Background

NOTE: Signed Offeror’s Letter to UNDP Confirming Interest and availability - https://www.ba.undp.org/content/dam/bosnia_and_herzegovina/docs/Operations/Jobs/Offerors%20Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx - Letter to UNDP Confirming Interest and Availability.docx - to be sent to e-mail ba.shared.hr@undp.org with Subject: Job ID 104491.

Financed by the Sweden and co-funded and implemented by the United Nations Development Programme (UNDP), the Project for Improving Performance of Local Services (PIPLS) in Bosnia and Herzegovina (BiH) is a 3-year intervention in the domain of local governance. As part of the UNDP BiH’s Good Governance Sector’s portfolio, the PIPLS Project delivers targeted technical assistance to partner local authorities in improving their financial and asset management practices, as well as providing co-financing for the implementation of critical service delivery priorities.

The intervention envisages three outcomes:

• Outcome 1: Partner local governments (LGs) improve service delivery through better management of the municipal asset portfolio.
• Outcome 2: Partner local and cantonal governments practice smart revenue and expenditure management, including through enhanced internal control and public procurement capacities.
• Outcome 3: Public service infrastructure in partner local communities upgraded.

The assignment’s wider objective is to improve public procurement policies and procedures with aim to optimize and/or increase financial resources to be further channelled in financing the priority development projects.

The assignment’s specific objective is to deliver the training on public procurement practices in order to strengthen the capacities of BiH local governments (LGs), with a specific focus on practical scenarios most commonly encountered by LG employees implementing provisions of public procurement legislation.

In this regard, two local Public Procurement Experts (hereinafter the Consultants) will be engaged to work as a team.

Duties and Responsibilities

The consultancy will be based on comprehensive review of needs assessment which will Consultants carrie out in partner local governments. The findings of the needs assessment, focusing on challenges, good practices and alignment with legal requirements described by laws in area of public procurements, will be translated into assessment report. The review will be undertaken across 15 local governments: 

• Novo Sarajevo, Han Pijesak, Jablanica, Trebinje, Tuzla, Živinice, Lukavac, Banja Luka, Teslic, Tešanj, Gradiška, Prijedor, Novi Grad, Orašje and Odžak;

Local governments vary in size, administrative and operational capacities. 

The main target group of the service are BiH local government staff and practitioners, directly engaged in public procurement.

The Consultants will work as a team, exchanging information and providing feedback to each other.

Accordingly, the Consultants are expected to perform the following tasks: 

1. Draft detailed work plan;
2. Conduct needs assessment and prepare the report for the participating LGs related to the accurate policies and procedures in conducting public procurements (including challenges, good practices and alignment with legal requirements described by laws);
3. Prepare training materials based on assessment report;
4. Deliver the training programme;
5. Prepare Reference guide for local LG public procurement employees.

Task 1 - Drafting of a detailed work plan

As a first step, the selected Consultants will have a discussion with the UNDP project team to agree on a timeline for the process.

Based upon discussion with the UNDP project team, the selected Consultants will prepare detailed methodology and workplan or the implementation of the assignment. Following the work plan validation by UNDP project team and Procurement Expert, the Consultants will initiate needs assessment in coordination with the UNDP designated officer.  

?The estimated level of effort (LoE) for this task is 1 days per Consultant.

Task 2 – Conduct needs assessment and prepare the report for the participating LGs related to the accurate policies and procedures in conducting public procurements (including challenges, good practices and alignment with legal requirements described by laws)

Under this task, the selected Consultants are expected to conduct a needs assessment to asses current policies and practices related to conducting public procurements in 15 LGs.  Furthermore, the Consultants are expected to explore the existing legislation and internal rulebooks on public procurements. It is expected that needs assessment report will have following structure:

• Legal framework for public procurements;
• Internal regulation related to public procurement policies and practices;
• Assessment of capacities of each LGs related to public procurement issues;
• General statistics related to public procurement in last two years;
• Main challenges and shortcomings related to public procurement;
• Recommendations for improvements.

Based on the needs assessment and findings the selected Consultants will prepare assessment report with overall findings and recommendations and with no longer than 15 pages.

The needs assessment report will be submitted to UNDP Project team and Procurement expert for approval.

The estimated level of effort (LoE) for this task is 15 days per Consultant.

Task 3 - Prepare training materials based on assessment reports

Within this activity the selected Consultants, based on need assessment report, are expected to design a practical scenario-based training program. The training should be focused on findings from needs assessment report related to practical application, identified good practices and common mistakes.

Training programme methodological approach

The training programme will follow a modular approach, with two separate training sessions, each consisting of two days (with some time-breaks between each session) and the overall training duration of 4 days. The learning methodology should be interactive, encouraging participants to join discussions freely, work in groups and form partnerships. The methodology should also enable practical work during training as well as homework in-between training sessions on concrete practical assignments. Importantly, the training sessions are to be delivered by both Consultants in order to ensure closer interaction and knowledge-sharing with the training group. The selected Consultants are also expected to suggest simple, yet measurable assessment of quality, satisfaction of participants and changes in knowledge levels prior to and after the training.

Training programme technical parameters

The selected Consultants should prepare comprehensive training packs for participants, including relevant supporting materials (agenda, presentations, handouts, group/individual exercises, best practices, reference materials, case studies, training entry and exit evaluation forms, etc.) and submit for approval to UNDP Project team and Procurement Expert. The training materials will be prepared in the languages of BiH peoples.

Based on the obtained feedback, the Consultants will fine-tune the training program and materials.

The estimated level of effort (LoE) for this task is 3 days per Consultant.

Task 4. Delivering the training programme

Within this task the selected Consultants are expected to deliver the training programme to 3 training groups of about 20 practitioners from 15 partner local governments in BiH.

The training programme comprises 2 training modules (2 days each) with time-breaks of about a week between each module.

The methodology should be interactive and enable discussions and practical work during training as well as homework in-between training sessions on concrete practical assignments (segments of feasibility study/financial analysis/risk assessment, or reflections on existing studies, etc.) entailing engagement of several sectoral experts by each participating local government.

Practical task should be designed and requested from participants after first module, participant’s assignment work briefly reviewed by trainers in between the modules and feedback provided in next training module.

After delivery of each training module, an evaluation will be carried out by the Consultants (covering contents, trainers and methods applied) and presented to the UNDP project team and Procurement Expert. The selected Consultants will take evaluation recommendations made by participants, UNDP Project team and Procurement Expert into account for preparation of next training module.

Important notes: The exact location of training delivery will be determined before the commencement of the training programme. The Consultants will be required to organize their own travel arrangements to the selected training locations (potentially Banja Luka, Teslic and Sarajevo). UNDP will ensure the logistical support during the training programme delivery in terms of covering all logistical costs of the trainings for training participants (training venue, refreshment, catering etc.). The UNDP will be in charge for the printing of all the materials that will be used during the trainings and shared with participants.

The estimated level of effort (LoE) for this task is 15 days per Consultant.

Task 5. Prepare Reference guide for local LG public procurement employees

After delivery of the trainings, the selected Consultants are expected to prepare Reference guide for LGs. The Reference guide will be based on prescribed legal framework identified good practices and policies. The main propose is to support further enhancement of procurement policies and procedures in LGs in BiH.

The Reference guide will be based on real scenario cases identified during needs assessment and training preparation/delivered. The final content of the Reference guide will be defined in communication with UNDP Project team and Procurement Expert but it is expected not to be longer than 30 pages.

Upon the completion of all the assignment’s outputs, the selected Consultants will prepare a final report and submit it to UNDP Project team for review and comments within 10 days of completion of the services. The final report should contain information on the achievement of objectives, measurable results and outputs, as well as on the lessons learnt and intervention`s sustainability and replicability.

The estimated level of effort (LoE) for this task is 6 days per Consultant.

The UNDP Project Team and Procurement Expert will closely oversee service provision, working in continuous coordination with the Consultants. 

The service deliverables will be available for future use within the PIPLS Project and by the relevant stakeholders, as well as by UNDP and other projects in the field of local governance. The entire service will be delivered in official languages of BiH.  

Deliverables/outputs

Competencies

Corporate competencies: 

• Demonstrates integrity by modelling the UN’s values and ethical standards;  
• Promotes the vision, mission, and strategic goals of UNDP;  
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;  
• Treats all people fairly without favouritism; 
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.  

Functional competencies:  

• Demonstrates professional competence to meet responsibilities and post requirements and is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; 
• Results-Orientation: Plans and produces quality results to meet established goals, generates innovative, practical solutions to challenging situations; 
• Communication: Strong analytical, reporting and writing abilities, including the ability to convey complex concepts and recommendations, both orally and in writing, in a clear and persuasive style tailored to match target audiences; 
• Teamwork: Ability to interact, establish and maintain effective working relations with a culturally diverse team, develop synergies and establish effective working relations with government counterparts, donors, NGOs, and other development partners; 
• Client orientation: Ability to establish and maintain productive partnerships with national partners and stakeholders and pro-activeness in identifying of beneficiaries and partners’ needs and matching them to appropriate solutions: 
• Openness to change and ability to receive/integrate feedback; 
• Ability to accommodate additional demands on short notice; 
• Ability to work under pressure and stressful situations; 
• Ability to manage heavy workload and solve complex problems with minimum supervision; 

Required Skills and Experience

Academic Qualifications/Education:

• University degree in economics or other related field. 
• Advanced degree will be considered an asset.

Experience:

• Licenced trainer for public procurement accredited by Public Procurement Agency BiH;
• At least five (5) years of relevant experience as a public procurement trainer; 
• Work with public procurement officers at local level as considered as asset;
• Proven analytical skills and ability to conceptualise and write concisely and clearly;
• Proven communication, facilitation and advocacy skills, and ability to work in an environment requiring liaison and collaboration with multiple actors including government representatives, donors and other stakeholders.

Languages Requirements:

• Excellent writing and oral communication skills in English and the official languages in Bosnia and Herzegovina. 

Other Requirements:

• Excellent computer skills (MS Office applications) and ability to use information technologies as a tool and resource. 

Longlisting/Shortlisting Criteria

Qualifications as stated in the ToR

Technical Evaluation Criteria

Evaluation

Individual  will be evaluated based on the following methodology:

Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the candidate whose offer has been evaluated and determined as:
a) responsive/compliant/acceptable, and
b) 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%

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

• Explaining why they are the most suitable for the work;

Please scan all above mentioned documents and upload as one attachment only online through this website.

Note:

• For an assignment requiring travel, consultants of 65 years or more require full medical examination and statement of fitness to work to engage in the consultancy.
• Due to large number of potential applicants, only competitively selected candidates will be contacted for remaining steps of the service procurement process.