Background

Background Information on the Programme:

The ongoing conflict in eastern Ukraine has had a direct and highly negative impact on social cohesion, resilience, livelihoods, community security, and the rule of law. Recognizing the need to urgently address reconstruction, economic recovery, and peacebuilding needs in areas affected both directly and indirectly by the conflict, in late 2014 the Government of Ukraine requested technical assistance and financial support from the international community to assess priority recovery needs. In late 2014, the United Nations (UN), the World Bank (WB), and the European Union (EU) conducted a Recovery and Peacebuilding Assessment, which was endorsed by the Cabinet of Ministers in mid-2015.

The United Nations Development Programme (UNDP) has been active and present in eastern Ukraine for the past decade, before the conflict, with a focus on community development, civil society development, and environmental protection. Work on addressing the specific conflict-related development challenges discussed above built on this earlier engagement, established partnerships, and started in 2015 through the Recovery and Peacebuilding Programme (RPP). The RPP is a multi-donor funded framework programme formulated and led by the UNDP in collaboration with the Government of Ukraine and in cooperation with a number of partnering UN agencies (UN Women, FAO, UNFPA).

The RPP was designed to respond to and mitigate the causes and effects of the conflict. It is based on findings of the Recovery and Peacebuilding Assessment (RPA) and is aligned to the State Target Programme for Recovery as well as to the two oblast development strategies up to 2020. It takes into account the opportunities that have arisen from the Minsk Protocol of September 2014 and the renewal of its cease-fire provisions (the latest cease-fire having been agreed in March 2018) and is also fully adjusted to the humanitarian-development nexus. It is an integral component of the UNDP Country Programme. It is fully aligned with the United Nations Partnership Framework (UNPF). It is closely interlinked with the Democratic Governance and Reform Programme, operating nationally and in all of Ukraine’s regions.

The Programme’s interventions are grouped under the following key Programme components, which reflect the region’s priority needs:

Component 1: Economic Recovery and Restoration of Critical Infrastructure

Component 2: Local Governance and Decentralisation Reform

Component 3: Community Security and Social Cohesion.

The Programme is pooling funds employing a multi-sectoral programme-based approach and is implementing using an area-based methodology and unifying interventions framework for 12 projects funded by 12 international partners.

In October 2018, four UN agencies (UNDP, UN Women, FAO, and the UNFPA) had countersigned a new joint project document, funded by the EU. The overall objective of the project is to restore effective governance and promote reconciliation in the crisis-affected communities of Donetsk and Luhansk oblasts of Ukraine, thereby enhancing the credibility and legitimacy of local governments in the government-controlled areas (GCAs) of the oblasts. It will contribute to peacebuilding and prevent further escalation of conflict in Ukraine through effective and accountable decentralisation, gender-responsive recovery planning, and equal access to services, as well as enhanced community security and social cohesion.

This endeavor will be achieved through the pursuit of the following specific objectives

1. To enhance local capacity for gender-responsive decentralisation and administrative reforms to improve governance, local development, and the delivery of services.

2. To stimulate employment and economic growth by assisting in Micro, Small, and Medium Enterprise (MSME) development through demand-driven business development services and professional skills training.

3. To enhance social cohesion and reconciliation through the promotion of civic initiatives.

4. To support sector reforms and structural adjustments in health, education and critical public infrastructure to mitigate the direct impacts of the conflict.

The main goal of Objective 1 is to enhance local capacity for gender-responsive decentralisation and administrative reforms to improve governance, local development, and the delivery of services. Activities are aimed at achieving nationwide decentralisation reform processes, improving access to quality administrative and social services, and enhancing local self-governance capacity for participatory strategic planning and transparent implementation.

In the context of decentralisation reform, and delegating most powers to the primary level, the approaches to strategy development and project management in amalgamated territorial communities need to be modernized and more focused on sustainable development and the creation of a favorable social-economic environment, which includes building successful partnerships between local authorities, businesses, and the civil sector. Currently, the improved legal framework provides new opportunities for a wide application of project-based approaches in newly created/potential amalgamated communities.

The role of the UN RPP component for local governance and decentralisation reform is to facilitate the institutionalization of the mechanism that integrates and coordinates the processes of project-based management of community development that will ensure the gradual readiness of local governments to run the project-based interventions, stemming from respective community priorities.

As an effective mechanism, it is planned to apply the a Model for project-based management for community development in Donetsk oblast, here and after (Model).

MAIN OBJECTIVES OF THE ASSIGNMENT

UNDP is considering concluding a contract with an expert on the elaboration of a Model for project-based management for community development, here and after (Consultant) to elaborate the Model for a number of communities in Donetsk oblast.

The expected outcomes of the Consultant’s work are as follows:

1. Analysis is conducted according to the methodology developed among the communities-Programme partners* in Donetsk oblast to highlight those, that have demonstrated a higher level of project maturity for local governments
2. Model is elaborated on the base of selected communities, supported by relevant documents and methodological recommendations for further implementation and dissemination

* Programme target communities (ATCs and prospective ATCs) in Donetsk oblast:

• Soledar, Siversk, Volnovakha, Mariinka, Kurakhove, Krasnohorivka, Toretsk, Druzhkivka, Dobropillya, Bakhmut, Vuhledar (city councils), Verknyotoretske, Zvanivka, Khlibodarivka, Pervomaiske, Ocheretyne (settlement councils)

Duties and Responsibilities

SCOPE OF WORK

Under the direct supervision of the Territorial Amalgamation Specialist  the Consultant is expected to perform according to the framework below and be responsible for the following key tasks:

1. Develop the detailed work plan which includes timeframe and a set of indicators reflecting the linkages and sequence of key activities (actions), that will lead to the implementation of the objectives of the assignment. To agree the plan with the UN RPP.
2. Prepare an overview of successful Models’ cases, existing in Ukraine and EU countries. (up to 30 pages A4, Calibri 11 type size).
3. Develop the methodology for the selection of pilot communities in Donetsk oblast for the participation in the elaboration of the  Model. The mechanism should include: (i) conducting an assessment of readiness to apply project-based approaches among communities-UN RPP partners in Donetsk oblast, with ratings and recommendations of 5 communities with the highest level of readiness for the implementation of the Model; (ii) elaborating criteria, indicators, questionnaire based on socio-economic, organizational, financial potential to implement the Model)  to conduct the competition among the  5 communities in Donetsk oblast to select 2 pilot and 1 reserve community. The mechanism should be agreed with the UN RPP.
4. Based on the methodology to conduct the assessment of the communities-UN RPP partners in Donetsk oblast and define 5 that have demonstrated a higher level of preparedness. The list of communities should be agreed with the UN RPP.
5. Prepare and hold 3-hours introductory meetings in Donetsk oblast  (online format must be considered in case of coronavirus quarantine extension) with the heads/deputy heads of village/city councils, heads/specialists of the related departments of 5 selected communities (up to 20 people) to present the UN RPP pilot program of Model elaboration and to announce the competition for the participation in the UN RPP  pilot program.
6. Analyze the results of the competition and to prepare the report, that should include the explanation of the selection approach, the indicators used, the rating of the communities, and the recommendations concerning 2 selected and 1 reserve pilot communities (up to 20 pages A4, Calibri 11 type size). The report should be approved by the UN RPP.
7. Conduct the meeting/online meeting for the representatives of local governments of two selected communities to announce the results of the competition and to facilitate the implementation of the activities: organizational committee should be created in each community (consisting of head/vice-head, chief/specialist of the relevant departments). Meeting minutes should be prepared by the Consultant and provided to the UN RPP.
8. Jointly with the members of the organizational committee of the selected communities to examine the human, financial, organizational resources to be taken into account to prepare a draft of the Model and the creation of the Project Office as the key instrument of the Model.
9. Hold an educational workshop in each pilot community (2 in total) for stakeholders (up to 30 participants: representatives of local self-government bodies, NGOs, budget structures, business, etc.) to present Ukrainian and European successful practices of Model implementation applicable to this specific community.
10. Hold a roundtable in each pilot community (2 in total) with the outputs and decisions reflected in the protocol. The decision should include the Model concept, the Project Office creation, and the action plan for further necessary steps.
11. Structure of the Model should be prepared by the Consultant and agreed with the UN RPP with at least the following chapters:

• the successful existing Models’ cases;
• the analysis of the project maturity level of the community;
• the methodology of the creation of the Project Office as the key instrument of a Model for project-based management for community development (legal form of organization (with the annexes of supporting documents); organizational structure of the Project Office; related planning for the creation and maintenance of the Project Office);
• the draft of Year 1 Workplan with indicators for measuring the efficiency;
• the draft of Years 2-3 Workplan ensuring the development of the Model and its sustainability.

1. Prepare the supporting documents for each pilot community to legalize the Model:

 - the draft of local self-government body decision;

- the regulations for the model functioning;

 - job descriptions if needed, or recommendations for changes to be made to existing job descriptions;

 - the draft of Year 1 Workplan supplied with indicators for measuring the efficiency of Model implementation;

 - the draft of Years 2-3 Workplan draft ensuring the sustainability of the Model development process;

 - basic policies and rules of the Model, functioning in the community, including the indicators for measuring the efficiency of implementation;

 - recommendations/guidelines for Model functioning/ project office running and maintenance.

1. To prepare and agree with the UN RPP the related guidance on the implementation of the Model for publishing (up to 80 pages A4, Calibri 11 type size).
2. To prepare and conduct the presentation of the Model elaborated at the community level. The presentation should be prepared in PowerPoint (in Ukrainian, up to 20 slides) and cover all the chapters of the Model.
3. Provide organizational and methodological support for local governments of pilot communities in the process of the Model legalization and its implementation with the financial support of UN RPP.

!!! The costs of the events that are mentioned in the scope of work (2 workshops, 2 round tables, 1 meeting) should be included in the Consultant’s Contract !!!

The Consultant is responsible to ensure that reference to UNDP and the European Union are included in all the products created under the Contract. UNDP will provide minimum visibility requirements for this Contract.

DELIVERABLES

Given the above, the Consultant’s responsibilities will be to provide the following deliverables in 22-23 weeks:

Deliverable 1 (preparatory period 4 weeks) includes:

• The detailed work plan with a timeframe and a set of indicators developed and agreed with the UN RPP.
• An overview of successful Models’ cases prepared (up to 30 pages A4, Calibri 11 type size).
• The methodology for the selection of pilot communities in Donetsk oblast for the participation in the elaboration of the Model is developed and agreed with the UN RPP.
• The assessment of the communities-UN RPP partners in Donetsk oblast conducted and 5 communities defined. The list is agreed with the UN RPP.
• An introductory meeting is held for 5 selected communities and the competition is announced for the participation in the UN RPP pilot program.
• The results of the competition analyzed and the report prepared with the rating and the list of 2 selected and 1 reserve  communities (up to 20 pages A4, Calibri 11 type size). The report is approved by the UN RPP.

Estimated duration to complete: by the end of 4th week since contract commencement.

Deliverable 2 (10 weeks) includes:

• The meeting for the representatives of local governments of two selected communities conducted, the results of the competition announced, and the organizational committees created in each community (consisting of head/vice-head, chief/specialist of the relevant departments). Meeting minutes prepared and provided to the UN RPP.
• An examination of the human, financial, organizational resources of the pilot communities done, the draft of Model Structure and the Project office creation mechanism worked out and agreed with the UN RPP.
• An educational workshop in each pilot community (2 in total) for stakeholders held.
• A roundtable in each pilot community (2 in total) held with the outputs and decisions reflected in the protocol. The decision is taken about the Model concept, the Project Office creation, and the action plan for further necessary steps.
• The Structure of the Model is prepared and agreed with the UN RPP.

Estimated duration to complete: by the end of the 14th week since contract commencement.

Deliverable 3 (6 weeks) includes:

• The supporting documents prepared for each pilot community to legalize the Model.
• Organizational and methodological support provided for local governments of pilot communities in the process of the Model legalization and its implementation with the financial support of the UN RPP.

Estimated duration to complete: by the end of 20th week since contract commencement

Deliverable 4 (2 weeks) includes:

• The related guidance on the implementation of the Model prepared and approved by the UN RPP for publishing (up to 80 pages A4, Calibri 11 type size)
• The presentation of the Model is prepared and presented at the community level.

Estimated duration to complete: by the end of 22nd week since contract commencement

The activity descriptive report for each period is expected to be done and agreed with the UNDP. The report should include a clear description of task performance indicators, meetings participants’ registration lists, photos, copies of publications in the media, and the Internet.

MONITORING/REPORTING requirements

The Consultant will work under the overall guidance of the Programme Coordinator and direct supervision of the UNDP Territorial Amalgamation Specialist. The Consultant will directly report to the UNDP Territorial Amalgamation Specialist weekly, mostly through meetings.

The Consultant will regularly participate in project meetings (in person or via Skype) and will share his/her work progress. Moreover, the Consultant must provide one inception report, two Interim Reports, and 1 Final Report, by the terms covered in this ToR. Interim Reports should include work progress, as well as issues to be addressed, while the Final Report should include achievements, lessons learned, and recommendations for further actions.

All reports and studies for UNDP shall be transmitted electronically (Formats of: *docx, *xlsx, *pptx,
*pdf) on the electronic source or in the form of electronic communication. The studies/research/reports should be written in Ukrainian.

PROPOSED PAYMENT SCHEDULE

UNDP will pay the negotiated amount in four tranches according to the following payment schedule:

• the first payment upon submission and approval of the Inception Report and completion of Deliverable 1 (20%);
• the second payment upon submission and approval of the 1st Interim Report and completion of Deliverable 2 (20%);
• the third payment upon submission and approval of the 2nd Interim Report and completion of Deliverable 3 (30%);
• the fourth payment upon completion and submission of Deliverable 4 and approval of the Final Report and (30%);

The payments will be processed upon full completion and acceptance of contractual obligations, whereupon the Programme Coordinator signs the certification of acceptance.

Competencies

Ethics & Values:

• Demonstrating and promoting the highest standard of integrity, impartiality, fairness, and incorruptibility in all matters affecting his/her work and status.

Organizational Awareness:

• Ability to lead formulation, design, oversight of implementation, monitoring and evaluation of development projects;
• Ability to lead Project-Oriented Development Management Model creation process, change processes, reporting;
• Developing and empowering people/coaching and mentoring;
• Self-development, initiative-taking.

Working in Teams:

• Acting as a team player and facilitating teamwork;

Communicating Information and Ideas:

• Facilitating and encouraging open and effective communication with the team;
• Delivering verbal/written information in a timely, clear, organized and easy-to-understand manner;
• Informed and transparent decision-making;
• Accepting responsibility and accountability for the quality of the outcome of his/her decisions.

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Treats all people fairly.

Required Skills and Experience

MINIMUM QUALIFICATIONS AND EXPERIENCE:

• Master’s Degree/Specialist in Management, Law, Social, or other related fields.
• At least 5 years of proven experience in the field of consulting, project design, and project management.
• At least 5 years of proven experience in conducting analysis and preparing analytical reports, developing regulatory and legislative documents, elaborating manuals/guides/models (at least 3 examples of analytical reports/developed regulatory documents/elaborated manuals should be provided).
• At least 5 years of experience working in or with government structures, civil society organizations, or international organizations in the field of project-based management.
• Fluency in Ukrainian/Russian

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Applicants shall submit the following documents:

FINANCIAL PROPOSAL

 Lump-sum contract

The financial proposal shall specify a total lump sum amount and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based on output, i.e. upon delivery of the services specified in the TOR. To assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, organization of events and number of anticipated working days).

The Consultant will be responsible for all personal administrative expenses associated with the undertaking of this assignment, including office accommodations, printing, stationery, telephone, and electronic communications, and report copies incurred in this assignment.

Travel costs

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the Consultant wish to travel in a higher class, he/she should do so using their resources. In the case of unforeseeable travel, payment of travel costs including tickets, lodging, and terminal expenses should be agreed upon between the respective business unit and Individual Consultant before travel and will be reimbursed.

10. EVALUATION OF Applicants

• Master’s Degree/Specialist in Management, Law, Social, or other related fields – 10 points max: Master’s/Specialist degree – 7 points, Ph.D.– 10 points;
• At least 5 years of proven experience in the field of consulting, project design, and project management– 20 points max: 5 years – 10 points, 6-7 years – 15 points, over 7 years – 20 points;
• At least 5 years of proven experience in conducting analysis and preparing analytical reports, developing regulatory and legislative documents, elaborating manuals/guides/models (at least 3 examples of works: analytical reports/developed regulatory documents/elaborated manuals should be provided)  – 15 points max: 3 works  – 8 points, 4-5 works – 10 points, over 5 works – 15 points;
• At least 5 years of proven experience in working in or with government structures- 10 points max: 5 years - 6 points, 6-7 years – 8 points, over 7 years – 10 points;
• At least 5 years of proven experience in working with civil society organizations, or international organizations in the field of project-based management– 10 points max:  5 years - 6 points, 6-7years – 8 points, over 7 years – 10 points;

• Fluency in Ukrainian/Russian– 5 points.

EVALUATION METHOD:

Cumulative analysis

Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the cumulative 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%

Only candidates obtaining a minimum of 70% from the maximum available technical score (49 points) will be considered for the Financial Evaluation.

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.

LINK: https://www.dropbox.com/sh/297e72t7i3v2969/AADDRyUo2uoNrYjuD8NLmdl0a?dl=0