Background

In 2016, a special committee led by Ministry of Economic Affairs (MEA) (then known as Economic Planning Unit (EPU)), formulated a B40 Action Plan to address the issues of increasing cost of living through a bottom-up consultative process with B40 communities themselves.

Since then, the findings from the consultation with the B40 communities were used to validate as well as to inform the study of B40 challenges, which has been completed with recommendations. Among others, the study pointed out a few key findings.

• To make services and B40 programmes very effective and impactful is very challenging due to the fact that urban poverty is by nature, multidimensional and heterogeneous.
• Cooperation and collaboration between government agencies is difficult as each work within their mandate to resolve multidimensional problems in silos. Each agency maintains its own database of target groups corresponding to its own services and programmes. The absence of data sharing policies and provisions in government has hindered efforts to consolidate personal data.
• Monitoring and evaluation of cross-agency and ministerial coordination of B40 programmes is not currently a common practice. This hinders deeper outcome-based analysis that can give feedback on gaps or inefficiencies such as, duplications, insufficient assessment, and inconsistent indicators and standards.

One of the key recommendations from the B40 study report was the need to enhance service delivery touchpoint experiences and effectiveness through the citizen journey approach. The citizen journey approach requires governments to understand the end-to-end journey of citizens with its services - how, when and why citizens use or need a service.

Taking this lead, MEA and UNDP will be piloting the citizen’s journey approach as a means to improve citizen’s experience and access to government service delivery. Leading up to the pilot implementation, the scope of the project first needs to be determined through consultations with relevant ministries and agencies, as well as with the B40 themselves, where discussions will be themed around service delivery. Rapporteurs are required at the consultations to ensure inputs and deeper conversations from the consultations are captured in a meaningful way towards the scoping of the pilot.

Guidance for all consultations:

• The focus of these consultations will be 2 – 3 pre-selected locations where the pilot will be implemented.
• The consultations should seek to engage both urban and rural B40 communities as well as government frontline staff.
• The main output from these consultations will be a report capturing the processes of service delivery and experiences of government frontline staff as well as of B40 communities in trying to access programmes and services.
• The outcome of the consultations should be used as main resource and input for scoping the design of the pilot and implementation.
• Where required, additional consultations may be required at different locations or with different communities, subject to project scoping outcome.
• Separate engagements should be organised, where relevant, with a broader range of stakeholders (i.e. NGOs / civil society organisations, research institutes, etc) to discuss, consider and reflect the challenges and opportunities in service delivery to B40.
• Each consultation should also seek to determine B40 challenges from a multidimensional perspective e.g. gender, human rights, youth, and inequalities, where relevant.
• Key messages and lessons learned should be documented and delivered with a robust dissemination strategy to inform the government’s planning process for B40 households.

Duties and Responsibilities

The responsibilities of rapporteurs at each consultation will entail the following:

1. Be attentive to take note of the conversations and nuances of the discussion that takes place at each consultation. Each rapporteur may be assigned to separate focus groups; and
2. Collate and record all the inputs from the consultations into a reporting template which will be provided by the project coordinator.

All rapporteurs are expected to attend project team meetings whenever required for the duration of the consultation, usually before the start and after the consultations.

Rapporteurs are also expected to be good team players.

Timelines and Deliverables:

*Subject to change

Note: Additional consultations may be required at other locations.

Schedule & Terms of Payment:

Lump sum payment will be made after submission and approval of rapporteur reports of each consultation session, based on the number days of consultations attended, certified by UNDP.

Note: Expenses of all additional consultations organised, will similarly be covered by UNDP.

Competencies

• Ability to produce high quality inputs and outputs and in a timely manner;
• Excellent team player, with ability to work independently;
• Excellent command of English and Malay;
• Sound analytical and reporting skills; and
• Excellent writing and communication skills.
• Working knowledge in B40 issues or other socio-economic aspects is an advantage.

Required Skills and Experience

• Diploma in Media and Communication, English, Social Sciences, or related discipline. 

Experience:

• Minimum 3 years' assignments or facilitation providing rapporteur services for Board Meetings, Conferences, workshops, retreats, etc.
• Minimum 1 year assignment working with UN Agencies or International Organizations conducting similiar assignments. 

How to Apply:

• Kindly download the Letter of Confirmation of interest and availability, Financial Proposal Template, P11 form and General Terms & Conditions mentioned below;
• Read and agree to the General Terms & Conditions;
• Click the ‘apply’icon and complete what is required;
• Proposal submission:

  Based on the scope of work outlined in Section 2, the strategic partner is expected to submit a proposal consisting of the following:

  • Letter of acceptance as a strategic partner;
  • Methodology and timeline for delivering the scope of work;
  • CV/profile of the team (research supervisors and research assistants);
  • Detailed financial proposal.
    • Financial Proposal should specify a daily professional fee amount.
    • The financial template follows:

• Scan all documents into 1 pdf folder and then upload;
• For clarification question, please email to procurement.my@undp.org. The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC_2019_009" as the subject matter.

Forms and General terms & conditions to be downloaded:

• The UN Personal History Form (P11) is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc?download
• Letter of Confirmation of Interest and Availability at: http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Letter%20of%20Interest%20_Annex%201.docx?download
• The Financial Proposal Template at:  http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Financial%20Proposal%20Template.doc?download
• The General Terms & Conditions for Individual contract is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/General%20Conditions%20of%20Contract%20for%20IC.pdf?download
• The General Terms & Conditions for Reimbursement Loan Agreement is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Reimbursable%20Loan%20Agreement%20_%20Terms%20&%20Conditions.pdf?download 

Important Note:

• This Consultancy position is only accepted online. Email submission is not valid;
• Applicant must READ and ACCEPT the General Terms and Conditions;
• The system DOES NOT accept multiple document upload. Please scan all the documents and save into one (1) PDF file and upload.

Handling of Data, Information and Documents:

• All data, information and documents obtained under this assignment is the property of the UNDP Malaysia and IRDA, and be treated as strictly confidential.
• No such information shall be used and cited by the consultant / company for any other purpose other than for the preparation of the video/photos for the regional forum.
• All soft and hard copies of the data, information and documents must be returned to the UNDP Malaysia and IRDA upon completion of this assignment.

Evaluation Criteria:

Individual consultants will be evaluated based on the following methodologies:

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.

1. Technical Criteria weight; 70% 
   • Qualification and years of relevant work experience (50%)
   • Sample work (50%);
   • Competencies  (20%).
2. Financial Criteria weight; 30%

Only candidates meeting the pre-determined minimum points would be considered for the Financial Evaluation.