Background

TERMS OF REFERENCE

5 TECHNICAL EXPERTS FOR COMMUNITY-BASED DISASTER RISK REDUCTION AND MANAGEMENT IN 18 BARANGAYS (each) IN LEYTE AND SAMAR

Project Title: Resilience and Preparedness toward Inclusive Development (RAPID) Program

Project Description 

The RAPID Program is a capacity development program supporting the long-term recovery of identified Local Government Units (LGUs) and communities in Yolanda (Haiyan)-affected areas in the islands of Leyte and Samar by having their disaster and climate risks mitigated and mainstreamed into land use and development planning, programming, regulatory, and other implementation processes.

It aims to address the institutional capacity and individual competency gaps of key players on disaster risk reduction and management of natural hazards including those aggravated by climate change. It also aims to raise the awareness and competencies of decision makers and communities in the target areas about the impacts of natural hazards on lives, properties and the economy, and that the changing climate brings extreme weather events that can trigger and exacerbate the impacts of future hazard events. These stakeholders include local chief executives, relevant departments and offices working on disaster risk reduction, climate change, and development, and communities.

RAPID covers 12 municipalities located along the coastline of the Leyte Gulf: Tacloban City, Palo, Tanauan, Tolosa, Mayorga, MacArthur, Dulag, and Abuyog in Leyte, Basey and Marabut in Western Samar, and Lawaan and Balangiga in Eastern Samar. It is funded by the Australian Government through the Australian Embassy in the Philippines – Department of Foreign Affairs and Trade (DFAT) and is administered and implemented by the United Nations Development Programme (UNDP) Philippine Country Office through its Project Management Unit (PMU).

The activities of RAPID are designed to enable the target LGUs to come up with better plans, policies, and regulatory measures that take into account major challenges that affect the wellbeing of the population, including climate and disaster risks. It has 7 outputs:

1. Climate/disaster risk and vulnerability assessments produced as a basis for “climate/disaster proofing” future development in the target areas.
2. Priority disaster mitigating measures such as community-based and managed early warning systems (CBMEWS), contingency plans, re-engineering standards, and other resilience building interventions developed and implemented.
3. Competencies of local governments and critical partners improved to deal with the disaster risks of multi-hazards, including those from climate change and general level of awareness and competencies of vulnerable communities and other local stakeholders increased to deal with disaster and climate change risks.
4. Disaster Risk Reduction (DRR) and Climate Change Adaptation (CCA) mainstreamed into land use, socio-economic plans, and investment programs at the national and local level.
5. Risk sharing/transfer mechanisms developed and showcased.
6. Knowledge management on Disaster Risk Reduction and Management and Climate Change Adaptation developed and implemented.
7. Competencies of barangays and communities improved to deal with the disaster risks of multi-hazards, including those from climate change; and general level of awareness and competencies of vulnerable communities and other local stakeholders increased to deal with disaster and climate change risks.

Item 7 pertains to the Community Based Disaster Risk Reduction and Management (CBDRRM) component of the program. CBDRRM is a process in which at risk communities are actively engaged in the identification, analysis, treatment, monitoring, and evaluation of disaster risks in order to reduce vulnerabilities and enhance capacities. RAPID recognizes the urgency of developing the capacities of all the stakeholders involved in the recovery and rebuilding back of Yolanda-affected areas, and as such there is a need to fast-track the capacity development process especially for the frontliners: the barangays. Under the program, the CBDRRM shall be a package of targeted capacity-building interventions to be provided to this lowest, but very important group of stakeholders, especially in terms of their preparedness capacity to either avoid or lessen the impacts of natural hazards and shoring up their capacities, avoiding disasters in the process.

UNDP is in need of the services of 5 Technical Experts who will lead the implementation of the CBDRRM and provide substantive guidance and quality assurance to the capacity building process and the resulting outputs.

Duties and Responsibilities

Scope of Work

The Technical Experts shall lead the implementation of the CBDRRM. They will provide overall technical guidance on the capacity building program, including but not limited to:

1. Serving as a resource person and providing the technical and substantive component of the training as facilitator/subject matter expert/coach/mentor;
2. Advising barangays on the planning process and providing technical inputs in the writing and review of the plans;
3. Monitoring the capacitation of barangays and ensuring that the required competencies are assimilated by closely working with LGUs and conducting follow-up coaching/mentoring sessions, and writing progress reports for results management;
4. Advising barangays on gaps in capacities, processes, and practices that may hinder effective functioning of the BDRRMC;
5. Assisting barangays in the facilitation of necessary legal mechanisms to ensure the proper prepositioning of outputs (i.e. resolutions, ordinances, etc.);
6. Overseeing the progress of activities and ensuring sound strategies and judicious use of resources for the timely completion of outputs, together with the Field Coordinator and the PMU.

The Technical Experts must support the achievement of the following results:

1. Consensus among barangays and other stakeholders on the strategic approach to disaster avoidance and mitigation and long-term adaptation to climate change developed.

This will be achieved through consultations that shall serve as a platform for inclusive engagement of all stakeholders. LGUs and the barangay leadership, together with the communities in vulnerable locations such as coastal areas will be actively involved in the development of strategies and options, starting with situation, capacity, and risk analyses. These consultations with various stakeholders will help facilitate the conduct of subsequent CBDRRM activities.

2. Competencies on Community-Based Disaster Risk Reduction and Management of the identified communities enhanced.

This output is expected to be attained through a series of trainings on CBDRRM to be undertaken for identified communities, using national standards, particularly the mandated manual of the Office of Civil Defense (OCD). These activities are meant to increase the capacities of highly vulnerable barangays on disaster prevention/mitigation, preparedness, response, and recovery/rehabilitation.The training shall incorporate various participatory activities including risk assessments up to action planning.

3. Barangay Disaster Risk Reduction and Management Committee(s) (BDRRMC) established/reactivated and Barangay Disaster Risk Reduction and Management Plan(s) (BDRRMP) produced.

Barangays shall be assisted in the formation/re-activation of their Barangay Disaster Risk Reduction and Management Committees. Barangay Disaster Risk Reduction and Management Plans (BDRRMP) shall also be produced in a participatory manner.In doing so, effective participation of sectoral and marginalized groups will be ensured.The BDRRMP will serve as the embodiment of people's actions vis-a-vis the risks they face.The BDRRMC is expected to have accountability for overseeing the development and implementation of a BDRRMP, including the approval of the Plan by the Barangay Development Council through a resolution and appropriation of budget for community-based disaster risk reduction activities and investments.

The capacity building shall be provided to 90 barangays in the 12 LGUs covered by RAPID, and each Technical Expert shall handle 18 of the 90 barangays (5 Technical Experts X 18 barangays = 90 barangays). Refer to the division and schedule below:

            To summarize, the assignments of areas to be covered are as follows:

1. Technical Expert 1 – Tanauan (7), Tolosa (7), Dulag (4)
2. Technical Expert 2 – MacArthur (7), Mayorga (7), Abuyog (4)
3. Technical Expert 3 – Marabut (7), Lawaan (7), Balangiga (4)
4. Technical Expert 4 – Palo (7), Tacloban (7), Basey (4)
5. Technical Expert 5 – Abuyog (4), Dulag (3), Basey (3), Balangiga (4), Mayorga (4)

An initial list of barangays, identified in terms of presence/absence of prior CBDRRM interventions and BDRRM plans, population density, and risk is attached in the Annexes (Annex A).

Expected Outputs and Deliverables

The Technical Experts are expected to produce the following outputs:

1. The inception report should generally illustrate and explain the overall design and method of the CBDRRM and reflect any agreed recommendations arising from the Inception Meeting or any preparatory meeting. It should be produced before any formal activities can begin and should be submitted within 7 days after the Inception Meeting. The inception report should include, but is not limited to:

• An executive summary of the CBDRRM;
• The purpose, objectives, and scope of the CBDRRM;
• A summary of the methodology and approach to be applied;
• The Work and Financial Plan, detailing the schedule of activities and tasks to be conducted, implementation strategy, and the financial requirements to support the completion of activities (the Work and Financial Plan shall be the basis and tool for managing the whole CBDRRM exercise)

2. The Community Risk Assessment (CRA) should generally define the inherent vulnerabilities and capacities of a particular barangay. It is a participatory process for assessing hazards, vulnerabilities, risks, and ability to cope, and shall form the data backbone for the barangay DRRM plan. To standardize outputs and mainstream quality assessment in the CRA, the following suboutputs and minimum specifications must be met:

• Barangay spot map rendered in both large and small formats (manila paper/A3 and letter/A4 sized map) identifying hazards and areas affected;
• Relevant databases such as population tables disaggregated by sex and other relevant metrics, socioeconomic profiles, elements at risk, etc. compliant with the requirement outlined in the OCD CBDRRM Manual;
• Other elements that may be deemed necessary for the preparation of the barangay DRRM plan.

3. The draft barangay DRRM plans shall be produced at the conclusion of the CBDRRM trainings through a modular approach. The plans must follow the outline prescribed in the CBDRRM Manual of the OCD and will use the data compiled through the CRA. The draft outputs shall be refined through coaching and mentoring session that will be facilitated by the Technical Expert.

4. The final barangay DRRM plans shall incorporate the comments raised and gaps identified during the draft stage. The final output shall be a packaged and standardized barangay DRRM plan, compliant with national quality standards such as DILG’s Quality Assessment Tool for Barangay DRRM Plans (Annex B), among others.

The table below summarizes the expected outputs and deliverables for this engagement:

Institutional Arrangement

1. The Technical Expert will be directly responsible to the PMU, through the Project Manager and the CBDRRM focal staff. Approval of strategic decisions and outputs must be sought from them, being the key individuals responsible for supervision and oversight of the project.
2. Monthly progress reporting shall be required by the PMU from the Technical Expert via email. The Technical Expert is expected to provide relevant updates on the status of activities, any bottlenecks encountered, next steps to be taken, and any decision inputs that need to be considered by the PMU in relation to the CBDRRM.
3. The Technical Expert is expected to work with key stakeholders such as relevant government agencies, local government units, and communities to ensure a participatory approach and to build ownership of results.
4. The Technical Expert is expected to liaise with his/her fellow Experts to ensure proper coordination of activities, and to maximize resources whenever and wherever applicable, noting that the CBDRRM is expected to be complete by 31 December 2018.
5. The Technical Expert is expected to liaise with the Field Coordinator to set up the logistical requirements needed to perform the work. He/she is expected to provide the Field Coordinator with activity designs detailing the name of the activity, date, venue, supplies and materials needed, target population and number to be involved, and any other requirements necessary 7 days in advance to allow for ample lead time.
6. The Technical Expert is expected to prepare activity reports (maximum of 2 pages) after concluding an activity. The report must contain the name of activity, date, venue, names of participants, and relevant information such as a summary of what happened, outputs produced, results achieved, problems encountered, etc. Activity reports must be submitted to CBDRRM focal staff not later than 3 days after the conclusion of an activity.
7. The Technical Expert may, at his/her discretion, hire staff to augment manpower needs. The remuneration, and other costs associated with the additional manpower shall be charged under the Technical Expert’s contract and not to RAPID or UNDP.
8. All logistical requirements and preparations, including travel, related to the implementation of CBDRRM activities shall be coordinated with the Field Coordinator for proper facilitation and shall be charged under the budget of the CBDRRM, as per RAPID’s Annual Work Plan.

Duration of the Work

1. The duration of work is 3 months, from October to December 2018. RAPID will close its operations by 31 December 2018, and so simultaneous conduct of the CBDRRM in all of the 90 barangays, as well as other implementation modalities that will maximize time is highly desired.
2. The engagement shall start when the contracts have been awarded, and preparatory meetings can begin. The actual field work shall begin after the conduct of the Inception Meeting.
3. The CBDRRM shall be complete once all outputs have been produced, submitted, and accepted, and all due payments have been made, in accordance with the TOR and the contract.
4. An indicative lead time for the review of outputs and processing of payments upon receipt is 5 days.

Duty Station

The Technical Expert’s duty station will be in the target areas in the provinces of Leyte and Samar. However, it will be preferred if the Technical Expert is stationed in Tacloban City, Leyte.

Scope of Price Proposal and Schedule of Payments

Individuals who wish to apply for the post must submit a Lump Sum Amount price proposal. It should be all-inclusive (all costs- professional fees, travel costs, living allowances, communications, consumables, etc.) that could possibly be incurred by the Contractor are already factored into the final amounts submitted in the proposal.and the contract price is fixed regardless of changes in the cost components. Payments shall be made according to the following schedule:

Competencies

Competencies Required

Interested applicants must be able to work directly with communities and people; effectively facilitate training courses and mentor learners; work well with minimal supervision; and be familiar with project areas.

Required Skills and Experience

Qualifications of the Successful Individual Contractor

Criteria for Selection of the Best Offer

The proposals will be evaluated on both technical and financial aspects using the Combined Scoring method to determine the best offer. The Combined Scoring Method will evaluate the qualifications and methodology with a maximum weight of 70% and shall be combined with the price offer which will be weighted a maximum of 30%.

The technical component of the proposal will be evaluated against the foll

owing criteria:

Recommended Presentation of Offer

Submission of proposals is open to all interested and qualified individuals. The proposal shall contain both technical and financial components. The proposal must include the following:

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (use attached template)
2. Personal CV or P11 form (see attached P11 UNDP Personal History Form), 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;
3. Plan of Approach and Methodology for the Implementation of the CBDRRM for the 18 barangays;
4. Financial Proposal (use attached template) indicating the all-inclusive fixed total contract price, supported by a breakdown of costs, using the template provided by UNDP.

M. Annexes to the TOR

A. Indicative List of 90 Target Barangays

B. DILG Quality Assessment Tool for Barangay DRRM Plans

Please submit the following documents by 5 October 2018. Send your application to procurement.ph@undp.org and make sure each email transmission is no more than 4MB.

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (use attached template)
2. Personal CV or P11 form (see attached P11 UNDP Personal History Form), 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;
3. Plan of Approach and Methodology for the Implementation of the CBDRRM for the 18 barangays;
4. Financial Proposal (use attached template) indicating the all-inclusive fixed total contract price, supported by a breakdown of costs, using the template provided by UNDP.

You will find the templates for the P11, Letter of Confirmation of Interest and Availability and Financial Proposal, UNDP General Conditions for ICs, and the Annex: Indicative List of Barangays in the following link:

http://procurement-notices.undp.org/view_notice.cfm?notice_id=50021

IT IS MANDATORY THAT YOU INDICATE IN YOUR APPLICATION WHETHER YOU ARE APPLYING AS TECHNICAL EXPERT 1, 2, 3, 4, OR 5. Each expert has his/her own assigned barangays.