National Expert Roster: Training Consultants on Digital Service Design Lab (DSDL) for Localizing e-Governance for Accelerated Provision of Services (LeAPS) Project in BARMM

Contract

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Background

Expert Roster: Training Consultants on Digital Service Design Lab (DSDL) for Localizing e-Governance for Accelerated Provision of Services (LeAPS) Project in BARMM

Period of assignment/services: Initially one year, renewable for up to three years

Duty Station: Home-based with travel to BARMM and nearby provinces

1. Background to the Assignment

Consistent with its mandate to prioritize the acquisition, adoption, innovation, and application of science and technology for development and its pursuit of competence, excellence and service innovation as provided in both the Organic Law for the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) and the Revised Transition Plan 2019-2022 for the Bangsamoro Transition Authority, the Bangsamoro Government, through the Ministry of Interior and Local Government (MILG), forged a partnership with UNDP that seeks to apply, where possible, the strategic framework and principles of the UNDP-supported Access to Information (a2i) program to the specific social, cultural and economic contexts of BARMM.

The Localizing e-Governance for Accelerated Provision of Services (LeAPS) will build on the a2i experience towards the transformation in local governance in BARMM by significantly accelerating connectivity in communities and opening up governance by enabling citizens to capitalize on the benefits of connectivity, such as through improved access to services and information, community enterprise development, assisted rural e-commerce, and skills development. The LeAPS Project is a way to overcome the dependencies on archaic, paper-based and manual processes within and among the local government units (LGUs). This program will also maximize the use of MILG’s limited manpower and resources to effectively and efficiently deliver and monitor frontline services.

In particular, the program will include a series of Digital Service Design Lab (DSDL), an intensive workshop that will guide MILG and the pilot LGUs under its supervision in analyzing their service delivery process from the perspective of both service provider and service recipient. It will walk workshop participants through the following processes: from existing service process analysis, digital system’s module and feature identification, digital service module design, functional process diagram, user access plan, integration management, up to design and planning specification and budget.

To inform the design of the DSDL and other components of the LeAPS Program, the CO is facilitating knowledge transfer from the Access to Information (a2i) program – a UNDP-supported initiative of the Government of Bangladesh. Resource persons from a2i are expected to share their knowledge and resources on DSDL.

UNDP Philippines is establishing a roster of experts, available on-demand, to support its LeAPS program in designing a localized version of the DSDL suitable for the local government and ministries in BARMM and nearby provinces.

Duties and Responsibilities

1. Scope of Work

Specific Terms of Reference will be developed for each engagement. In general, under the overall supervision of the LEAPS Manager, the Consultant shall carry out the following tasks:

• Design a detailed methodology and workplan for the delivery of the DSDL workshops
• Work closely with the LeAPS Project in the localization/contextualization of content and concepts of a2i’s DSDL Workshop modules, tools and manuals;
• Provide updates and validation to the DSDL knowledge products turned over to UNDP and MILG-BARMM, as necessary;
• Support UNDP project on conducting a “discovery workshop” which will serve as a preliminary requirement study or analysis of LGU and Ministries’ operations and workflows to determine systematic weaknesses e.g., duplication/overlaps, as well as activities that do not add value to the service delivery process;
• Demonstrate the DSDL processes by simplifying internal processes and front line services of the local government units and/or ministries

• Deliver DSDL Training of Trainers (TOT) for the identified local government personnel

• Prepare a final report consolidating the outputs of the workshops including priority recommendations for IT enabled intervention, approaches to effecting implementation as well as technology options and indicative investment requirements;

• Provide on-site process documentation that will capture the proceedings supported by photos;
• Prepare assessment tool to be used by participants to identify potential trainers for the DSDL roll out;
• Any other task related to the project mandate on DSDL

1. Institutional Arrangements

For the duration of the contract, the Consultant(s) shall report to the LeAPS Project Manager in the delivery of the terms of reference. Reporting is output-based, and all deliverables must be submitted to UNDP-Institutions & Partnerships Programme Team. Similarly, the final tranche output report should be formally accepted by the Team Leader of I&P, UNDP Philippines, before payment is made.

1. Facilities to be provided by UNDP

Depending upon the actual requirement, UNDP Philippines may assign space for work and provide administrative and logistics service. However the expert will be required to use their own IT and communications systems and do the preparatory work from their own locations. For consultations / workshops and trainings, UNDP will arrange the logistics and other requirements, the consultant(s) will only be required to delivery/facilitate and support UNDP Project on the identified deliverables.

1. Duration of the Work

Successful candidates will be placed under the roster for minimum of one (1) year. The roster duration can be extended for up to maximum of three (3) years if their performance evaluation is deemed satisfactory and if there is an ongoing requirement.

Selection under the roster does not guarantee any contract amount during the validity of the roster, and further engagements will be on an on-call basis.

Depending on specific requirements, the actual duration will be specified in the Terms of Reference for each individual assignment.

1. Contracting modality and call-off mechanism from the roster:

• All the selected candidates will be put on a roster, successful candidates will be notified of their selection by UNDP procurement team.

• A long term agreement (LTA) will be signed for one year based on the daily fee rates quoted by the consultants.

• At the time of actual requirement, UNDP procurement team will conduct a secondary competition among the consultants and share the Terms of Reference and list of deliverables.Upon receipt of this communication, the consultants must confirm their interest and availability, and quote for the level of effort required based on their fixed daily fee per LTA, as well as for any other additional costs relevant to the completion ofof the identified deliverables.

• After evaluation by UNDP, UNDP will email the recommended consultant a purchase order to be signed. The purchase order will include details on the location of the assignment, deliverables and linked payment tranches. Price in the order will be based on daily fee included in the LTA contract, level of efforts and 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(s) will send the following for payment purposes: a) complete invoice with approved deliverables and travel costs (if any); b) supporting documentation (bills/vouchers) for reimbursements of travel costs if applicable; c) copy of the UNDP purchase order for the assignment.

1. Duty Station

The Consultant’s duty station will be home based (anywhere in the country) with travel to BARMM and/or nearby provinces, as required by the specific TORs. The consultant(s) will be expected to report on a mutually agreed schedule, organize regular updates meetings with the UNDP Project team.

1. Performance Indicators

Aside from the delivery of the outputs, the roster is to be evaluated based on the following key performance indicators (KPIs):

KPI 1.Responsiveness: Accept or decline the assignment within 5 calendar days after being contacted and should be available to start no later than 10 calendar days upon receipt of confirmation of acceptance by UNDP.

KPI 2.Timeliness of submission of report

KPI 3.Quality of reports submitted, based on the specific TOR

KPI 4.Communication and reporting: Consultant shall communicate and provide reports in a timely and professional manner

Competencies

1. Competencies

Corporate Competencies

• Demonstrates integrity by modelling the UN mission, vision, values, and ethical standards;
• Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability;
• Promotes UNDP’s agenda in meetings;

Other Competencies

• Ability to work in close collaboration with a group of national and international experts, to meet strict deadlines and plan the work according to priorities;
• Demonstrates capacity to plan, organize, and execute effectively;
• Initiative, good analytical skills, mature judgment and ability to work under tight schedule while respecting deadlines achievement, ethics and honesty;
• Ability to establish effective working relations in a diverse environment;
• Consistently approaches work with energy and a positive, constructive attitude;
• Builds strong relationships with internal and external clients;
• Demonstrated ability to function in a team environment and to deal with complex multi-stakeholder environment;
• Good ability to use information and communication technologies as tools and resources;
• Excellent written communication and presentation/public speaking skills, focus on results, ability to interact productively in a teamwork environment;

Required Skills and Experience

1. Technical criteria for evaluation (expected qualification and experience)

The CVs will be reviewed using the criteria in the table below. Only offerors who will obtain a minimum of 70% or 49 out of 70 obtainable points will be shortlisted.

Qualifications

Points Obtainable (70)

Education

• Bachelor’s degree in relevant areas, e.g., Public Administration, Business Administration / Management, Social Sciences or related areas.

(7 points for Bachelor’s, 9 points for Master’s; 10 points for Ph.D)

10

Experience

• At least 5 years’ experience in organizational development process design or improvement, public sector and governance reforms, including digital governance, public sector digital transformation or application of digital solutions to address public sector and development issues
• (18 points for 5 years, additional point per additional year)

25

• Has conducted at least 3 trainings/workshops on digital service/digital transformation
• (18 points for 3 trainings, additional point for each additional training)

25

• At least three (3) years’ experience in IT solutions such as Government Operations (“G2G”), Public Service Delivery to Citizens (“G2C”) and Businesses (“G2B”), Public Data Platforms, and interoperability.
• (7 points for 3 years in IT solutions, additional point per additional year)

10

TOTAL

70

1. Documentation required

Interested individual consultants must submit the following documents/information to demonstrate their qualifications. Please combine them into one (1) single PDF fileas the application only allows to upload maximum one document:

• Letter of Confirmation of Interest and Availability.
• P11 or Personal History Form, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
• Financial proposal using the UNDP Template, stating an all-inclusive daily fee (based on an 8-hour working day – lunch time is not included) –in Philippine Peso.
• Travel and other unforeseen cost should NOT be included in the financial proposal, at this stage. Medical/health insurance must be purchased by the individual at his/her own expense, and upon award of contract, the consultant must be ready to submit proof of insurance valid during the contract duration.

Note: Application will not be accepted if all the above-listed documents are not submitted.

The following templates / Annexes and IC General Terms & Conditions can be downloaded from http://gofile.me/292aN/FJEcICt8l

• General Terms and Conditions for Individual Contracts
• P-11 form (Personal History Form)
• Offerors Letter to UNDP Confirming Interest and Availability for the Individual IC Assignment, including Financial Proposal template

For any clarification, please write to procurement.ph@undp.org