ANNEX II: TERMS OF REFERENCE by d0gft8v5

VIEWS: 5 PAGES: 9

									                              SPECIFIC TERMS OF REFERENCE
                                                   Request 2010/234585
                                         FWC BENEFICIARIES 2009 - LOT 9:
    Training on 10th European Development Fund Financial & Contractual Procedures
                             Location – Kingston, Jamaica

1   BACKGROUND INFORMATION ..................................................................................... 2
    1.1      Beneficiary country ...................................................................................................... 2
    1.2      Contracting Authority ................................................................................................... 2
    1.3      Relevant country background ....................................................................................... 2
    1.4      Current state of affairs in the relevant sector ............................................................... 2
    1.5      Related programmes and other donor activities: .......................................................... 3
2   DESCRIPTION OF THE ASSIGNEMENT ....................................................................... 4
    2.1      Overall objective .......................................................................................................... 4
    2.2      Purpose ......................................................................................................................... 4
    2.3      Results to be achieved by the Consultant ..................................................................... 4
    2.4      Scope of the work ......................................................................................................... 4
3   LOGISTICS AND TIMING ................................................................................................. 7
    3.1      Location ........................................................................................................................ 7
    3.2      Commencement date & Period of implementation ...................................................... 7
4   EXPERTS PROFILE ............................................................................................................ 7
    4.1      Personnel ...................................................................................................................... 7
    4.2      Office accommodation ................................................................................................. 8
    4.3      Facilities to be provided by the Consultant .................................................................. 8
    4.4      Equipment ................................................................................................................. 998
5   REPORTS .............................................................................................................................. 9
    5.1      Reporting requirements ................................................................................................ 9
    5.2      Submission & approval of reports ................................................................................ 9
6   MONITORING AND EVALUATION ................................................................................ 9
    6.1      Definition of indicators ................................................................................................ 9
    6.2      Special requirements .................................................................................................... 9
1     BACKGROUND INFORMATION

1.1   Beneficiary country

Jamaica


1.2   Contracting Authority

European Union – Delegation of the European Commission to Jamaica, The Bahamas, Turks and
Caicos Islands and The Cayman Islands


1.3   Relevant country background

Jamaica is the fourth largest island in the Caribbean with an estimated population of 2.6 million, of
which 50 percent live in urban areas. Jamaica’s economic performance has been stagnant in recent
years. In terms of GDP, Jamaica is the fifth largest economy in the Caribbean but in terms of its
per capita GDP, it is 19th. Since 1994, GDP growth has failed to keep pace with the growth of the
population and this has lead to higher rates of unemployment and social fragmentation. The
Jamaican economy has also been experiencing a gradual structural transformation. This has
involved the gradual decline of the Manufacturing sector and the concomitant increasing
contribution to GDP of Service industries, particularly Tourism.

As a member of the African, Caribbean and Pacific (ACP) states, Jamaica is a recipient of
development aid from the European Union via the European Development Fund (EDF). The EDF
is the main instrument utilised by the EU for providing community aid for development
cooperation in the ACP states.


1.4   Current state of affairs in the relevant sector

The European Union (EU) through the 9th European Development Fund (EDF) and the
Government of Jamaica funds the Poverty Reduction Programme II (PRP II) over a period of five
years starting in 2007. The purpose of the programme is the improvement in socio-economic
conditions and quality of life in communities with emphasis on the promotion of community safety
and the reduction of criminal behaviour in volatile and vulnerable communities.

A Global Addendum to the PRP II Financing Agreement, which entered into force on May 27,
2009, resulted in the application of the applicable procedures and standard documents of the 10th
EDF for the award of contracts and grants under the PRP II.

Specifically, the PRP II will seek to improve the living conditions of the poor by providing access
to quality basic infrastructure and services, especially in sanitation, water and health. The total
cost of the project is €11.6 million, of which €10.1 million is financed through the 9th EDF and
€1.5 million is contribution from the GOJ via the major implementing agency, the Jamaica Social
Investment Fund as well as key implementing partners, namely the Social Development
Commission (SDC) and the Ministry of National Security (MNS).
The main activities of the PRP II are detailed in the table below:

                                      Poverty Reduction Programme II

                           Activity                               EDF Budget (€)    GOJ Budget (€)

Community proposed sub-projects focusing on civil works,
with accompanying measures (social component) within             6,150,000         400,000
volatile and/or vulnerable communities.

Capacity building and training for communities by the Ministry
                                                                 900,000
of National Security

Organisational strengthening of the Social Development
                                                                 340,000           1,100,000
Commission

Non-State Actor (NSA) Capacity Building                          650,000

Short-term Technical Assistance                                  310,000




The JSIF and the MNS are currently implementing aspects of the PRP II under public indirect
decentralised operations and undertake all activities on the basis of a decentralised ex-ante
programme.

Between May – October 2009, a short-term consultant procured under Framework Contract Lot No
9 Contract No 2009/205162 offered a basic introduction to EDF contractual procedures for
targeted members of staff at the JSIF, MNS and SDC.


1.5    Related programmes and other donor activities:

The Inter-American Development Bank (IDB) has supported a wide range of poverty related
activities of which the funding of the Institutional Strengthening and Sustainability for Poverty
Reduction Project is particularly relevant to poverty reduction. The IDB also contributes in the
areas of primary education, citizen security and justice (involving NSAs and service providers) and
environmental management, and provides support for the Youth Development Programme and in
the HIV/AIDS area, involving NSAs in the delivery of services including health education and
rural water provision.

The World Bank (WB) has provided loan funding for financial sector reform, secondary
education, community-based infrastructure improvements and HIV/AIDS prevention, treatment
and care. In addition to Public Sector Modernization, the WB supports the National Community
Development Project, the Inner City Basic Services Project (ICBSP) and the provision of a Social
Safety Net. Together with other activities aimed at reducing inner-city poverty and violence and
income generation, the WB has also funded a series of case studies on best practices in poverty
reduction.

The United States Agency for International Development (USAID) has been successful in NSA
and governmental partnerships, which have helped to reduce environmental degradation,
strengthened primary education, improve public health and encouraged economic growth.

UK Department for International Development (DFID) emphasizes working with other donors
and partners to reduce poverty. It supports Social Policy Evaluation, the SDC, an Urban Poverty
Programme, and Community Service Enhancement. DFID has supported the social development
component of the Kingston Restoration Company and has assisted JSIF in relation to the
integration of participation responsiveness in its operations.

The Canadian International Development Agency's (CIDA) strategic priorities have included
human rights, democracy and good governance; enhancing civil society; and the environment. In
these initiatives, CIDA has worked in tandem with many government agencies and NSAs including
the Dispute Resolution Foundation, Peace and Love in Schools (PALS), the Ministry of Justice,
Parish Councils, Parish Development Committees (PDCs) and civil society groups island-wide.
The Enhancing Civil Society Project (ECSP) strengthens the capacity of Community Based
Organisations (CBO) to act as community catalysts while concurrently deepening their interest in
and their understanding of civil society issues within the Jamaican context.

Several United Nations agencies are also active in Jamaica: for instance, UNICEF has committed
US$3 million for its programmes in the areas of child and adolescent health and education.
UNESCO is supporting both Cultural Industries and the Database on community-based Youth
organizations. UNDP is particularly active with many of its projects being implemented through
NSAs.


2     DESCRIPTION OF THE ASSIGNEMENT

2.1       Overall objective

The overall objective of the project of which this contract will be a part is as follows:

PRP II seeks to achieve poverty alleviation through sustainable growth with emphasis on the
promotion of community safety and the reduction of criminal behaviour in volatile and vulnerable
communities.


2.2       Purpose

The purpose of this contract is as follows:

          To deliver a series of training modules on the 10 th EDF Financial and Contractual
           Procedures to relevant members of staff involved in PRP II implementation in order to
           ensure the sound and efficient management of EDF resources under the PRP II.


2.3       Results to be achieved by the Consultant

          Train approximately 20 identified members of staff in 10th EDF Financial and Contractual
           Procedures.
          Deliver and distribute training materials i.e. training manuals and/or PowerPoint
           presentations used in the training sessions to each participant.

2.4       Scope of the work

This project will require the consultant(s) to deliver a series of course modules on the Financial
and Contractual Procedures in the framework of the 10th EDF in English. This training will
specifically target staff assigned to implementing various aspects of the PRP II from the JSIF,
MNS and the SDC.
2.4.1   Target groups

Participants in this training will be members of staff of the JSIF, MNS and SDC involved in the
day-to-day implementation of the PRP II. The level of knowledge and experience with EDF
procedures may vary considerably. Participants will include:

       Selected members of the PRP II Project Management Unit (PMU) staff at the JSIF
       Selected non-PRP II PMU members of staff at the JSIF
       Selected members of project staff at the MNS
       Selected members of staff at the SDC
2.4.2   Specific activities

    The main tasks the Consultant will be required to undertake are:

           Deliver training modules Mondays - Fridays using Microsoft PowerPoint slide
            presentation software, to a group of no more than 20 people, utilising the following
            preparation plan:

                Preparation of Training Material:                                 (2.0 days)

                Module 1:       Introduction to the 10th EDF                      (1.0 day)

                Module 2:       EDF Procurement Procedures                        (3.0 days)

                         -     Services                 (1.0 day)

                         -     Supplies                 (1.0 day)

                         -     Works                    (1.0 day)

                Module 3:       Programme Estimates                               (2.0 days)

                Module 4:       Grants                                            (2.0 days)

                Report writing:                                 (2.0 days – Team Leader)

                                                                       (1.0 day – 2nd expert)        Formatted: Superscript


                Module 1 is a basic introductory course that will provide an overview of the
                financial and contract management under the 10th EDF and a summary of the main
                differences between the 9th EDF. It will cover the following topics: the legal
                framework and structure of the EDF and the main actors, a general overview of the
                various implementing methods, audits and reporting.

                Module 2 will focus on the procurement procedures themselves. It will cover the
                following topics: types of contracting/procurement (services, supplies and works),
                tendering procedures, preparation of terms of references, preparation of tender
                dossiers, evaluation of proposals, award of contracts, management and financial
                execution of contracts and closure of contracts.

                Module 3 will cover the implementation of projects through Decentralized
                Operations (i.e. Programme Estimates) and will cover the following topics:
                framework for implementation of programme estimates, cycle for preparation,
                approval, implementation and closure of programme estimates, financial and
                contractual implementation of programme estimates and reports.

                Module 4 will give a detailed insight into the procedures for the publicising,
                preparation of contents of the guidelines of a call for proposals, evaluation,
                preparation, awarding and implementation of grant contracts. Specific focus must
                be given to the procedures for publicising, evaluating, preparing, awarding and
                implementing Grants of Low Amounts.

           To prepare and ship all training material, support documentation, evaluation forms and
            consumables needed for the training sessions. All materials are to be written in
            English,
              To liaise with the JSIF to finalise the list of participants for the training.

              To liaise and finalise with the JSIF all times and dates for delivery of training modules
               prior to actual start date of training.

              Cover the costs of catered lunch and coffee breaks for the training sessions. The
               provision of food and beverage for these breaks will be provided by a caterer obtained
               by the JSIF through a simple “three-quote” process with the selection of the least cost
               service provider. The consultant will then pay the caterer for all relevant services
               provided.

              To prepare a list of all members of staff who have participated in the training session,
               including documenting the actual module(s) attended by each participant,

              The Consultant must also observe the latest Communication and Visibility Manual for
               EU External Actions concerning acknowledgement of EU financing of the project (see
               http://ec.europa.eu/europeaid/work/visibility/index_en.htm.)


3     LOGISTICS AND TIMING

3.1       Location

The consultant will be based in the Kingston Metropolitan Area of Jamaica. All training
sessions/modules will take place at the offices of the Jamaica Social Investment Fund in Kingston,
Jamaica. The consultant will not be required to provide or finance a venue for the training
sessions.


3.2       Commencement Date & Period of implementation

The intended commencement date is April 19, 2010 and the period of implementation of the
contract will be two (2) months or sixty-two (62) calendar days from this date.

Duration of the assignment, including travelling: fourteen (14) working days – team leader and
thirteen (13) working days for the second expert


4     EXPERTS PROFILE

4.1       Personnel

4.1.1 Key Expert 1-Category II: Team Leader/Training Expert

Qualifications and skills

          Bachelor’s Degree or equivalent in a relevant subject preferably in fields related to
           Business, Management, Human Resources or Law
          Excellent knowledge of English
          Very good communication and management skills
                                                                                                           Formatted: Space After: 12 pt, No bullets or
                                                                                                           numbering
General professional experience

          At least three (3) years experience in the field of project management preferably in ACP
           countries.



Specific professional experience

          At least three (3) years experience in the training field of 9th and 10th EDF Finance and
           Contract procedures (out of which 2 years as a trainer)
          At least three (3) years of working experience on EDF-financed projects
          Working experiences in the field of contract management, procurement and/or financial
           execution of contracts


Key Expert 2 - Category 2: Training Expert
Qualifications and skills

          Bachelor’s Degree or equivalent in a relevant subject preferably in fields related to
           Business, Management, Human Resources or Law
          Excellent knowledge of English
          Very good communication and management skills
General professional experience

          At least three (3) years experience in the field of project management preferably in ACP
           countries

Specific professional experience

          At least two (2) years experience in the training field on EDF-financed projects
          Working experiences in the field of contract management, procurement and/or financial
           execution of contracts

4.2       Office accommodation

No office accommodation will be provided.


4.3       Facilities to be provided by the Consultant

The Consultant shall ensure that expert(s) are adequately supported and equipped. In particular it
shall ensure that there is sufficient administrative, secretarial and interpreting provision to enable
experts to concentrate on their primary responsibilities. It must also transfer funds as necessary to
support its activities under the contract and to ensure that its employees are paid regularly and in a
timely fashion.
For the training sessions/modules, the Consultant is required to take care of the
shipment/forwarding of all training material, consumables and documentation to Jamaica. All costs
related to this activity will have to be borne by the Consultant within fee rates proposed.

All the costs related to the general coordination of the contract by the consultant such as reporting
and all backstopping costs are to be considered to be included in the fee rates.


4.4       Equipment

No equipment is to be purchased on behalf of the Contracting Authority as part of this service
contract or transferred to the Contracting Authority at the end of this contract.


5     REPORTS

5.1       Reporting requirements

          One (1) week prior to the implementation of the training sessions, the consultant will
           submit a detailed schedule of the training sessions’ agenda, corresponding times

          Two (2) weeks after the completion of the training sessions, the Consultant will submit a
           final report containing a list of participants and their position, the consultant’s and
           participants’ evaluations of the training, problems encountered, proposed improvements
           etc…


5.2       Submission & approval of reports

All reports will have to be drafted in English. They will have to be submitted electronically to the
Delegation and the final report will also have to be submitted by mail to the Delegation (3
copies).The comments on the draft final report will be sent to the consultants within two weeks
after receipt of the draft final report. The final report, taking into account the comments received
from the EC Delegation and the PIOJ, will have to be submitted one week after the Consultant has
received the comments from the Delegation. The final report shall contain a self-standing
executive summary.


6         MONITORING AND EVALUATION

6.1       Definition of indicators

          Training delivered successfully on the basis of the evaluations carried out by the
           participants,
          Timely delivery of all required reports

6.2       Special requirements

N/A

								
To top