Antecedentes

Within its overall governance efforts, UNDP is implementing the Swiss Development Cooperation (SDC) Project “Empowering Municipal Councils” with the overall objective to support the municipal councils to become more effective and autonomous, by properly fulfilling their constitutionally assigned roles of legislation, oversight and representation. In turn, these efforts will increase the transparency and accountability of the mayor towards the council, and the municipality towards the citizens. The end result will be an increase in citizen satisfaction with municipal service delivery and local governance.

In a context where decentralization is considered to be the cornerstone of internal stability (and inter-ethnic cohesion) of the country, this project targets the core of the local mechanism for delivering democratic and participatory governance, and providing efficient services. By targeting the municipal councils as the main “beneficiaries”, the project targets the entity that has the statutory responsibility to adopt decisions about the regulation and organization of municipal affairs, including on the municipal budget matters and overall financial management (the legislative function). The councillors represent their citizens and decide upon their own beliefs (the representation function) and are entitled to initiate an investigation procedure over the programmatic and financial operation of the municipal executive instances (the oversight function).

Using the budget process as the vehicle for achieving the project objectives, this intervention utilizes in a smart way the main rationale of why decentralization is so important process. The budget translates the local priorities into actions, addresses vulnerabilities, and reflects the consensus-building processes needed to balance efficiency and effectiveness with the power-sharing aspects of the local reality. Finally, the budgetary process is the way in which political representatives understand citizens’ needs.

While the basic parameters for the project have been set, the overall strategy envisages a sequencing, two-staged approach. In the first phase, the full project document will be developed based on analytical and conceptualization work while testing the concepts from the very beginning and allowing space and timely information in order to make any needed adjustments for the implementation of the project in the second phase.

In that context, UNDP wishes to identify an international consultant that will assist in proposing innovative approaches in governance that can be incorporated in the design phase of the project and be directed towards achieving the final goals of improved service delivery.

Objectives

The overall objective of the assignment is to inform the development of the full project document “Empowering Municipal Councils” by assisting in transferring of innovative international governance practices including e-tools and practices that would contribute to achieving the overall project objectives.  The focus of the assignment will be development of a platform with models for citizens’ participation in the budgeting processes as well as citizens-friendly municipal governance.

While the primary focus of the consultant will be on innovation in governance aspects, he/she will be expected to provide related inputs for the complementary components of the project and work closely with the team of national and international experts.  The detailed tasks are explained below.

Deberes y responsabilidades

Preparatory desk work to assess the state of affairs

Based on the documents and materials to be provided by UNDP and the relevant institutions, the consultant shall get familiarized with the current state of affairs and documents related to the areas/issues to be addressed through the project. While using the main entry point of public finance management, the project aims to increase the transparency and accountability of the municipalities towards the citizens and increase the citizens’ satisfaction with the municipal service delivery which should be kept as a lens of analysis and recommendations.

The preparatory work shall also include review of the tools and initiatives already undertaken in the country towards improved local governance that would serve as basis for the next steps in the process of incorporation of innovative approaches to good governance in the preparation of the project document and its implementation at a later stage.

Three in-country missions 

During the missions to the country, the consultant shall work closely with UNDP and the relevant institutions and stakeholders including relevant ministries, Association of Local Self-Government Units (ZELS) and municipalities towards preparation of a comprehensive written assessment of the state of affairs for identification of issues and topics that can be addressed through innovative solutions, including possibly through e-tools. The mission’s agenda will be prepared, organized and coordinated by UNDP.

The primary focus of the missions will be on the following:

• Overall situation analysis (screening) including assessment of the governance mechanisms/tools at local level and defining parameters and entry points for incorporation of innovative governance tools with focus on development of a platform with models for citizens’ participation in the budgeting processes as well as citizens-friendly municipal governance;
• Participation in meetings with relevant stakeholders/partners to discuss potentials and feasibility of application of innovative approaches in governance;
• Based on the municipal governance assessment elaborate a chapter on innovative local (sub-national) governance as part of the Capacity Development Programme including a proposal for its transformation into e-knowledge and peer-to-peer learning platforms;
• Provide coaching/training on innovation in governance to the pool of highly qualified and experienced 10-12 national advisors to be recruited through the Association of the Finance Officers which will be the “glue” for all project components and main drivers of the learning process for the councils (at individual and collective levels). The consultant will provide guidance to the advisors based on best international innovation-in governance methods and tools, on how to transfer the required knowledge and skills, facilitate the communication between the local actors and trigger the networking among the councils. For that purpose, the consultant will provide at least one training for the pool of advisors and will contribute to the preparation of the mentorship guidebook;
• Proposing an agenda and leading a workshops with key stakeholders (relevant ministries and Association of Local Self-Government Units (ZELS) and municipalities) on transfer of international best practices in innovative governance approaches (the workshops to be organized by UNDP);
• Translating the innovation elements into the indicative performance criteria and into the design of “good municipal councils” benchmark indicators as a basis for a “Best Municipal Council” practice and certification process;
• Based on the above tasks, the consultant will contribute to the preparation of the full project document by proposing innovation in governance related contributions to impact hypothesis and result chains, including outcomes, outputs, activities, and a cost benefit and cost effectiveness analysis of the programme intervention and recommendations for mitigation of the identified risks, improving sustainability and opportunities for up scaling, including exit strategy.

In addition, and in closely communication and consultation with the other local and international experts, the consultant is expected to provide inputs/views to the following:

• Review of the Project Outreach and Participation Strategy consisted of a Stakeholders Map and Involvement Plan and Communication and Visibility Plan;
• Development of an initial set of criteria/indicators for selection of the beneficiary municipalities;
• Identification of potential initial sample of 6-8 municipalities and assist the startup of the support process with them with potential to take innovative approaches;
• Identification of additional two groups of municipalities according to their preparedness for capacity development and participatory budgeting exercises and innovation potentials.

During the mission, the consultant shall assist UNDP and the relevant stakeholders in better understanding and defining the correlation between the innovation theories/approaches and the traditional public finance management issues and other governance issues specifically the issues of transparency and accountability and citizens’ participation and provide advice as to how to ensure synergies and linkages.

This initial assessment shall also include analysis of the capacities of the municipalities to implement new tools/systems in line with the with envisaged project objectives so to be able to provide concrete recommendations on how to strengthen the capacities and strategic approach and to prepare the ground for successful implementation of the full project.

During the mission, all other parameters and issues to be included in the project document will be explained and discussed with consultant so that the report takes due account of the overall framework and complementary objectives to be achieved.

Preparing a comprehensive report on innovation in governance

Based on the comprehensive initial assessment and consultations, the consultant shall work on development of a comprehensive report on the potentials, concrete scenarios/examples, proposed steps and tools for innovative governance approaches (including, but not limited to IT technologies) in achieving the overall and specific project objectives. These inputs would aim to feed into the preparation and implementation of a full project document on empowering municipal councils to become more effective in delivering their services to the citizens.

The consultant shall take due account of the findings of the existing and planned efforts and specifically with due account of the existing efforts for introduction of innovative tools, other relevant studies/reports, and the human and institutional capacities of municipalities to implement any kind of proposed innovative solutions. Any specific risks, capacity considerations and other presumptions and prerequisites for introduction and of innovative tools should be addressed and elaborated in the report. The consultant shall also take due account of the ultimate goal of the project to contribute to improved service delivery for the citizens.

The document shall contain specific recommendations, steps for implementation, required/estimated resources and capacity-building recommendations for the municipalities to address the identified capacity gaps needed for implementation of the proposed solutions in a comprehensive and strategic manner. It shall also contain tailor-made indicators for monitoring and evaluation of the implementation of actions and recommendations.

The document shall be prepared also with due account of the best international standards and practices on innovation in local (sub-national) governance.

Upon submission of the draft document, the relevant stakeholders will provide comments/inputs that shall be reflected/incorporated in the ?

Deliverables:

• Mission reports for each in-country mission;
• Comprehensive draft report on the findings and proposed tools methods for innovative solutions in governance with a focus on improving the transparency and accountability of the municipalities towards the citizens and increasing the citizens’ satisfaction with the municipal service delivery, by end-December 2015 for comments and review by UNDP. The report should be focused, concise and results-oriented, and not exceed 30 pages without annexes;
• Final report based on comments/review by UNDP, by 31 January 2016.

During the entire consultative and drafting process and the provision of the deliverables, the consultant shall focus on the substantive aspects of the document in the context of the decentralization process and the final goal of effective service delivery to the citizens, but also on quality of the writing, formatting and style of the document.

Duration of the assignment, consultations and reporting

The assignment shall be completed in the period from September 15, 2015 – January 31, 2016.

The overall duration of the tasks covered by this ToR has been estimated to not exceed 30 days, including three missions to the country (approximately 6 - 7 days for each mission) and related desk-work (approximately 10 days) to pre-review documentation and finalize the report.

Throughout the assignment, the consultant shall work closely with UNDP and the representatives of the relevant ministries, the Association of Local Self-Government Units and municipalities. The consultant shall execute the abovementioned tasks making full use of and building on the best international practices as well as on the basis of in-depth quantitative and qualitative analyses, desk research, structured meetings and interviews of stakeholders.
 
UNDP shall provide to the consultant electronic copies of all the relevant documents, such as legislation, statistics and other materials/studies/reports (whenever available - in English), as well as answer to all assignment-related experts’ questions prior to the in-country mission. UNDP will prepare and organize the missions of the consultant, in coordination and cooperation with the relevant national and local institutions.

Before the end of the assignment, the consultant shall submit the draft report to UNDP for provision of comments. Based on the comments received, the consultant shall revise the report and submit them for the final approval.

Payment Schedule

First instalment: 30 % upon successful completing of the first in-country mission and the relevant desk work.

Second instalment: 35 % upon successful completing of the second in-country mission and the relevant desk work.

Third instalment: 35 % upon completion of the third mission and approval of the final report.

Competencias

• Strong analytical skills;
• Proven ability for multi-disciplinary analysis;
• Demonstrates excellent organizational skills and proven ability to deliver consultancy products within deadlines;
• Writes clearly and convincingly, adapting style and content to different audiences;
• Speaks clearly and convincingly, demonstrating strong presentation skills in meetings;
• Listens actively, acknowledging and responding constructively to other points of view.

Habilidades y experiencia requeridas

Education:

• University degree in relevant areas related to social sciences, public administration, law and similar;
• Higher degree (MA or PhD) will be an asset.

Experience:

• At least 10 years of professional experience in the areas relevant to good governance;
• At least 5 years of practical working experience as a consultant, advisor in international context and/or a management-level official in relevant governance issues: transparency, accountability; citizens’ participation; innovation;
• Experience in conducting at least two similar assessments/drafting documents related to innovation in local (sub-national) governance;
• Experience and knowledge of the country would be an asset.

Language:

•  Excellent writing, editing and oral communication skills in English.

Application procedure

The Consultant is expected to provide the following:

•  A short summary (up to 1000 words maximum) of their expertise relevant to this assignment, the reasons why they consider themselves the best candidates for this consultancy; Please paste the letter into the "Resume and Motivation" section of the electronic application;
•  Please upload your personal CV or P11, indicating all past experience from similar projects;
•  Reference list of similar work/projects and contact details of the clients;
•  Financial offer – specifying a total lump sum in USD for the deliverables (excluding local travel to municipalities) specified in the TOR.

The financial offer shall include a breakdown of this lump sum amount:

• Number of working days in total and per deliverables
• Daily fee in USD, all inclusive
• Travel costs of travel from home base to Skopje (3 travels), by most direct and economical route and living allowance  for  6 - 7 days mission (3 missions in total). Living allowance is recognized only for overnight stay in the duty station.

The term “all-inclusive” implies that all costs (professional fees, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Consultant are already factored in the financial proposal.).

Loal travel

For the purposes of the implementation of the assignment, the Consultant is expected to travel to 6-8 municipalities. In total expected travel to the field are minimum 6 one day trips to the selected municipalities.
The Consultant and UNDP will jointly develop the Local Travel Plan as part of the in-country mission agenda’s.

Please note that UNDP will organize the local travel separately.

Incomplete applications will not be considered. Please make sure you have provided all requested materials.

Evaluation criteria

Consultants will be evaluated based on Combined Scoring Method taking into account a combination of the applicants’ qualification and financial proposal (70% technical and 30 % financial offer).

When using this weighted scoring method, the award of the contract should be made to the supplier 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.

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.
                                                                                                                                                                           Points obtainable 
University degree in relevant areas related to social sciences, public administration,
law and similar. Higher degree (MA or PhD) will be an asset.                                                                                  Total 10
   
At least 10 years of professional experience in the areas relevant to good governance                                           Total 20
    
At least 5 years of practical working experience as a consultant, advisor in international
context and/or a management-level official in relevant governance issues: transparency, accountability
citizens’ participation; innovation.                                                                                                                              Total 20
   
Experience in conducting at least two similar assessments/drafting documents related to innovation
in local (sub-national) governance                                                                                                                              Total 15
   
 Experience and knowledge of the country would be an asset                                                                                 Total 5
                                                                                                                                                                 Grand total  70                                                                                                                                        

Only candidates obtaining a minimum 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30.

All other price proposals will be evaluated and assigned points, as per below formula:

• 30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price];
• The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract;
• Please note that shortlisted candidates might be interviewed.