Background

NOTE: Signed Offeror’s Letter to UNDP Confirming Interest and Availability - http://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 90996.

The project intends to prevent the release in Persistent Organic Pollutants (POPs) in the environment through the improvement of health care waste management, implementation of green chemistry initiatives in the industry and agriculture along with destruction of identified POPs waste stockpiles.

The following POPs will be targeted by the project: Dioxins (PCDD/F) released by unsafe incineration of medical waste and empty pesticide containers, POPs substances listed under Stockholm Convention (SC) on Persistent Organic Pollutants used in the manufacturing of plastic products, with special reference to plastic use in articles exposed to sources of heat; and polychlorinated biphenyls (PCBs) existing in the dielectric fluid of electrical equipment, and obsolete POPs stockpiles/materials.

All these substances pose a global threat to the environment and human health due to their long persistence in the environment, their long term and cumulative toxic properties, and their capacity to bioaccumulate in living organisms.

The overall objective of the project is to reduce risk for people’s health and the environment through the prevention of U-POP releases, shifting from POPs toward non-POPs chemicals in the plastic industry, and sound destruction of at least 50 tons of POPs waste.

Objective

Preliminary inventory of POPs chemicals was developed by the POPs inventory groups established by the National Executive Agency (NEA) in cooperation with the Ministry of Foreign Trade and Economic Relations of BiH in the period from June to November 2013 as part of the National Implementation Plan (NIP) for the Stockholm Convention in Bosnia and Herzegovina.

The inventory groups had a task to determine, on the one hand, the current regulatory status of Management of POPs as chemicals and/or when their useful life is complete, as wastes, and on the other to determine their production in BiH, import, export, transport, use, stocks of these chemicals, waste containing POPs and possibly locations in BiH contaminated with POPs.

It is foreseen to update existing Preliminary inventory, and to develop Detailed inventory of POPs chemicals in Bosnia and Herzegovina through this Project.

The Company selected to conduct this task will be obliged to assess also the existence of obligations of Bosnia and Herzegovina towards the Convention with regards to certain chemicals, i.e. to advise on whether the country is in a position to seek exclusion from certain reporting obligations, having in mind deadlines prescribed by the Convention.

Parallel to this process, the Project will be conducting the GAP analysis to determine the level of compliance of local legislation with requirements of the Convention and EU legislation, and work on developing the system for implementation of the Convention (institutional responsibilities and data flow and exchange).

The objective of this consultancy assignment is to develop The Terms of Reference (TOR) for engagement of the company that will develop the Detailed inventory of POPs chemicals in Bosnia and Herzegovina based on existing Preliminary inventory from NIP, as well as to provide inputs and information for other sections of Request for Proposal (RFP) that will be advertised by UNDP.

The new Inventory must include new chemicals as well, added to the Convention list after finalization of Preliminary Inventory.

The RFP includes the following Sections:

Section 1: Letter of Invitation

Section 2: Instruction to Bidders

Section 3: Bid Data Sheet (BDS)

Section 4: Evaluation Criteria

Section 5: Terms of Reference

Section 6: Returnable Bidding Forms

The focus of the assignment is on development of Terms of Reference (TOR). ToR is a document describing the details of a requirement for consultant services. It includes, as a minimum, the background and objectives of the assignment, tasks to be completed, personnel requirement and qualifications, and duration and location of the assignment. It also serves as the basis for selecting the contractor and for contract management upon the award of the contract.

Purpose

The purpose of this consultancy assignment is to develop the TOR for Detailed inventory of POPs chemicals in Bosnia and Herzegovina and provide inputs and information for other section of RFP. The ToR should be detailed enough and cover all the requirements and enable the bidders to address all the need. TORs should not be set up to favor any particular service provider, in order to encourage maximum participation and effective competition. Consultant should be aware that incomplete TORs will lead to unsuccessful procurement processes, challenging evaluation process and difficult contract management.

Minimum content of ToR is as follows:

a. Background Information and Rationale, Project Description

a) Project rationale / background and the objectives of the project

b) Brief description of the context of the required contracting of services

c) Relevance/purpose of the work required and how it is linked to the project context

d) If necessary, explanation thoroughly the peculiarity of the setting of the project or the work required, if any (e.g., security risks involved in conducting the work in certain communities, certain cultures and practices unique to the stakeholders, etc.)

b. Specific Objectives

Description of the objectives of the requirement, what is the goal, target to be achieved.

c. Scope

The scope should be realistic given the time and resources available for implementing the requirements in the TOR.

a) List of major activities expected to be undertaken by contractor

b) Brief description of the required activities (scope, location, subjects, etc.) and other information that will help prospective Bidders understand the nature of the work

c) list of the literature/data/information/policy framework already on hand and may be made available by to the contractor as reference/input to the activity.

d. Approach and Methodology

A guide or expectations in terms of the approach and methodology but with space for the bidders to propose a more detailed methodology in line with the prescribed scope and objectives.

e. Deliverables and Schedules/Expected Outputs

a) List of the outputs in accordance to the sequence of the work and their corresponding target delivery.

b) If the specific dates are too varied and cannot be defined, the span of time from the commencement of the work could be indicated (e.g., 2nd week from contract signing, within 2-3 months from contract signing, etc.).

f. Key Performance Indicators and Service Level

a) List of the key services required, their frequency of requirement, and minimum standard of services acceptable;

b) Description of what course of actions will be taken if the required service level is not met by the contractor

g. Governance and Accountability

a) Specific authority who will directly supervise the contractor, and to whom the contractor will be directly responsible to, reporting to, seeking approval/acceptance of output from (e.g., the Project Manager, or National Project Director, etc.)

b) Frequency of progress reporting, if required (e.g., weekly, monthly, fortnightly, etc.), as well as any need to present report results/outputs to any audience or body

c) Institutions/organizations/individuals with whom the contractor is expected to liaise/interact/collaborate/meet with in the course of performing the work (e.g., other agencies, project co-implementers, donors, communities, local government units, etc.)

d) Roles / extent of participation of entities involved in the management/implementation of the contract (e.g., as respondents to survey, resource persons to confer with, approving authority, evaluating performance, etc.)

h. Expected duration of the contract/assignment

a) Expected duration of work / total no. of days/weeks/months of engagement, including effective person-days, if applicable. Emphasize expected date of full completion, if time is of the essence

b) Target date of commencement of the work and expected completion date, including conditions to both, if any (e.g., issuance of Notice to Proceed, Certificate of Completion of Work, etc.), justifying the timing, if necessary

i. Duty Station

a) Contractor’s duty station/location during the contract, mentioning the location of field works or in pursuit of other relevant activities, especially where traveling will be required

b) Statement whether the contractor will be required to report regularly or be present at a certain office during the work, including frequency of reporting, even if intermittent

j. Professional Qualifications of the Successful Contractor and its key personnel

a) Special skills / experience and other qualifications which will be advantageous and vital to the success of the work implementation, especially if project setting/situation is unique or has peculiarities (e.g., experience in working with indigenous people, familiarity with the key issues confronting a certain region, understanding of and ability to relate with a specific culture/religion, knowledge of a local dialect, etc.). This should not be mixed up with and repeat the Minimum qualification requirements specified in Section 4 above.

b) If a team of experts need to be formed, indicate the maximum number of team members and specify the recommended qualifications of each team member, if a set of varied ones are required (e.g., team of at least 3 members consisting of experts in policy analysis, community development and agriculture).

k. Price and Schedule of Payments

a) Statement whether the contract price is a fixed output-based price regardless of extension of the herein specific duration, or if it is based on a daily/ weekly/monthly rate adjustable in accordance to any extension or reduction in the duration of engagement

b) The cost components that the Proposer must include in the computation of contract price (e.g., purely professional fee, or inclusive of travel, living allowances, taxes, etc.) against those which the project will provide or will pay for (e.g., conduct of workshop will borne by the project, vehicles will be made available to the contractor for land travels, office space/equipment or an administrative staff will be provided within the project premises, etc.)

c) The key outputs or milestone activities for which payments will be made, the corresponding percentage of the contract price that will be paid per milestone/output, including the conditions/documentations required prior to the release of any tranches of payment.

l. Additional References or Resources

Existing literature or documents that will help provide Bidders with a better comprehension of the project situation and the work required should be provided as annex/s to the TOR, especially if such literature or documents are not confidential.

Duties and Responsibilities

This Consultant is expected to prepare entire Terms of Reference (section 5) for engagement of company for developing detailed POPs inventory in Bosnia and Herzegovina and to provide requested inputs for other sections of Request for Proposal (RFP).

The Consultant must ensure timely preparation and submission of deliverable. The Deliverable provided will be quality reviewed and approved by the UNDP POPs Project Manager

Payments for deliverables will be lump sum based as per deliverable, including travel costs.

Deliverables/outputs

Competencies

Corporate competencies:

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism;
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

Functional competencies:

• Strong interpersonal skills, communication and diplomatic skills, ability to work in a team;
• Openness to change and ability to receive/integrate feedback;
• Ability to work under pressure and stressful situations;
• Strong analytical, reporting and ability to conceptualize and write concisely and clearly;
• Excellent public speaking, presentation and moderation skills.

Required Skills and Experience

Academic Qualifications/Education:

• University degree in Chemistry or Environmental protection related field;
• MSc degree will be considered as an asset.

Experience:

• At least 10 years of professional experience;
• Experience with: BAT/BEP, Chemical pollution, Decontamination/Remediation, POPs Import / Export, POPs Inventories, with focus on POPs substances` inventories, National Plans (NIPs, NAPs, NIAs, etc.), POPs Prevention and Minimization, PRTR;
• Expert knowledge concerning development of POPs Inventories;
• Previous work in POPs related projects will be considered as an asset;
• Previous work for UN agencies or international organization will be considered as an asset.

Languages Requirements:

• Fluency in both written and spoken English language (excellent writing, editing and communication skills) demonstrated in submitted one-page segment on English of any relevant study/publication/written document compiled in order to assess language skills.

Other Requirements:

• Excellent computer skills 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 consultants 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 individual consultant 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 individual consultants must submit the following documents/information to demonstrate their qualifications:

• Proposal:
  • Explaining why they are the most suitable for the work;
  • Provide a brief methodology on how they will approach and conduct 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.