Background

Purpose

To coordinate and provide local level support in the process of mapping of targeted micro location, preparing methodological guidelines for establishment, developing technical specification for data acquisition and measuring devices, and developing system specifications for the data acquisition, distribution and early warning software at the second order water sources in Drina River Basin.

Objective

To support the implementation of the Mapping of confluences of second-order water streams on selected micro-location in Drina River Basin, Project.

Background Information

The floods represent one of the most prominent risks in Serbia and the examples of adverse events in the period 2014-2020 show floods simultaneously hit at least three LSGs (Local Self Governments) and affecting large part of the populated areas, with imminent exposure risks of landslides and erosions. As the Second Report of the Republic of Serbia to the UN Framework Convention points out, the disaster risk level recorded in 2014 will be increased by 7% in the next 30 years, increasing damages on critical infrastructure and related influence on human lives and health, and the overall economic activity and stability.

The Drina River Basin covers a territory of 20,320 km² shared by the Republic of Serbia, Bosnia and Herzegovina and the Republic of Montenegro, while 1% of the territory belongs to the Republic of Albania. The Serbian share of the Drina River Basin covers the territory of 11 local administrations. Inhabited with approximately 300,000 people.

Drina River Basin Cooperation municipalities are highly exposed to torrential floods of second-order water streams which are under the jurisdiction of local governments. According to Risk Assessment Documents 10 out of 11 participating municipalities are in a high risk of flash floods. Furthermore, the 5 out 11 participating municipalities (Bogatic, Loznica, Krupanj, Mali Zvornik and Ljubovija) are particularly exposed and vulnerable to the torrential floods. Since 2010, an Emergency Situation in Drina River basin caused by the second order torrential floods was declared 6 times.

Since 2010, damages in Drina River Basin caused by floods and reciprocal landslides have exceeded USD 82 million (excluding loses). More than 70% of the previously mentioned damages were caused by the second order flash floods. The real damage are much higher than recorded due to (i) lack of relevant information pertaining to second order water streams; (ii) protocols associated with the declaration of an untoward emergent event; and (iii) application of the outdated damage assessment methodology. Moreover, flash floods affect the most vulnerable locations at least twice a year (every spring and autumn). However, these damages are not being recorded unless emergency situation is declared by local authorities.

Flood prevention and early warning system is based on the data acquired from 11 measuring stations placed on the first order water streams maintained and monitored by Public Water Management Company ‘Srbijavode’. However, when it comes to the locally managed waters municipal administrations do not possess accurate records of rivers and water streams in their respective territory. Therefore, the first step in establishing an early warning system would include spatial, plant cover, soil composition, and urban infrastructure mapping on targeted locations. Collected information coupled with data of identified water streams, their length, tributaries, attributable water capacities and susceptibility of the terrain will provide accurate information on exact location for instalment of measuring stations and optimal number of devices.

Secondly, the second order water streams are not covered with data acquisition devices nor measuring stations leaving local administration no possibility to monitor, predict or timely implement preventive measures in affected locations. Therefore, there is a dire need for placement of three types of measuring stations for collecting data on rainfall quantity, soil humidity and water level. Synthesis of acquired data shall enable predicting the appearance of torrential floods in designated micro-locations.

Third, for the purpose of data analysis there is a need for development of data collection, early warning and data exchange system at the local administration level with the prospect for integration along and between the river basins and with the national early warning system.

To support local authorities of the Drina River Basin in addressing above mention challenges, Disaster Risk Reduction & Recovery for Building Resilience, Crisis Bureau – UNDP extended the undertaking procurement action to UNDP Serbia for Mapping of confluences of second-order water streams on selected micro-location in Drina River Basin, Republic of Serbia.

UNDP shall engage consultants for mapping the targeted micro location, preparing guidelines for establishment of early warning systems at the second order water sources, developing technical specification for data acquisition and measuring devices, and developing system specifications for the data acquisition, distribution and early warning software, as well as a consultant to coordinate and monitor the entire process.

Duties and Responsibilities

UNDP is now looking for a consultant for coordinating and providing local level support to mapping of targeted micro location, preparing methodological guidelines for establishment, developing technical specification for data acquisition and measuring devices, and developing system specifications for the data acquisition, distribution and early warning software at the second order water sources in Drina River Basin.

Scope of work

More specifically, under the direct supervision of UNDP Portfolio Analyst (Manager), and in close cooperation with consultants for mapping the targeted micro location, preparing guidelines for establishment of early warning systems at the second order water sources, developing technical specification for data acquisition and measuring devices, and developing system specifications for the data acquisition, distribution and early warning software, the Consultant shall:

1. Collect, organise and provide local level data from local archives, topographic maps, cadastral extracts, and available data on floods and flooding zones from the records of local authorities and of the Public Water Management Company (PWMC) “Srbijavode” to consultants for mapping of targeted micro location and developing methodological guidelines for establishment of early warning system in Drina River Basin.
2. Liaise with the local communities to achieve effective implementation and administration of the process of mapping the targeted micro locations, preparing methodological guidelines for establishment, developing technical specification for data acquisition and measuring devices, and developing system specifications for the data acquisition, distribution and early warning software at the second order water sources in Drina River Basin, by providing:
   • Report on Emergency HQ responses in disasters;
   • Recorded damage assessments and requests for relief support for households and public infrastructure;
   • Local authorities historical flash flood disaster data;
   • Local urban development impact on the study area. The study area shall be defined in the Report on DRB Local Parameters from the Consultant for Mapping Micro-locations for Early Warning System in the Drina River Basin, and will include at least one suitable local community with highest probability for flash floods (high and very high susceptibility level) for conducting analyses of terrain and mapping of micro-locations for early warning system (EWS) on confluences of second-order water streams;
   • Preconditions for data acquisition on second-order water streams;
   • Cadastral extracts for the study area;
   • Network and grid accessibility in the identified study area; and
   • Guidelines for design of software interface, analytics and reporting functions, and envisaged operations of the early warning system as a whole.
3. Establishes and facilitates regular communication, in close collaboration with UNDP, between consultants and local level authorities in obtaining inputs and comments, and agreeing on the design and functionalities of the Early Warning System.
4. Support experts in field work in leading the cooperation with local communities to ensure collection of relevant data and documents for terrain analysis, development of methodological guidelines, and defining hardware and software characteristics of measuring stations by:
   • Define field visit plan and purpose;
   • Assure availability of local level responsible parties and accessibility to the location(s) for the scheduled field visits;
   • At least 4 (four) field visits to the LSGs, local communities and selected locations of the study area conducted;
   • Summary of realized field visit(s) integrated in the Progress Report.
5. In close collaboration with UNDP, hold regular meetings with the engaged consultants to harmonise the activities and conducted analysis, and agree on further steps.
6. In close collaboration with UNDP, maintain interaction between consultants on:
   • terrain analysis tasks in defining the conditions for identification and selection of micro-location to be included in the study area;
   • developing inputs for improving the FFPI (Flash flood potential index) Methodology and guidelines for identification of micro-locations;
   • tasks of developing hardware and software technical specification for data collection and precise definition of LSG needs in the area of flash floods prevention.
7. Prepare two Progress Reports on the implemented activities submitted the end of each calendar month. Progress Reports shall include information for the previous period of implementation on, at least:
   • Process of collecting, organising and provide local level data from local archives, topographic maps, cadastral extracts, and available data on floods and flooding zones from the records of local authorities and of the Public Water Management Company (PWMC) “Srbijavode” to other consultants;
   • Process of provision of data from local communities on Emergency HQ responses, damage assessments and requests for relief support for households and public infrastructure, historical flash flood disaster data, urban development impact on the study area, preconditions for data acquisition on second-order water streams, cadastral extracts, network and grid accessibility in the identified study area, and guidelines for design of software interface, analytics and reporting functions, and envisaged operations of the early warning system as a whole;
   • Terrain analysis tasks and selection of micro-location to be included in the study area, developing inputs for improving the FFPI, and developing hardware and software technical specification; and
   • Additional information on project implementation for the previous period, achievement of envisaged results, as well as identified issue hampering smooth implementation and proposed mitigation measures.
8. Prepare and submit Final Report upon finalization of all activities which shall include all information on Consultant’s tasks implementation (as per Progress Report structure), and project results achieved (mapping of targeted micro location, preparing guidelines for establishment of early warning systems at the second order water sources, developing technical specification for data acquisition and measuring devices, and developing system specifications for the data acquisition, distribution and early warning software).

DELIVERABLES AND INDICATIVE TIMELINES

The following deliverables are required from the Consultant:

All the deliverables have to be prepared in the Serbian language and be quality reviewed, approved and accepted by UNDP Portfolio Analyst (Manager). All the comments have to be addressed in satisfactory manner and submit the deliverables to UNDP for final clearance.

Competencies

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Demonstrates integrity by modelling the UN's values and ethical standards;
• Promotes the vision, mission and strategic goals of UNDP;
• Capacity to work across the sectors;
• Ability to express ideas clearly;
• Ability to deliver when working under pressure and within changing circumstances;
• Approach to work with energy and a positive, constructive attitude.
• Ability to communicate technical knowledge and expertise in a policy environment, and “translate” technical requirements to business users and vice versa;
• Ability to successfully manage similar type of assignments proven trough the portfolio of previous work;

Required Skills and Experience

Education:

• BA in the fields of Law, Security Affairs or Political Sciences;
• MA degree would be considered an asset.

Experience

• 10 years of relevant professional experience in the disaster risk reduction and emergency management areas;
• Experience in developing local level disaster risk reduction and emergency management documentation;
• Sound knowledge of project management methodologies and software development cycle;
• Proficiency in using Microsoft Office Package.

Language skills

• Excellent knowledge of spoken and written English and Serbian is required.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.

Application Procedure:

Qualified and interested candidates are asked to submit their applications via UNDP Web site: UNDP in Serbia under section “Jobs” no later than 15th December 2022.

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: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/confirmation.docx. The Offeror’s Letter shall include a financial proposal specifying a total lump sum amount (USD) for the tasks specified in this announcement with a breakdown of costs (Offeror’s Letter, including Annex 2, Table A: Breakdown of costs & Table B: Breakdown of costs by deliverables).

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.

The shortlisted candidates may be asked to provide copies of diplomas and any other certificates providing evidence of their education and experience in relevant fields.

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.

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 instalments 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 as per deliverables indicated in Terms of Reference and should including travel cost to the venue.

 Travel

All envisaged travel costs must be included in the financial proposal. This includes all travel to envisaged field visits. At least four (4) travel days to study area in the Drina River Basin are envisaged under this consultancy. .

Evaluation

Additional Information:

• Individual Contract (IC) will be applicable for individual consultants applying in their own capacity.  If the applicant is employed by any legal entity, IC would be issued upon submission of Consent letter from the employer acknowledging the engagement with UNDP. Template of General Conditions on IC could be found on: Template of General Conditions on IC could be found on: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/General_Conditions_for_Individual_Contracts.pdf 
• 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: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/PSU_Individual%20Contract_Model%20Reimbursable%20Loan%20Agreement.docx

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.