizations and individuals at a minimum: Project Management Unit, Ministry of Environment, Ministry of Regional Development, Association of Energy Auditors, UNDP Istanbul Regional Hub and Authority, members of the National Steering Committee;
• Select two case studies from the six demonstration  municipalities and analyse the lessons learned from each of the case study stories and their relevance to the priorities laid out in the Project Document and make sure to include two x 3-4 page case studies within the overall case studies report;
• Each of the two case studies should fulfil the following conditions: a) Place special emphasis on the role that gender, capacity development, knowledge sharing and partnerships played in the achievement of results, considering especially the middle income context of most of the countries in the region (the project focuses on low income households at a national level); b) Specify the role that UNDP has played in carrying out the project. What is UNDP’s value added? What did it bring in terms of project implementation and approach that a private consultancy company could not have provided? c)Explain how the results achieved at the project level contributed to addressing overall development outcomes of the project and impacted on addressing the country’s key development challenges in the context of Energy Efficiency.d) Adapt the language and contents to the target audiences, which comprise government officials, donor representatives, development practitioners and the public at large.
• Write up an executive summary to the lessons learned report which helps link and bind the success stories together, under a common analytical framework aligned with UNDP corporate policy and priorities.
• Seek additional inputs and clarifications from UNDP staff and project personnel associated with the two case study success stories and their publication, including arranging for relevant interviews, photos, testimonials from project beneficiaries, and arrange for a foreword to the Lessons Learned Study to be written by the UNDP GEF Regional Technical Advisor on Climate Change Mitigation for Europe & CIS responsible for Romania.
• Make sure that a draft Lessons Learned Publication, co-authored by the international consultant and the Project Coordinator, is ready no later than 30th April 2016, for circulation for feedback and comments
• Prepare and co-author the Lessons Learned Publication with the Project Coordinator so that it is ready for publication and printing, prior to May 31st 2016.

Expected activities and tentative timeframe: 

• A work plan/inception report , which explains in detail how the international consultant plans to carry out the assignment, completed within 1 week of the signing of the contract;
• A draft lessons learned study of approximately 50 pages, co-authored with the UNDP Project Coordinator;
• 2 case studies of maximum 3-4 pages per story (1200-1500 words) including graphs, photos and testimonials ready for being included in the lessons learned publication – these two page stories will included in the lessons learned study but they should also be made available as standalone short case studies;
• A one page introduction of the lessons learned study (Foreword, to be written by the UNDP RTA on Climate Change Mitigation);
• A PowerPoint success stories presentation, clarifying the main findings of the lessons learned study, to be presented at end of project workshop, as possible, either by the international consultant or by the Project Coordinator;
• A final draft of the 50 pages lessons learned study, prepared jointly with the Project Coordinator, including covers, ready to be submitted to graphic designer in May 2016;
• A short video of 3-6  minutes, showcasing some of the lessons learned by the project which includes video footage of several of the demonstration projects as well as in Bucharest of the energy management information system and explaining the legislative and policy making components of the project, to be ready by the end of April 2016.

Estimated duration of assignment and deliverables: 

The proposed assignment is estimated for 22 working days within the period 1st March to 30th of May 2016. Out of these 22 man days, at least 15 working days (19 overnight stays – which includes two weekends) should be based in Romania. The remaining days can be carried out either in Romania or remotely, at the discretion of the international consultant. Payment will be made in two tranches, as per details below.

UNDP will provide and ensure

Coordination of activities in Bucharest and arrangement for all travel within Romania, as required

Management arrangements

The international consultant will report to the UNDP Project Coordinator, and work closely with the UNDP GEF Regional Technical Advisor on Climate Change Mitigatio

Deliverables:

• Inception report (desk review) (1 estimated working day) – Estimated completion date: 11 March 2016;
• Country mission (15 estimated working days (travel days and week-ends not included)) – Estimated completion date: 15 April 2016 (20% payment, first tranche);
• Draft lessons learned study (2 estimated working days) – Estimated completion date: 30 April 2016;
• Final lessons learned study (1 estimated working day) – Estimated completion date: 20 May 2016;
• Short lessons learned video and PowerPoint success stories presentation (1 estimated working day) – Estimated completion date: 10 June 2016 (80% payment, second tranche).

Competencies

Core Competencies:

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Highest standards of integrity and objectivity, discretion and loyalty;
• Excellent interpersonal skills within a range of professional contexts;
• Result orientation and client focus.

Functional Competencies:

• Excellent communications, presentation, report writing skills;
• Excellent oral and written communication skills in English and extensive computer literacy;
• Ability to integrate knowledge and articulate linkages between multi-disciplinary materials;
• Highly organized, detailed oriented and punctual with producing outputs;
• Excellent organizational and management skills in a complex multi-stakeholder environment;
• Observing deadlines and achieving results;
• Ability to work under pressure and stressful situations.

Required Skills and Experience

Education: 

• Minimum Bachelor’s Degree in Communication and Journalism, International Relations, Social/Political Science or Development Studies;
• Master's degree or PhD in Communication and Journalism, International Relations, Social/Political Science or Development Studies  will be an advantage.

Experience: 

• At least 5 years of relevant experience in writing and editing reports, papers and publications on development issues, including development experience in programme and project management;
• Relevant experience working with UNDP or other international agencies in the region preferred;
• Experience in IT, including desktop publishing, developing web based content and usage of social media including, in particular, preparation of short videos online (video sample link must be provided in application).

Language:

• Advanced English spoken and written language skills, including grammar and syntax (Evidenced by cover letter and a strong writing sample/ report in English, to be submitted together with the application;
• The writing sample should provide a writing style most similar to that which is appropriate for a lessons learned study and to show how well one can write in the English language. The writing sample should preferably be 50 pages or less).

Evaluation of Applicants

Individual consultants will be evaluated based on a cumulative analysis taking into consideration the combination of the applicants’ qualifications and financial proposal.

The award of the contract should 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 (P11 desk reviews) and financial criteria specific to the solicitation.

Only the highest ranked candidates who would be found qualified for the job will be considered for the Financial Evaluation.

Technical Criteria - 70% of total evaluation – max. 70 points:

• Criteria A: Minimum Bachelor’s Degree in in Communication and Journalism, International Relations, Social/Political Science or Development Studies, max points - 5;
• Criteria B: Master's degree or PhD in Communication and Journalism, International Relations, Social/Political Science or Development Studies will be an advantage, max points - 5;
• Criteria C: At least 5 years of relevant experience in writing and editing reports, papers and publications on development issues, including development experience in programme and project management, max points - 15;
• Criteria D: Relevant experience working with UNDP and/or other international agencies in the region preferred, max points - 10;
• Criteria E: Strong writing skills as evidenced by a strong cover letter / letter of interest and a strong writing sample/ report in English, to be submitted with the application; max points - 25;
• Criteria F: Advanced IT skills and knowledge, including desktop publishing, developing web based content and usage of social media including, in particular, preparation of short videos online video sample link must be provided in application) max points - 10.

Financial Criteria - 30% of total evaluation – max. 30 points

Application procedures:

Qualified candidates are requested to apply online via this website.

The application should contain:

• Cover letter explaining why you are the most suitable candidate for the advertised position and. Please paste the letter into the "Resume and Motivation" section of the electronic application.;
• Filled P11 form including past experience in similar projects and contact details of referees (blank form can be downloaded from http://europeandcis.undp.org/files/hrforms/P11_modified_for_SCs_and_ICs.doc ); please upload the P11 instead of your CV;
• Financial Proposal* - specifying a total lump sum amount for the tasks specified in this announcement. The financial proposal shall include a breakdown of this lump sum amount in USD (number of anticipated working days travel cost estimation for one mission in Romania for approximately 15 business days, out of which, 3 business days will be in Bucharest and 12 business days will be in Craiova, Calafat, Petrosani, Petrila, Vulcan and Calan Municipalities, approximately 2 business days for each Municipality, as well as per diems for the above mentioned missions and any other possible costs);
• Writing sample/report in English submitted with the application; The writing sample should provide a writing style most similar to that which is appropriate for a lessons learned study and to show how well one can write in the English language. The writing sample should preferably be 50 pages or less (writing sample can be attached to cover letter or a link can be provided to it);
• Link to short video prepared by applicants must be provided in the application;
• Incomplete applications will not be considered. Please make sure you have provided all requested materials. Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.

*Please note that the financial proposal is all-inclusive and shall take into account various expenses incurred by the consultant/contractor during the contract period (e.g. fee, health insurance, vaccination, personal security needs and any other relevant expenses related to the performance of services...). All envisaged travel costs must be included in the financial proposal. 

Payments will be made only upon confirmation of UNDP on delivering on the contract obligations in a satisfactory manner. 

Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org
General Terms and conditions as well as other related documents can be found under: http://on.undp.org/t7fJs.

Qualified women and members of minorities are encouraged to apply.
Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

List of documents to be reviewed by IC

Project documentation (UNDP GEF approved project document and GEF RCE, Project Inception Report, Project MTE Report, Annual Project Reports, Project Implementation Reviews, Management Effectiveness Tracking Tool (BD2 Tracking Tool), Quarterly Reports, Steering Committee Meeting minutes, Deliverables and Progress Reports of International and National Consultants, Letter of Agreements with Local Authorities (LoAs), Press articles and press release, Minutes of Steering Committee meetings and project team meetings, Proceedings of the Inter-Organizational Working Group meetings and the minutes of other workshops/work meetings, Research results, Lessons learned studies from other UNDP GEF projects on sustainable energy in the Europe & CIS region)

Issues to be included in Lessons Learned Study – draft table of contents:

Foreword (to be prepared by UNDP GEF RTA on Climate Change Mitigation, Europe& CIS)
Executive Summary (to be prepared jointly by international consultant and Project Manager)
Table of Contents

• Introduction;
• Energy-Efficiency in Buildings in Romania (The legal framework, The policy framework, Compatibility with EU Frameworks, Fuel Poverty and Energy Efficiency, The importance of energy management);
• Removing Barriers & Project Achievements (Legal, Regulatory Barriers, Financial Barriers, Institutional Barriers, Capacity and Technical Barriers, Awareness Barriers, Summary of Main Project Achievements in Overcoming Barriers, Barriers that were not overcome by the end of the project);
• Demonstration Projects (maximum one full page per project); (Brad, Calan, Calafat, Craiova, Galicea, Petrila, Petrosani, Vulcan, Craiova Metropolitan Area);
• Case Studies (to be selected) (Case Study #1 (3-4 pages), Case Study #2 (3-4 pages));
• Lessons Learned (Lessons Learned from work on new regulations and policies on fuel poverty and energy-efficiency, Lessons Learned related to demonstration projects, Lessons Learned related to National Buildings Register and EMIS, Lessons Learned (other) – to be added later, Lessons learned from other relevant UNDP GEF projects);
• Future Developments (Conclusions, Recommendations);
• Bibliography.