Background

Project Title

Using Strategic Monitoring & Evaluation (M&E) to Accelerate the Implementation of the Philippine Development Plan (PDP) 2017-2022 (Strategic M&E Project).

Background and Description

The National Economic and Development Authority (NEDA) and the United Nations Development Programme (UNDP) Philippine country office have embarked on a partnership to strengthen the conduct of evaluations of priority government programs under the Philippine Development Program (PDP). Financed by NEDA and implemented with full UNDP country office support, the Strategic Monitoring and Evaluation (M&E) Project will help strengthen the capacities of NEDA and select government agencies to conduct evaluations that support the achievement of the PDP and the Sustainable Development Goals (SDGs) by enabling evidence-based decision making. 

In partnership with UNDP and other development partners, NEDA will be conducting the annual M&E Network Philippines Forum on November 19-20, 2019. Since it started in 2011, the Forum has provided development practitioners a platform for dialogue and strengthening M&E capacity in the Philippines. Through this Forum, NEDA has convened M&E practitioners and stakeholders in government, development partners, academe, civil society, and private sector to exchange knowledge and experiences and find ways to collaborate on strengthening the practice. 

This year’s theme is ‘WE in M&E,’ and is a call for the whole of government to take concrete steps towards the increased use of evidence from M&E to achieve results. It is also an invitation to take stock of the M&E ecosystem, and for agencies, sectors, and individuals who comprise the ecosystem to understand their role as part of this space, and weave in the WE perspective in their practice. The WE perspective draws inspiration from international norms and global trends for a more inclusive M&E, but is also an opportunity to deliberately learn from local practice, and to reflect on how far WE have gone, where WE want to go, and how WE can get there together. (see draft program design of the Forum attached as Annex 1) 

The Forum will be attended by an estimated 300 participants, including some government dignitaries. It will be held in a hotel ballroom or other similar venue in Metro Manila (venue to be determined). To successfully conduct the Forum, UNDP requires the services of a Logistics Coordinator (herein after referred to as “Consultant”) who will support the UNDP Project Team in the organization, and management of the Forum.

Timetable of Deliverables

The Consultant will be responsible for the following deliverables:

Governance and Accountability

• The Consultant shall be directly supervised by the Project Coordinator of the NEDA-UNDP Strategic M&E Project, with whom all outputs shall be submitted and through whom all communications shall be coursed, and who shall officially accept the consultant’s outputs;
• The UNDP Outcome Lead, Institutions and SDG Partnerships and the NEDA Monitoring and Evaluation Staff (MES) Director shall provide overall direction and guidance to the conduct of the M&E Forum, and other activities of the Strategic M&E Project. The Consultant may be asked to collaborate closely with them to ensure that the objectives of the Forum are met;
• The Consultant shall closely collaborate with the Strategic M&E Project team and other hired consultants and service providers

Duty Station

The Consultant will be based in Manila and should be able to report physically to NEDA / UNDP before and after the Forum. UNDP may provide an intermittent working area in its premises only if available.

Expected Duration of the Contract

The consultant will be hired for a total of 30 person-days from 6 November 2019 to 5 December 2019, including weekends.

Scope of Price Proposal and Schedule of Payments

Financial proposals must be expressed as a lump sum “all inclusive” rate for the whole duration of the contract. The term “all inclusive” implies all costs (professional fees, allowances, travel costs within Manila, etc.). The lump sum price is fixed regardless of changes in the cost components.

The Consultant shall receive payments based on the following schedule:

• First Tranche - 20% Upon submission and approval of the following: 
  • Design of the process flow from the start of the forum to the end
  • Design of the event evaluation form
  • Approved technical script 

• Second Tranche - 40% Upon submission and approval of the following: 
  • Pre-event coordination
  • Event-proper coordination
  • Debriefing session with organizers

• Third Tranche - 40% Upon submission and approval of the Logistical report. 

Duties and Responsibilities

Under the overall guidance of the UNDP Outcome Lead, Institutions and SDG Partnerships, and reporting directly and regularly to the Strategic M&E Project Coordinator of UNDP, the Consultant shall perform the following:

1. Design an efficient process flow from start of the forum to the end, including but not limited to registration of participation, breaks (lunch and dinner), plenary to break out sessions, socials, receiving and managing VIPs (keeping in mind security protocols and emergency evacuation guidelines),
2. In coordination with the UNDP project team, finalize the seat plan for the participants and speakers
3. Draft and finalize the technical script based on the program flow.
4. Design the event evaluation form
5. Pre-event
   • Ensure seamless arrival and check-in of NRO participants prior to the Forum.
   • Conduct preparations for the dry-run, including coordination for ingress of suppliers and service providers
   • In coordination with the UNDP project team, finalize tasking for the event-proper
   • Conduct orientation and walk-thru for the entire organizing team, including usherettes
6. Event- proper
   • Ensure seamless registration of all participants
   • Manage ushers/usherettes
   • Manage participants’ general concerns with catering/ venue/ set-up/ internet access
   • Manage facilitators, documenters, and all requirements for the break-out sessions
   • Facilitate on-ground communication of mobile application announcements and notifications
   • Ensure that the substantive and logistical planning are well-managed and complementary, leading to the orderly and successful conduct of the Forum
   • Ensure participants answer the event evaluation form.
7. Post-event
   • Lead the event debrief among organizers
   • Compile and submit the responses of participants to the event evaluation form.
   • Submit a logistical report, which details preparations done in relation to the engagement, issues and challenges encountered, and recommendations.
8. Other duties related to the Forum may also be assigned as needed.

Competencies

Corporate competencies

• Demonstrates integrity by modeling 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 favoritism.

Functional and technical competencies

• Ability to work in a diverse and multi-cultural environment;
• Self-motivated and ability to work under pressure and to meet strict and competing deadlines;
• Displays analytical judgment and demonstrated ability to handle confidential and politically sensitive issues in a responsible and mature manner;
• Demonstrates openness to change and ability to manage complexities;

Required Skills and Experience

Offers will be evaluated based on combined scoring method – where the Technical Proposal will be evaluated based on qualifications in the CV. The Technical evaluation is weighted a max. of 70%.

The Financial Proposal that will be evaluated through submission of the Offeror's Letter to UNDP Confirming Insterest and Availability for the IC including Financial Proposal Template and combined with the price offer will be weighted a max of 30%;

For the evaluation of the Technical Proposal, the selection of the successful consultant must be based in the following qualifications (with the appropriate obtainable points):

Applicants who will only receive 70 points  from the assessment of the CV and Brief description of why the individual considers him/herself as the most suitable for the assignment will be qualified for the assessment of the Financial Proposal.

Recommended Presentation of Offer

Offerors must upload in one (1) file the documents below:

You may download the editable version of the Offeror's Letter to UNDP Confirming Insterest and Availability for the IC by clicking on this link: http://gofile.me/6xdJm/bE9TCw8fU

1. Duly accomplished Offeror's Letter to UNDP Confirming Insterest and Availability for the IC that indicates the all-inclusive lumpsum contract price, supported by a breakdown of costs, as per template provided; If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP;
2. Financial Proposal (Annex 2 of Offeror's Letter to UNDP Confirming Insterest and Availability)
3. Personal CV or P11, 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;

In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.