TERMS OF REFERENCE

Hiring of Resource Persons /Subject Matter Experts

on Long term agreement (Roster of consultants)

Long Term Agreement (LTA) – Resource Person/Subject Matter

Title:
Experts for the Paving the roads to SDGs through good governance

Home-based with travel to project locations in the Philippines, as

Duty Station:
and when required

Duration of LTA: Two (2) years extendable up to a maximum of three years.

Background

Efficient, resilient, and well-planned road networks ensure that no one is left behind in the drive for
inclusive growth. This is why roads are considered as an important foundation for the Sustainable
Development Goals (SDGs), and a prerequisite for bringing communities together.

At present, only 24.6% of all provincial roads in the Philippines are of acceptable quality. Of the 12,726km
of provincial core roads, 57.2% are unpaved and in need of upgrading, while 20.2% are in poor condition
and in need of rehabilitation. The situation is similarly dire for the 19,098 km of non-core roads, with 67%
needing upgrading and 7% in need of rehabilitation.

To address this situation, the Department for the Interior and Local Government (DILG) has launched the
Conditional Matching Grant to Provinces (CMGP) initiative to improve the quality of the local road
network across the country, by providing both financial investment for capital outlay, as well as
strengthening the governance processes so that provincial governments are themselves able to effectively
plan, design, implement and maintain their road networks. The Program addresses the underinvestment
in local roads, and improvement of national-local roads connectivity to increase economic activity, and
improve public access to facilities and services in the provinces.

The Program, however, is not only a road engineering intervention, it is also a governance reform program
in local roads management (LRM) and public financial management (PFM). Thus, in partnership with DILG,
UNDP has launched the project “Paving the Roads to SDGs through Good Governance (Roads2SDGs)”
which aims to provide support to the governance reform and quality assurance components of CMGP
through the ‘Roads to SDGs’ framework. This framework will anchor the prioritization, planning, design,
implementation, and maintenance of infrastructure projects to the achievement of the SDGs,
incorporating the elements of partnership building, climate change and disaster risk reduction, gender
mainstreaming, and citizen participation for transparency and accountability.

In 2018, a number of key deliverables have been completed, such as: formulation of Provincial
Governance Reform Roadmap (PGRR); establishment of G-HUBS; development of the QA Tool; hiring of
UNDP and DILG-CMGP Field Engineers; Training-Workshops on Quality Assurance; Conduct of Quality
Assurance Inspections by PASUC, GHUBS, UNDP and DILG Field Engineers; and Finalization of the Road
Projects Quality Management Manual for LGUs.
For 2019, there are planned activities aimed at intensifying technical assistance to DILG and provincial
LGUs (PLGUs) to address other capacity needs along local road construction and management and public
financial management. Also, there appears to be a need to strengthen knowledge and skills of LGUs
related to Procurement and in public financial management in general. These are but some of the
observed needs among LGUs and addressing them will help build competencies in line with a holistic
approach to road governance.

With these activities in the pipeline, the Roads2SDGs project needs to engage Individual Consultants who
will serve as Resource Persons (Subject Matter Experts) and Activity Facilitators.

Objective

UNDP requires the services of individual consultants as Resource Persons /Subject Matter
experts and Activity Facilitators from time to time to provide trainings as and when required by
R2SDGs Project or any UNDP project as appropriate.

Scope of work

The consultant will work under the overall supervision of the UNDP Project Manager and work
closely with the focal person for particular engagement as defined in the terms of reference (TOR).
The consultant will be responsible in carrying out the following tasks, as applicable:

• Assist or lead in the preparation of Course Agenda/Programme schedule for the courses
assigned;
• Support in finalizing course materials and group exercises;
• Co-ordinate and facilitate the training courses;
• Facilitate assigned sessions of the training courses at state/district/Sub-district levels;
• Conduct group exercises;
• Conduct Tabletop/Simulation Exercises at national, regional or LGU levels;
• Provide technical inputs on various aspects of the course;
• Prepare a brief course report after completion of each course - The Resource Persons/Facilitators
shall submit an activity/accomplishment report relative to their conducted topic/session.
• In most cases, perform tasks as described in the TOR of the assignment.

Expertise required in following Subjects:

1. Local Road Management (LRM):

▪ Road planning and design
▪ Construction management and supervision
▪ Road maintenance
▪ Road Quality Assurance (Quality Control)
▪ Local road asset management
▪ Public financial management, procurement and internal audit
▪ Environmental
▪ Risk management

2. Governance
▪ Governance reform road mapping
▪ Program/Project development, management, monitoring, evaluation
▪ Capacity Development
▪ Local government units’ engagement
▪ Community development, citizen participation
▪ Social protection, social safeguard (gender)
▪ Organizational Development and Management

Institutional Arrangements

The Resource Persons/Facilitators will work under the overall guidance of the UNDP Project
Manager.

Duration of Assignment

The duration of the roster will be 2 years on on-call basis. Most of the conferences are expected
to be 2-4 days duration. Selected resources persons shall be paid one or two days extra for
preparation and report writing.

Duty Station and Travel

The Resource Persons/Facilitators shall be required to travel to the locations where the
workshops will be conducted, therefore, should be willing to travel to areas of assignment. They
are also expected to attend meetings relative to the preparation and assessment of conducted
peace formation sessions.

Payment of travel costs including tickets, lodging etc. should be agreed upon, between the UNDP
and the Resource Person prior to travel and will be reimbursed on actuals in line with UNDP
rules OR shall be arranged by UNDP.

LTA Contracting modality and Call-off mechanism

• The LTA to be signed will have a fixed daily fee for the duration of two years,
however, UNDP does not warrant that any quantity of services will be purchased
during the term of the LTA as this will depend on forthcoming needs.
• Once the LTA is signed, the focal person in the UNDP hiring unit would contact the
top-ranking LTA holder for a specific requirement. Should this Consultant not be
available for the event, UNDP will contact the second ranked and so on.
• Upon receipt of this communication, the consultant would have to confirm their
availability for the assignment. If positive, s/he would inform UNDP of the expected
travel/lodging costs (if applicable if the event requires travel). Upon review of the
same, UNDP will send the consultant a written communication confirming the
requirement in the form of a work order or purchase order sent by email.
• The order will include details on the location of the event, number of hours/days for
work and other practical details.
• Price in the order will be based on daily fee included in the LTA contract and on the
agreed travel costs. After the work order has been sent, no further costs would be
reimbursed by UNDP (increased number of work days/hours, or increased travel
costs) unless there is prior written authorization by UNDP.
 • Once the services are completed and have been approved by the hiring unit, the
consultant will send the following for payment purposes: a) complete invoice
indicating number of hours/days worked and travel costs (if any); b) supporting
documentation (bills/vouchers) for reimbursements of travel costs if applicable; c)
copy of the UNDP order for the assignment.

Contract management mechanism

UNDP will regularly monitor the performance of these LTA holders, based on the following Key
Performance Indicators (KPIs):
• KPI 1: Responsiveness: the consultant should respond and confirm their availability
for the event within 1 day of UNDP’s notification by email/telephone/WhatsApp.
• KPI 2: Timeliness of submission of reports to UNDP
• KPI 3: Quality of reports are as per work order submitted.
• KPI 4: Accuracy of payment documentation. Consultant shall provide complete
payment documentation including accurate invoices with correct quantities, unit
price, complete travel bills/vouchers for reimbursement, etc.
• KPI 5: Communication and Reporting. Consultant shall communicate and provide
reports in a timely and professional manner
• UNDP will conduct performance reviews of these LTAs every 6 months, which might
include meetings with the LTA holders and gather feedback from other
stakeholders.

If the consultant fails to meet UNDP’s performance requirements detailed above, s/he will receive in the
first instance a warning to improve their performance. Continued failure to meet performance
requirements may result in the termination of the LTA.

Payment

The Long-Term agreements will be issued to technically qualified consultants at the below
mentioned rates.

• Training/Facilitation days – Pesos 15,000 per day worked (5 years to 10 years relevant
experience)
• Resource Person/Facilitation – Pesos 18,000 per day worked (more than 10 years relevant
experience)
• Preparation and report writing – Pesos 10,000 per day worked

The Resource Persons/Facilitators will submit a timesheet for their efforts on a particular assignment and
receive the total amount as - daily fee rates agreed in the LTA multiplied with the number of days spend
for each assignment.

100% Payment will be made upon satisfactory performance /completion of work and acceptance by
UNDP.
Qualification Requirements

Eligibility

Strong experience in working with national/local government, international/local Non-Government

Organization (NGOs), Civil Society Organization (CSOs); experience in Road Management, planning and
design, construction management, road asset management, road maintenance; public financial
management and procurement; Governance reforms, capacity development, citizen participation,
organizational development and management, social protection, project development and management,
program/project monitoring and evaluation

Academic Qualification:
• A postgraduate/ Masters degree, relevant to the assignment as described in the terms of
reference;
• Technical/ professional qualification preferred but not necessary.

Experience
I. At least five years of progressive experience in development domain/ Local or
National Government departments/ multi-lateral/bi-lateral donors or International /
National NGOs
II. At least three (3) small to bid relevant events facilitated or managed as resource
person
Competencies
1. Comprehensive knowledge of UNDP/UN/ Development domain in the country
2. Ability to communicate / delivery trainings
3. Demonstrates excellent oral and written skills in English and Tagalog

Criteria for evaluation of proposals

The offer will be evaluated based on the documentation submitted by
consultants. Technical evaluation will be based on the following:
1. Educational qualification – 20
2. Experience in relevant sector – 20
3. Three past references / satisfactory performance – 30 (10 each)

Only candidates with 70% or above (49 marks) will be considered for the roster.

Submission of Proposal
Annexes to the TOR:
• Annex 1: Offerors Letter to UNDP Confirming Interest and Availability for the Individual Contractor
Assignment.
• Annex 2: General Terms and Conditions for ICs (in separate document)
• Annex 3: P-11 form for ICs (in separate document)
• Annex 4: Banking Detail form (in separate document)

Documents to be submitted by Consultant:

1. Offerors Letter to UNDP Confirming Interest and Availability for the Individual Contractor
2. Updated and signed P-11 form for ICs OR detailed CV;
3. List of events facilitated/managed in last two years
4. Minimum three (3) certificates of satisfactory performance OR list of three (3) references for
obtaining performance reference checks
5. Filled in and signed Banking details Form with a copy of cancelled cheque.

Notes:

• Any kind of miscellaneous charges i.e. internet, phone etc. would not be reimbursed;
• Tickets and related expenses will be reimbursed based on UNDP standard provisions
(considering the most direct and economical option and subsistence allowance);
• Individuals working with institutions may also apply, contract would be issued in the name of
institution for the specific services of individual;
• The consultants must bring his/her own communication equipment/laptop etc.