Provide technical support towards development of the Business Operations Strategy (BOS) by the Operations Management Team (OMT). The principle work will involve collection and analysis of financial and operational data to assist the OMT to determine and prioritize operational areas for collaboration
Subject: Request to Submit an Offer for Title of Project
[BRBRSO0277]
The United Nations Development Programme (UNDP) is currently implementing a project UNST Cost Share- OMT Strategy on Common Initiatives that requires the services of an individual to perform the work described in the abovementioned subject.
We kindly request you to submit your quotation for the above captioned assignment as detailed in Annex I of this RSO. When preparing your quotation, please be guided by the form attached hereto as Annex III. To assist you in understanding the requirements of this assignment, we have attached hereto the following:
a) The Terms of Reference for the assignment described above (Annex I);
b) The standard Letter of Confirmation of Interest and Availability (Annex II), which you must accomplish and submit to UNDP;
c) The Financial Proposal template (Annex III);
d) General Conditions of Contract for the Services of Individual Contractors (Annex IV); and
e) The sample Individual Contract (Annex V), which you would be expected to sign in the event you are the selected Offeror in this procurement process.
f) Personal History Form (P11) and Curriculum Vitae (CV)
Should you be interested and decide to submit an offer for this assignment, kindly send it no later than the date and time indicated in the online system to procurement.bb@undp. org. Your email subject line MUST state “[BRBRSO0277 – Your First Name and Last Name]”. If you decide not to submit an offer, we would appreciate if you would advise us accordingly, preferably indicating the reasons for declining this invitation.
In the meantime, we look forward to your favorable response, and thank you in advance for your interest in working with UNDP.
Sincerely,
UNDP Procurement Unit
Annex I
TERMS OF REFERENCE
OMT Business Operations Strategy Consultant
Country: Barbados and the Organisation of Eastern Caribbean States (OECS)
Duty Station: Barbados
Description of the Assignment: OMT Business Operations Strategy Consultant
Name of Project: UNST Cost Share- OMT Strategy on Common Initiatives
Period of Assignment: Maximum of 30 working days over a five-month period (to provide technical support to strategy formulation)
Contract Type: Individual Contractor
I. BACKGROUND AND OBJECTIVE
Under the overall leadership and guidance of the United Nations Sub-Regional Country Team for Barbados and the OECS (UNST), the Operations Management Team (OMT) reviews operational practices of its member UN bodies, agencies, funds and programmes in Barbados and the OECS towards proposing and implementing common operational initiatives to ensure the quality of support services, whilst striving to reduce operational costs and labour/time per activity
The UNST has approved the development of a Business Operations Strategy (BOS) in line with the UN Development Group guidance. The BOS will outline key inter-agency harmonization and operations activities needed to support the sub-regional implementation of the 2017-2021 United Nations Multi-Country Sustainable Development Framework (UN MSDF).
II. FUNCTIONS / KEY RESULTS EXPECTED
a) SCOPE OF WORK
Within this framework, the consultancy will provide technical support towards development of the BOS by the OMT. The principle work will involve the collection and analysis of financial and operational data from the UN agencies operating in Barbados and the OECS, in order to assist the OMT to determine and prioritize operational areas for collaboration among the agencies based on data analysis, and accountabilities for each agency (which agency is best placed to lead on the implementation of an initiative).
The UN agencies who are members of the OMT are UNDP, UNICEF, PAHO/WHO, UN WOMEN, UNFPA, FAO, and ITU.
The strategic stages within the BOS formulation process will include conduct of an Operational Analysis (baseline analysis: data collection and analysis of operational data to determine current status); cost benefits analysis and strategic prioritization (rationalizing and ranking in terms of the most benefit and cost); determining needs and requirements (from MSDF and Sub Regional Implementation Plan) to determine new needs and advise on system requirements to address those new needs); and formulation of expected results and M&E matrixes as well as 5 years budgeting; and preparing a narrative strategy to finalizing the strategy (supporting the editing of the narrative, including the governance & accountability framework and validation and approval. It is envisioned that the consultant will support all of these phases, but with an emphasis on the initial phases related to data gathering and analysis.
The main areas under which the analysis shall be done are ICT, Logistics/Transportation, HR and Procurement, based on the work to date of the OMT Working Groups and the current sub-regional context. Common areas already identified by the OMT for which collaborative work has commenced or are under discussion are listed below. The objective in each area is to improve operational efficiencies by reducing purchase costs, process repetitions and staff time. The ultimate goal of the review is where most feasible and needed, to establish Long Term Agreements (LTAs):
Banking services and rates - to improve services accessed at common banks (used by more than on UN agency); includes focus on reduced waiting time, faster transaction processing, and more accessible and easier facilitation of foreign currency to staff for mission travel by negotiations as one UN.
Hotel rates in Barbados and the OECS (accommodation and conferences) – to achieve more economical rates/packages for hotel rooms and conference facilities.
Catering services - to achieve more economical rates for catering services utilized within UN
Office supplies – to explore bulk purchase of common, high volume/value items such as stationery and bathroom supplies to benefit from bulk discounts. Otherwise, to achieve better rates for supplies, and better services (e.g. availability on demand).
Courier services/temporary drivers – to establish a database of drivers/couriers who offer transport services on demand, at economical rates
Internet Services – to identify and reduce common ICT costs by negotiating with the service provider, as one UN
Mobile Communications (Rates & Regional Account) – to explore ways of lowering mobile costs and rates on calls in Barbados and the OECS from common roaming plans, closed user groups, etc.
Shared Consultants database – to establish a shared consultants’ database to reduce duplication in recruitment processes
Shared Long Term Agreements database – to establish a database of LTAs available for inter-agency use. This is expected to reduce agency need for competitive procurement processes in those areas where a UN agency is allowed to use the LTA of another UN agency
Advertisements – to coordinate advertisements in newspapers to save advertising costs and labour/time on multiple processes
III. DUTIES & RESPONSIBILITIES
The detailed duties and responsibilities of the Consultant are as follows:
a. Operational Data Collection/Analysis:
1. Development of a data collection template to aggregate volume of transactions and US Dollar value of transactions for 2015 and 2016 for each item identified below.
2. Collection, Collation and Data Analysis of operational data on common areas identified above. Raw data must be obtained from individual agencies:
a. Banks - for common banks; number and value of bank transactions (cheques, EFTs, etc.)
b. Hotels – usage of hotels in Barbados and OECS, isolating as far as possible, by hotel used, the number of rooms booked, number of conferences held.
c. Catering – usage by caterer/ catering company, establishing frequency of usage and volume
d. Office supplies – isolating data by type of item. Of prime interest are larger volume items: bathroom supplies, stationery
e. Courier services/temporary drivers – from data provided, establishing a draft database of drivers/couriers in Barbados and the OECS, which includes contact information, last UN agency of employment, rates, and rating
f. Internet Services – identifying the common areas of ICT among agencies, identifying common service providers, and aggregating the costs paid in 2015 and 2016 by type
g. Mobile Communications (Rates & Regional Account) – identify rates paid in Barbados and OECS for cellular services, inclusive of roaming charges
h. Shared Consultants database – from data provided, establish a draft database of consultants including: nationality, qualifications, area of expertise, agency experience, daily rate, performance evaluation
i. Shared Long Term Agreements database. – from data provided, collate LTAs available for use by agency, including area of use, expiry, and conditions of use (how an agency is permitted to use another agency’s).
b. Operational Analysis:
Based on data collated, identify:
1. Baseline: (Supply)
Current Service Offering (both agencies specific and common service mapping) - map what are the services that agencies have in common, and who are the common service providers
2. Needs/Requirements (Demand) based on UN agency and inter agency groups consultation and use of the Sub-Regional Implementation Plan, identify:
Programme related needs for the 5-year period
Other, non-programme related needs (field operations, etc.) for the 5-year period
3. Cost-Benefit- Analysis and Prioritization:
Identifying, ranking and sequencing of common services by contextual relevance, cost, capacity, mandate, etc.
Develop Common Service Priority Ranking (Baseline Report) with clear baselines indicators at the pillar and outcome levels (using the UNDG BOS template)
c. Strategic Process
1. Complete Results Matrix based on OMT’s analysis as follows:
Enter identified outcomes as per the above operational analyses
Enter outputs per outcome
Enter baselines from operational analysis above. Enter OMT identified targets and Key Performance Indicators (KPIs) for 5 years at outcome level with required resources (budget)
Enter OMT’s analysis of indicative resource requirements at the outcome level
Recommend lead agencies at the output and activities level based on the prior analysis with justification of why an agency should lead
d. Assist with development of Narrative/Submission
The Consultant will develop various narrative sections of the Strategy, and the matrices based on the operational analyses done.
The Consultant will provide support to the development of the narrative sections until the completed document is presented by the OMT to the UNST for review
IV. DELIVERABLES/OUTPUTS:
More specifically, the following are the deliverables/outputs which are linked to the payments as per below table;
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V. INSTITUTIONAL ARRANGEMENTS
The contractor/consultant will be supervised by the OMT Chair through the OMT Strategic Plan Technical Team. He/she will report to the OMT Chair who is responsible to approve and accept outputs and performance on behalf of the OMT with guidance with the OMT Strategy Technical Team. During the contract period, the contractor is expected to interact with UN coordination groups and specific un agencies as necessary.
The consultant will be provided with the MSDF and Sub Regional Implementation plan for review.
Any data gathered to date by the OMT will be provided.
The consultant is expected to be equipped with a laptop which must be portable and must run at least Windows 7. The consultant must be reasonably accessible by email and telephone (preferably mobile). The use of reliable, internet-based (Skype or equivalent) is required.
VI. DURATION OF THE WORK
This consultancy, aimed at providing technical support to the OMT, is expected to run for no more than (30) working days within the 5-month planned period of the Strategy formulation. The 30 working days are not expected to be consecutive, as the consultant is to provide the required technical support at different stages of the formulation process.
VII. DUTY STATION
The consultant is expected to be based in Barbados. No travel to the OECS is expected.
VIII. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS
Interested candidates must have the following competencies, qualifications, required skills and experience:
Qualifications/Experience
Bachelor’s degree in operations, finance, auditing, logistics, procurement, management, statistics or related field. An advanced degree (Master’s) would be an advantage
Work experience in procurement, logistics or operations would be an advantage
Professional training in, or experience with statistical/operational analyses would be an asset
Experience working or interning for an international organization such as a UN agency would be an asset.
Competencies:
Professional Competencies:
Professionalism: Ability to identify key procedures and issues, conduct data collection, operational analyses and discussions with decision-makers to propose solutions to these issues. Ability to apply sound judgment in the context of assignments given, and work under pressure. Shows persistence and remains calm in stressful situations. Shows pride in work and achievements, demonstrates professional competence and mastery of the subject matter. Responds positively to feedback and different points of view. Conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Planning and Organizing: Develops clear goals that are consistent with the terms defined here. Identifies priority activities and assignments, and adjusts them as required. Allocates appropriate time and resources for completing work by foreseeing risks and developing contingency plans accordingly. Monitors and adjusts plans as necessary, and uses time effectively.
Accountability: Takes ownership of responsibilities and honors commitments. Delivers assigned tasks within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Takes personal responsibility for his/her shortcomings.
Functional Competencies:
Strong financial and operational data analysis skills
Annex II
OFFEROR’S LETTER TO UNDP
CONFIRMING INTEREST AND AVAILABILITY
FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT
Date
Mr. Stephen O’Malley
UNDP Barbados and the OECS Subregional Office
United Nations Development Programme
UN House
Marine Gardens
Christ Church
BARBADOS
Dear Sir:
I hereby declare that:
a) I have read, understood and hereby accept the Terms of Reference describing the duties and responsibilities of Title of Project under the UNST Cost Share- OMT Strategy on Common Initiatives;
b) I have also read, understood and hereby accept UNDP’s General Conditions of Contract for the Services of the Individual Contractors;
c) I hereby propose my services and I confirm my interest in performing the assignment through the submission of my CV or Personal History Form (P11) which I have duly signed and attached;
d) I recognize that payment amounts due to me shall be based on my delivery of outputs within the timeframe specified in the TOR, which shall be subject to UNDP's review, acceptance and payment certification procedures;
e) This offer shall remain valid for a total period of _______ [minimum 90 days] days after the submission deadline;
f) I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister) currently employed with any UN agency or office [disclose the name of the relative, the UN office employing the relative, and the relationship if, any such relationship exists];
g) If I am selected for this assignment, I shall sign an Individual Contract with UNDP;
h) I hereby confirm that [check all that apply]:
☐ At the time of this submission, I have no active Individual Contract or any form of engagement with any Business Unit of UNDP;
☐ I am currently engaged with UNDP and/or other entities for the following work:
Assignment |
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☐ I am also anticipating conclusion of the following work from UNDP and/or other entities for which I have submitted a proposal:
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i) I fully understand and recognize that UNDP is not bound to accept this proposal, and I also understand and accept that I shall bear all costs associated with its preparation and submission and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process.
j) If you are a former staff member of the United Nations recently separated, pls. add this section to your letter: I hereby confirm that I have complied with the minimum break in service required before I can be eligible for an Individual Contract.
k) I also fully understand that, if I am engaged as an Individual Contractor, I have no expectations nor entitlements whatsoever to be re-instated or re-employed as a staff member.
Full Name and Signature: Date Signed:
Annex III
BREAKDOWN OF COSTS SUPPORTING THE ALL-INCLUSIVE FINANCIAL PROPOSAL
Name of Individual: ______________________________
A. Breakdown of Cost by Components
Cost Components | Unit Cost | Quantity
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Professional Fees |
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Life Insurance |
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Medical Insurance |
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Communications |
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Land Transportation |
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Others (pls. specify) |
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Round Trip Airfares |
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Living Allowance |
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Travel Insurance |
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Terminal Expenses |
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Others (pls. specify) |
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B. Breakdown of Cost by Deliverables*
Deliverables [list them as referred to in the TOR] |
Percentage of Total Price (weight for payment) |
Amount USD |
Deliverable 1 |
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Deliverable 2 |
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Deliverable 3 |
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Total (Must be the same as TOTAL above) | 100% |
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*Basis for payment tranches
[Name and Signature of the Service Provider’s Authorized Person]
[Designation]
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