Background

Purpose

The purpose of this consultancy is to provide support in the implementation of the SEESAC Project for the enhancement of security and safety of the “Duvanište” storage location of the Ministry of Interior of the Republic of Serbia. The consultant is expected to ensure that infrastructure upgrade, which will be executed under the project, is carried out in accordance with the project timeline and scope, design for works execution and UNDP contract for works. In this context, the expert is required to carry out the hereunder described duties, in accordance with the responsibilities delegated by UNDP SEESAC.

Objective

The upgrade of security and safety of the “Duvanište” storage location of the Ministry of Interior of the Republic of Serbia, in accordance with international standards and best practices will result in improved security of SALW and ammunition stockpiles in Serbia.

Background information

The South Eastern and Eastern Europe Clearinghouse for the Control of Small Arms and Light Weapons (SEESAC) is a joint initiative of the UNDP and the Regional Cooperation Council. As such, it is an integral part of UNDP’s work in the Europe and the Commonwealth of Independent States (ECIS) region and has, since 2002, worked primarily to strengthen the capacities of national and regional stakeholders to control and reduce the proliferation and misuse of small arms and light weapons, and thus contribute to enhanced stability, security and development in South Eastern and Eastern Europe. SEESAC also has a distinguished record working closely with national Ministries to mainstream gender equality and this aspect will remain central to the programme.

Going forward, SEESAC will maintain its long-standing work in South-Eastern Europe the small arms and light weapons and gender equality in security sector reform fields, under the framework of the RCC. The programme will continue and, where possible, scale up the innovative work it has pioneered in fostering confidence between rule of law providers within southeast Europe, as well as in the fields of innovation, security and technology. In addition, SEESAC will increasingly focus on sharing the capacity it has developed over the years through line ministries and UNDP offices in order to address community and other security needs beyond the sub-region and provide guidance on introducing gender equality into the security sector. 

SEESAC’s work directly contributes to the Outcome 3 of the UNDP Regional programme document for Europe and the Commonwealth of Independent States (2018-2021), namely to building resilience to shock and crisis by reducing the proliferation of small arms and light weapons. The project tailored and coherent approach to the issues at hand is aligned with UNDP Signature Solutions 2 - Governance for peaceful, just, and inclusive societies and 3 - Crisis prevention and increased Resilience. The project will also contribute to the respective targets of the Sustainable Development Goals 5 to achieve gender equality and empower all women and girls and 16 on promoting just, peaceful and inclusive societies; in particular indicator 16.4. on the reduction of illicit arms flows. Furthermore, the project will also contribute to the UN Program of Action, Firearms Protocol, International Tracing Instrument, and the EU Strategy to combat the illicit accumulation and trafficking of SALW and their ammunition. This project will also directly contribute to the implementation of the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of SALW and their ammunition in the Western Balkans. 

SEESAC Project for the enhancement of security and safety of the “Duvanište” storage location of the Ministry of Interior of the Republic of Serbia aims to further improve the security of weapons and ammunition storage in Serbia by providing specific technical and infrastructural assistance in line with international best practices and standards. The increase of security of stockpiles through the development of safe and secure conventional ammunition storage infrastructure will contribute to combating the illicit accumulation and trafficking of SALW and their ammunition, and the promotion of peace and security. This project will also contribute to enhanced community security, including armed violence reduction and small arms and light weapons (SALW) control by increasing security of stockpiles.

The importance of addressing these issues is supported with the data on firearm-related criminal offences provided by the MoI of the Republic of Serbia for the period 2012-2016 indicating that firearms are most frequently misused to commit robberies and homicides or cause general danger. 

Firearms are often misused within the context of domestic violence. Every third person murdered by a family member was killed with firearms. Also, the available data indicates that the fatality rate is higher in cases of intimate partner violence and domestic violence than in firearm-related incidents in general. The misuse of firearms in domestic violence has particularly adverse effects on the safety and wellbeing of women. Out of all women murdered from 2011-2015, 56% were killed by their intimate partner and in 43% cases firearms were the weapon of choice. Since SALW proliferation is highly gendered and men account for an overwhelming majority of both firearms owners, perpetrators and victims of armed violence, limiting the possibilities for SALW proliferation will also contribute to the reducing of armed violence among men.

With the overall goal to reduce the risk of proliferation through the enhancement of weapons and ammunition stockpile security and reducing surplus stocks of small arms and light weapons (SALW) and their ammunition in storage, the Department of State, Bureau of Political-Military Affairs, Office of Weapons Removal and Abatement (PMWRA), is supporting the UNDP SEESAC “Enhancement of Security and Safety at the Duvanište Storage Facility in Serbia” project.

In order to achieve its goals, the project will specifically address the enhancement of SALW control security measures in the storage location “Duvanište” near Smederevo in accordance with the international standards and best practices through: 

1. Security infrastructure improvements of the storage location which will be storing both formation SALW and related ammunition, as well as confiscated SALW;  
2. Basic inventory supplies for the location: bar code readers, a personal computer, a barcode printer, metal detectors, and wooden crates for SALW safekeeping; and 
3. Provide targeted proficient level PSSM training to the storage location managers, operators and other MoI practitioners. The training will also address the relevance of the gender perspective for effective SALW control.

The specific objectives of the cooperative agreement will be achieved by addressing the infrastructure needs of the “Duvanište” location through the preparation of the detailed designs of the necessary security and safety upgrades and immediate security infrastructure improvements, and subsequent execution of construction works and purchase of related weapons inventory supplies, monitored by SEESAC and a technical supervision company as required by valid construction legislation. The storage location managers and operators will be provided with a targeted proficient level PSSM training. 

The planned infrastructure upgrade of the “Duvanište” storage location will complement the interventions previously executed by SEESAC in MoI’s “Platicevo” and “Bošnjaci” Avala SALW storage locations and will render the whole MoI storage system comprehensive, long-term and sustainable.  

“Duvanište” is placed in the outskirts of the Smederevo city area. Smederevo is the administrative center of the Podunavlje District in eastern Serbia, situated on the right bank of the Danube River, about 45 kilometers southeast of Belgrade. It has an urban population of 64,105, while 108,209 people are living in its administrative area. “Duvanište” storage location is easily accessible from the main road. The facility has been built for the purpose of storing of weapons and ammunition by the Yugoslav Army in the fifties. It was later succeeded by the Serbian MoD. The transfer of ownership to the MoI was initiated and approved by the Government Decision in 2019. The storage location has a perimeter of approximately 3.2 hectares, with a guard house and ten above-ground storage facilities of medium-large and smaller size, mostly masonry buildings, while a couple of storages have prefabricated roof cover/entire construction from corrugated sheets. The terrain is flat and covered with outgrown vegetation. There is an internal road network made from concrete slabs which is damaged. The electricity and water connections are available near the entrance to the location. This location requires significant upgrades for all optimal PSSM requirements to be adequately addressed. 

From the security perspective, infrastructure improvements in this location should focus on the installation of a full perimeter security fence, access control for five medium-large storage facilities, one new security entrance gate, security doors with locks and access control and metal windows fitted with security bars for five storage facilities, major upgrade of the electrical installation, exterior lighting, and introducing a CCTV system at the location. With respect to safety, five larger storage facilities need major security and safety interventions, such as refurbishment through the reinforcement of floors, walls, and roofs, installation of new security doors and windows, followed by the installation of smoke alarms. Even though two sheet metal above-ground storages are also in obsolete conditions, they will not be part of the proposed intervention due to limited fund availability. Three small masonry storage units are in need of basic exterior refurbishment. In addition to the infrastructure improvements, the MoI requested the assistance in procurement of large wooden crates for the due storage of long barreled SALW, and proficient level PSSM training of key personnel. Furthermore, MoI expressed the need for alignment of the location’s inventory process with the updated inventory system piloted at the Platicevo location, and later expanded onto the “Bošnjaci” Avala, which will include the procurement of one portable computer, a barcode printer, three bar code readers, as well as three metal detectors indispensable in further raising the level of security.

Duties and Responsibilities

Within the scope of the project, UNDP SEESAC will engage a qualified individual to support the project management team in the execution of infrastructure upgrades at the “Duvanište” storage location. The individual undertaking this post will be responsible for the provision of expert support for technical evaluation of the procurements of works and supervision services, as well as regular monitoring of the construction site and quality control over the work of contractors for works and supervision services.  

General conditions of the Terms of Reference 

The infrastructure upgrade of the storage location Duvanište will follow the following international guidelines: Modular Small-arms-control Implementation Compendium (MOSAIC) and International Ammunition Technical Guidelines (IATG). Monitoring of the works shall establish incorporation of all necessary construction, finishing and installation works that will result in the facility that is ready for its intended use.

The Works Monitoring Engineer shall comply with UNDP visibility guidelines. Reporting to UNDP SEESAC shall remain the property of UNDP. None of the materials from the future Contract shall be used, published and/or distributed without the previous consent of UNDP.

Scope of work

The Works Monitoring Engineer will work under the overall supervision by the Head of SEESAC and SEESAC SALW Control Project Specialist and under the direct supervision by the SEESAC SALW Control Project Officer. The Works Monitoring Engineer shall exercise all reasonable care to protect the interests of UNDP SEESAC, to ensure the timely support, supervision and control of the infrastructure upgrades at the Duvanište storage location. 

The Works Monitoring Engineer is fully acquainted with and will perform his/her tasks in accordance with UNDP’s procurement rules and procedures. As per the context described earlier, the Engineer’s responsibilities will include the following tasks: 

Implementation of infrastructure works

Works tendering

Participate and provide all necessary assistance during the works tender evaluation process, inclusive of necessary UNDP internal review process and submission (Procurement Review Committees RACP), until awarding of the successful bidder for the infrastructure works.

Selection of supervision company 

Participate and provide all necessary assistance during the tendering evaluation procedure, inclusive of necessary UNDP internal review process and submission (CAP), until awarding of the successful bidder as supervision company. 

Works implementation and monitoring

A specialized supervision company will be contracted as the primary supervisory body for the supervision of the works progress in accordance with the specifications contained in each works contract, while the Works Monitoring Engineer will provide independent quality assurance by communicating at appropriate occurrences with the works contractor, the supervision company and the direct local beneficiaries. In this context, the Works Monitoring Engineer shall:

• Undertake regular independent on-site observations/inspections of the work in progress to determine if the work is proceeding in accordance with the works contract schedule, and that completed work conforms to the contract drawings, specifications and BoQs.
• Inform through the supervision company the works contractor when work is to be corrected or rejected or to be uncovered for observation, or special testing, inspection or approval.
• Provide advice to UNDP SEESAC on all matters concerning claims from the works contractor and/or the supervision company and make recommendations thereon. 
• Consider and evaluate requests for changes requested by the contractor, through the supervision company, with such request submitted to the latter and considered relevant for escalating the change request to the Works Monitoring Engineer. 
• Report such requests to UNDP SEESAC and provide recommendations to UNDP SEESAC for approval when changes affect cost. Such changes shall be effected by written Work Orders issued by the Works Monitoring Engineer solely after obtaining written UNDP SEESAC approval to such changes. For changes which do not affect cost or quality, approval may be granted on-site and recorded in the monthly progress reports. 
• Review and certify applications for payment made by the works contractor and certified by the supervision company, ensuring that each application details the actual quantities and value of work completed to date compared with the total billed quantity and unit rate for each item in accordance with the Conditions of Contract. 
• In case of positive outcome of such review, recommend to UNDP SEESAC to process payment and request payment approval.

Works Handover

• Inspect the works in the presence of representatives of beneficiaries, works contractor and supervision company prior to the handing over of any section of works;
• Prepare a final list of items to be completed, or replaced together with a time schedule for the remedying of the same;
• Supported by the supervision company, the Works Monitoring Engineer will inspect and report on the completed works prior to the final handing over the completed works;
• Prior to the commencement of the Defects Liability Period, ensure that the supervision company issues written confirmation (supervision report) that the works have been completed in accordance with the requirements of the contract, plans and specifications, and issue a technical handover of works document to be endorsed by UNDP SEESAC.

Other duties

Liaison

• To guarantee a timely implementation of the works and efficient use of financial resources, the Works Monitoring Engineer shall maintain his/her well-organized presence on the site;
• The Works Monitoring Engineer shall arrange a schedule of onsite progress meetings, site inspections and other means of liaison with the locally hired contractors and notify those expected to attend. In arranging these, he/she is expected to maintain and circulate minutes thereof; 
• Accompany representatives of UNDP SEESAC engaged in the project and record the outcome of these site inspections and report as appropriate.

Record

• Maintain orderly files for correspondence, reports of onsite meetings, product and material submissions, reproductions of original construction contract documents including all addenda, variation orders, site instructions, information and drawings issued subsequent to the start of works contract, as well as Works Monitoring Engineer’s clarifications and interpretations of the contract documents, progress reports and other related documents;
• Keep a logbook, recording data relative to questions of extras or deductions, list of visiting officials, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; and
• Maintain a set of drawings (“as-built” drawings to be prepared by the works contractor) recording all details of the work as actually executed. Upon works completion and handover, the designs will be officially transferred from UNDP SEESAC to the Ministry of Interior for permanent possession.
• Any documents prepared by the Works Monitoring Engineer shall become and remain property of UNDP SEESAC and the Works Monitoring Engineer shall deliver all such documents to the UNDP SEESAC together with an inventory thereof.

Reporting

The Works Monitoring Engineer shall prepare and submit the following reports for UNDP SEESAC:

Weekly Brief – The brief shall include:

• An overview of progress of all ongoing contracts.
• Brief description of actual versus planned progress with an updated estimation of time and costs necessary to complete the tasks.
• A summary of eventual problems encountered, and solution measures taken or to be taken.
• Comments on the quality of work and performance. 
• Data regarding the current financial status of the contract including appraisal of actual versus estimated quantities and unit prices as amended. 
• Assessment of the impact of accumulated delays, if any, in the execution of works.
• Projected date for compliance with quality standards if this has not already been achieved. 
• Evaluation of eventual contractor-proposed plan for corrective measures to be implemented to increase the rate of progress and meet the required targets. 
• Description of eventual additional work to be submitted for review and acceptance by UNDP SEESAC, and Work Orders to be issued to the Contractor, detailing dates of notification and subsequent actions and the time and cost effects as assessed.
• Final Brief following completion of the works, the Works Monitoring Engineer shall prepare a final brief which shall highlight all major points of interest that arose during the implementation, the chronology of actions, problems encountered and solutions employed; changes made in design and specifications and the reasons therefore; a breakdown of the final costs item by item, etc. The completed as-built drawings shall form an integral part of the Final Report.
• Electronic copy of briefs shall be submitted to UNDP SEESAC within seven days after the end of each reporting period.

The following deliverables will be required from the Works Monitoring Engineer:

[1] All deliverables related to monitoring of the upgrade works are inclusive of consultant’s local travel costs to the project location.

The Works Monitoring Engineer will submit brief updates on achievement of deliverables, according to which the payments will be released. Briefs will be approved by UNDP SEESAC Project Manager in consultation with SALW Control Project Officer. Payments will be made upon acceptance of deliverables.  

Weekly briefs shall be made in English language and submitted in electronic copy. The handover of works document shall be made in English and Serbian language and submitted in electronic and hard copy, signed and sealed by all handover participants. 

Competencies

Core Competencies:

• Demonstrating/safeguarding ethics and integrity; 
• Demonstrate corporate knowledge and sound judgement; 
• Self-development, initiative-taking; 
• Act as a team player and facilitate teamwork; 
• Facilitating and encouraging open communication in the team, communicating effectively; 
• Creating synergies through self-control; 
• Managing conflict; 
• Learning and sharing knowledge and encourage the learning of others; 
• Informed and transparent decision-making.

Functional Competencies:

• Demonstrated ability to deal with and build collaboration among development stakeholders; 
• Demonstrated leadership abilities and organizational capacity; 
• Full computer literacy.

Required Skills and Experience

Education/Academic Qualification:

• University Degree in Construction, Electrical, Mechanical Engineering or other related discipline.

Work experience:

• At least 5 years of direct works monitoring experience in areas related to implementation of small and medium-scale infrastructure upgrade projects is required; 
• Experience with controlling of bidding documents, including works contract procedures and contract administration is requested; 
• Experience in working with a diverse team, engaging with contractors, and other project stakeholders.

The following specific experiences will be considered as a strong asset:

• Experience in working in the multilateral development context, UN system or other international organization. 
• Experience in the implementation of infrastructure activities with public authorities (Ministries of Interior and/or Defense) in the region.

Knowledge:

• Knowledge in the use of computers and office software packages and handling of web-based management systems.

Language requirement:

• Fluency in English and Serbian (BCMS[1]) is required.

[1] Bosnian-Croatian-Montenegrin-Serbian (BCMS).

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS. 

Qualified and interested candidates are asked to submit their applications via UNDP Web site: http://www.rs.undp.org/content/serbia/en/home.html UNDP in Serbia under section “Jobs” no later than 28th October 2020.

 Application should include: 

• CV in English language containing date of birth, contact information (home address, phone number, e-mail) and timeline of work experience (including description of duties).  
• Offeror’s Letter (only PDF format will be accepted) confirming Interest and availability for the Individual Contractor (IC) Assignment. Can be downloaded from the following link: http://www.undp.org.rs/download/ic/Confirmation.docx. The Offeror’s Letter shall include financial proposal specifying a total lump sum amount for the tasks specified in this announcement with a breakdown of costs. 

Any request for clarification must be sent by standard electronic communication to the e-mail vacancy.rs@undp.org. The procuring UNDP entity will respond by standard electronic mail and will send response, including an explanation of the query without identifying the source of inquiry, to all consultants.

In order to apply please merge above listed documents into a single PDF file. The system does not allow for more than one attachment to be uploaded.

Financial Proposal:

• Lump sum contracts

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 upon output, i.e. upon delivery of the services specified in the TOR.  In order 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, and number of anticipated working days).

• Travel

All envisaged local travel costs must be included in the financial proposal incorporated into the deliverable(s). The travel also includes any travel to join duty station.

Evaluation

Individual consultants will be evaluated based on the following methodologies:

1. Lowest price and technically compliant offer

When using this method, the award of a contract should be made to the individual consultant whose offer has been evaluated and determined as both:

a) responsive/compliant/acceptable, and

b) offering the lowest price/cost

“responsive/compliant/acceptable” can be defined as fully meeting the ToR provided. 

2. 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%

Only candidates obtaining a minimum of 49 point would be considered for the Financial Evaluation.

Additional Information:

• The successful applicant must be willing to undergo a security vetting by the MoI in order to obtain access to the project site. Contract will be signed only after obtaining security clearance.
• Individual Contract (IC) will be applicable for individual consultants applying in their own capacity.  
• Reimbursable Loan Agreement (RLA) will be applicable for applicants employed by any legal entity. Template of RLA with General Terms and Conditions could be found on: http://www.undp.org.rs/download/RLA%20with%20General%20Terms%20and%20Conditions.doc. 
• In the case of engagement of Civil servants under IC contract modality a no-objection letter should be provided by the Government entity. The ‘no-objection’ letter must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status (if applicable), and include any conditions and restrictions on granting such permission, if any. If the previous is not applicable ‘leave-without-pay’ confirmation should be submitted.

Engagement of Government Officials and Employees

• Government Officials or Employees are civil servants of UN Member States.  As such, if they will be engaged by UNDP under an IC which they will be signing in their individual capacity (i.e. engagement is not done through RLA signed by their Government employer), the following conditions must be met prior to the award of contract: 

(i)       A “No-objection” letter in respect of the individual is received from the Government employing him/her, and; 

(ii)     The individual must provide an official documentation from his/her employer formally certifying his or her status as being on “official leave without pay” for the duration of the IC. 

• The above requirements are also applicable to Government-owned and controlled enterprises and well as other semi/partially or fully owned Government entities, whether or not the Government ownership is of majority or minority status.   
• UNDP recognizes the possibility that there are situations when the Government entity employing the individual that UNDP wishes to engage is one that allows its employees to receive external short-term consultancy assignments (including but not limited to research institutions, state-owned colleges/universities, etc.), whereby a status of “on-leave-without-pay” is not required.  Under such circumstance, the individual entering into an IC with UNDP must still provide a “No-objection” letter from the Government employing him/her.  The “no objection” letter required under (i) above must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status, and include any conditions and restrictions on granting such permission, if any.  The said document may be obtained by, and put on record of, UNDP, in lieu of the document (ii) listed above.