Background

The National Mine Action Standards (NMAS)  in a programme define the framework against which mine action activities in a country are implemented, monitored and accepted. The 29 NMAS in Azerbaijan have not been updated for many years (some standards date back to 2005). 

The updating of the Azerbaijani NMAS is overdue. They could be much better aligned with the International Mine Action Standards and the global sector-wide use of terminology. 

With a broad number of operator ‘types’ (NGO, military, commercial etc.) working in Azerbaijan and the establishment of more still - a common reference point for mine action operations is essential. A sizeable commercial contract is being considered, as is a draft Mine Action Law which will reference and benefit from a stronger national framework for reference for survey and clearance in particular. 

In addition to NMAS/IMAS alignment the boundaries between NMAS and Standard Operating Procedures need to be reviewed. There may also be merit in breaking the sections/chapters out as separate documents to make it easier when reissuing elements after updates.  A clearer approach to document control information on the front cover of each section (edition number, amendment number, effective date, etc.) may be beneficial. A systematic approach to the International Organisation for Standardization (ISO) use of ‘shall’, ‘should’ and ‘may’ as compliance levels should be standardized across the entire 33 NMAS. Specific areas of terminology which would benefit from alignment with IMAS include the use of NTS rather than General Area Survey, Level 1 survey, as well as Technical Survey for Level 2, Completion Report for Level 3 etc.  QM terminology could usefully be brought up to date and in alignment with IMAS.  

The task to deliver updated NMAS to incorporate such changes is considerable. It should be supported by an international consultant with considerable knowledge of IMAS and NMAS, skills to facilitate and steer a working group of senior ANAMA staff to reach objectives in an extremely tight timeframe.

Duties and Responsibilities

Preparation and planning (10% of the effort)

• Initial discussions with project team members (ANAMA and the consultant, plus UNDP) including overall project management aspects including:
  • Whether to release draft editions for review altogether or on a rolling basis;
  • identification of core project team members, other key stakeholders and potential working group members;
  • Opportunities to manage groups of related chapters/sections together;
• Discussion and agreement (with ANAMA/UNDP) of overall policies and approach to NMAS in light of:
  • relationship between IMAS, NMAS, National RaR and operator SOPs;
  • stakeholder needs and expectations;
  • intentions for alignment with current IMAS terminology;
  • adoption of shall, should and may definitions;
  • structure and format of the NMAS including decision on whether to separate chapters, document control aspects.
• Initial review of NMAS against current terminology and content of IMAS;
• Stakeholder identification, analysis and initial engagement;
• Presentation to Stakeholder group of databased online NMAS (using the recently launched Afghan Standards as an example) and also the databased IMAS at mineaction.net to illustrate how this can be used to help develop the new NMAS in line with IMAS  
• Agreement (with stakeholders) on prioritisation of NMAS section/chapter development and identification of section/chapter working groups.

New NMAS edition/amendment development (70% of the effort)

• Work with chapter/section working groups to develop draft NMAS sections/chapters (with consultant advising, facilitating, reviewing, proofing and assisting with implementation of agreed terminology policies);
• internal review of draft sections/chapters (within ANAMA team and immediate section/chapter working groups);
• Agreement of official drafts (by ANAMA for circulation to the wider stakeholder group if so desired);
• Circulation of the official drafts to stakeholders. [note: this could be done as a single complete package or as each element becomes available]

Review, agreement and issue of new NMAS edition (10% of the effort)

•  Stakeholder workshop to:
  • Present official draft NMAS chapters/sections to stakeholders (consultant to assist/support); [Note: stakeholders should have had the chance to review new material before the workshop]
  • Discuss and gather wider opinion;
• Finalisation of new edition of NMAS in light of any adjustments arising from the stakeholder workshop.  [Note: that it may be deemed better to run a small number of separate, thematic stakeholder workshops] 

Outreach and implementation (10% of the effort)

In parallel with the elements outlined above, the consultant should assist and support an outreach programme to:

• Prepare the national mine action programme for adoption of the new edition of NMAS;
• Highlight any changes in the NMAS and how they will affect operating organisations and other stakeholders;
• Identify any additional training needs and assist in the development of appropriate training responses;

Support ANAMA in identifying any necessary adjustments to accreditation, monitoring and improvement processes and systems. 

Expected Outputs and deliverables

1. Preparation and planning 

Deliverable: report including details of agreed approaches, policies, etc.

2. New NMAS edition/amendment development 

Deliverable: official draft NMAS edition

3. Review, agreement and issue of new NMAS edition

Deliverable: Issued new NMAS edition

4. Outreach and implementation 

Deliverable: report on outreach, adoption and implementation aspects

Institutional arrangements/reporting lines

The consultant will work with a certain degree of autonomy supporting a working group made available by the ANAMA Deputy Chairman. The consultant is supporting an ANAMA initiative and the NMAS developed will be owned by ANAMA. He/she will work from the ANAMA offices for at least 50 days of the consultancy period. A desk and meeting room will be made available within the UNDP facility at the ANAMA HQ in Baku. The deliverables will be agreed as achieved by the ANAMA Deputy Chairman.

The formal adoption of new editions may take time, beyond the consultancy period, and therefore approval of deliverables under the consultancy may take place in a draft form. Whilst a parallel effort will be undertaken to translate the English version of the NMAS into Azerbaijani, the consultant will be compensated against the ‘approval’ of the English versions.

Competencies

In-depth knowledge of International and National Standards and the relationship between IMAS/NMAS/SOPs. Thorough understanding of risk management and quality management principles as they relate to IMAS/NMAS. 

Excellent oral communicator and proven record as a high level facilitator of workshops required. Past experience of an organized, systematic and efficient approach to developing standards must have been demonstrated. ISO qualifications such as a Lead Auditor would be an advantage as would membership of the IMAS Review Board and working groups associated with IMAS drafting and development. The consultant should be a motivated self-starter understanding the objectives and operating with a degree of independence within boundaries agreed with the ANAMA Deputy Chairman and the UNDP CTA.  

Required Skills and Experience

I. Academic Qualifications: 

University Degree and/or relevant qualifications including military in line with the TOR

II. Years of experience: 

10 years + in the mine action sector

10 years + of developing standards 

III.  Language:

High level of English language skills with proven track record of drafting high quality standards ideally at both an IMAS and NMAS level which are consistent with the language of the International Organisation of Standardization (ISO) 20 points

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

1. Proposal:

(i) Explaining why they are the most suitable for the work;

(ii) Provide a brief methodology on how they will approach and conduct the work (if applicable);

2. Financial proposal- In the form of Offeror’s letter to UNDP confirming their interest and availability for the individual contractor (IC) assignment. Please see the link below to the form to download.

https://www.az.undp.org/content/dam/azerbaijan/docs/Legal_docs/undp-aze-PSU_%20Individual%20Contract_Offerors%20Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx

3. Resume including experience in similar projects

Financial proposal:

Interested candidate, along with their technical proposal, will submit their financial proposal with lump-sum amount and breakdown of cost.

Travel:

• The assignment requires the consultant to spend at least 50 consultancy days in Azerbaijan, Baku out of overall 60 consultancy days assignment. 
• The financial proposal shall include all travel and related costs. Note: In case no travel takes place, UNDP shall not make any travel related expenses outlined in the financial proposal. 

At least 50 days of the consultancy are expected to be undertaken within the ANAMA offices (1 trip – 50 days).

Evaluation criteria

Individual consultants will be evaluated based on the following methodology: 

Combined scoring: 

• Technical Qualification  weight; [70%] 

• Financial/Price Proposal weight; [30%]

Technical qualification evaluation criteria:

The total number of points allocated for the technical qualification component is 100. The technical qualification of the offeror/individual is evaluated based on following technical qualification:

Only the offerors who have attained a minimum of 70% of total points will be considered as technical qualified offerors.

Financial/Price Proposal Comparison:

Only the financial/price proposal of offerors who have attained a minimum of 70% score in the technical qualification evaluation will be considered and evaluated. The total number of points allocated for the price component is 100. Below is the formula used for this evaluation: Rating for Financial Proposal = (Lowest Priced Offer / Price of the Offer Being Reviewed) x 100

Selection Method and Award Criteria:

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

1. Responsive/compliant/acceptable, and 
2. Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. The total score for each offeror will be calculated independently by this formula: Total Score = Technical Qualification Score x 70% + Financial Score x 30%

Payment Modality

Payment to the individual contractor will be made based on the actual deliverables accepted and upon certification of satisfactory completion by the supervisor.

      1. Pay 10% on delivery of the initial report setting out agreed approaches, policies, etc.

      2. Based on ‘official draft’ NMAS being agreed in English -25% on agreement of the first 11 NMAS

      3. 25% on agreement of the next 11 NMAS

      4. 20% on agreement of the next 11 NMAS

      5. 10% of official release of the new package of NMAS

      6. 10% on delivery of the outreach, adoption and implementation 

On a 60 day consultancy the individual contractor should frame the work around deliverables according to the following time allocation: 6 days, 15 days, 15 days, 12 days, 6 days and 6 days (please note this is indicative).

Please combine all your documents in one (1) single PDF document as the system only allows to upload maximum one document.

Any request for clarification must be sent in writing, or by standard electronic communication to procurement.aze@undp.org email address.