Letter of Invitation to Tender for Consultancy Services for the Development of Project Proposals

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1 MDM Dear Sir/Madam Letter of Invitation to Tender for Consultancy Services for the Development of Project Proposals For implementation of Sri Lanka Comprehensive Disaster Management Programme Sri Lanka Comprehensive Disaster Management Programme (SLCDMP) has been developed with the overarching objective of creating and facilitating the enabling environment for multi-hazard, multi-sector, multi-agency partnership oriented disaster management programme, using risk knowledge as the base, in line with global conventions and frameworks. In order to achieve goals and outcome, 41 outputs have been identified under eight strategic components. The SLCDMP to be implemented during the five year period commencing from 2014 and the total estimated cost would be Rs 29,047 million. The SLCDMP is designed to be implemented with the involvement of multiple agencies and coordinated by the Ministry of Disaster Management with a strong monitoring and reporting system. Considering the urgency in preparing project proposals to secure funding from 2015, the Ministry of Disaster Management proposes to engage the services of individual consultants or consultancy organization for the development of detail project proposals for selected outputs in SLCDMP. The Coordinating Secretariat for Science, Technology and Innovation (COSTI) under the Minister (Senior) of Sciencetific Affairs (SMS) will work closely with the Ministry of Disaster Management to select outputs where incorporation of STI application is possible. The chairperson of the procurement committee of the Ministry of Disaster Management invites proposals from individual consultants or consultancy organisations for the development of project proposals for the implementation of selected outputs in the SLCDMP. Interested consultants or consultancy organisations should submit the technical and financial proposals as per the tender document and provide information on their qualification and experience. Experiences of similar assignment completed in the past would be an added qualification. Interested individual consultants or organizations must send the bid application in duplicate by registered post or deposited in the tender box, of the Ministry of Disaster Management to reach the Chairperson of the Procurement Committee of the Ministry of Disaster Management, Vidya Mawatha, and Colombo 07 on or before 14th October 2014 at 2.00 p.m. The consultant will be selected in accordance with the procedures set out in the Guidelines for Selection and Employment of Consultants, published by National Procurement Agency following CQS method. Tender document together with TOR, etc. could be downloaded from the website of the Ministry of Disaster Management. The Prebid meeting will be held on 12 th September 2014 at hours at the conference room (ground floor) of the Ministry. Chairperson Ministry Procurement Committee, Ministry of Disaster Management, Vidya Mawatha, Colombo 07

2 Ministry of Disaster Management Tender Document for the Procurement of Consultancy Services for the Development of Project proposals for the implementation of Sri Lanka Comprehensive Disaster Management Programme Vidya Mawatha Colombo September 2014

3 Consultancy Services for Development of Project Proposal for the Implementation of Sri Lanka Comprehensive Disaster Management Programme Background The disaster impact could be minimized through a coordinated approach of relevant public and private sector organizations and by mainstreaming disaster risk reduction measures into sectoral programmes and projects. Sri Lanka Comprehensive Disaster Management Programme (SLCDMP) has been developed with the overarching objective of creating and facilitating the enabling environment for multi-hazard, multi-sector, multiagency partnership oriented disaster management programme, using risk knowledge as the base, in line with global conventions and frameworks. In order to achieve goals and outcome, 41 outputs have been identified under eight strategic components. The SLCDMP to be implemented during the five year period commencing from 2014 and the total estimated cost would be Rs 29,047 million. The SLCDMP is designed to be implemented with the involvement of multiple agencies and coordinated by the Ministry of Disaster Management with a strong monitoring and reporting system. It is also envisaged that the programme will provide a sound basis for harmonizing donor support and minimizing duplication of efforts by agencies. The programme has been prepared in aligned with the national priorities and the annual budget process. National Planning Department of the Ministry of Finance has recommended the acceptance of SLCDMP for implementation and request the Ministry of Disaster Management to submit detailed project proposals for output activities identified in the programme. Considering the urgency in preparing project proposals to secure funding from 2015, the Ministry of Disaster Management proposes to engage the services of individual consultants or consultancy organization for the development of detailed project proposals for selected outputs in SLCDMP, which could be made more technologically sound and viable by incorporating modern science and technology applications, systems, methods and information to make the proposed project. The Coordinating Secretariat for Science and Technology Innovation (COSTI) under the Senior Minister of Science and Technology will work closely with the Ministry of Disaster Management to select outputs where incorporation of technology application is possible. Duration of Assignment: The assignment should be completed within 60 days from the date of awarding the contract. Terms of Reference a. The consultant is required to develop project proposals for each output listed in the Annex 1. b. The consultant could select more than one output for the development of project proposals. However, preparation of proposals should be completed within 60 days as stated above and no extension could be given in view of undertaking development of additional proposal. c. The consultant should study the general outline given for each output, and for any further clarification staff nominated for implementation of the programme to be consulted. d. The agency responsible for implementation of the project should be consulted to gather user requirement project outputs. Discuss with DMC to identify disaster risk reduction activities and the and how to address them to minimize impacts.

4 e. In consultation with COSTI and partner agencies, identify and include steps to be taken to incorporate modern science and technology applications, systems, methods and information to make the proposed project technologically sound and viable. f. In developing the proposal, the possibility of incorporating innovation concerns into the project for the benefit of beneficiaries to be explored. Any studies required to be undertaken to achieve output should be included as an activity. g. The Project proposal to be developed in line with the project submission format and guidelines issued by NPD. Sample format is attached. Annex 2 h. Work closely with the National Programme Director (NPD), technical staff of the secretariat of SLCDMP and other partner organizations to develop a full proposal based on the project strategy, outputs and donor interest. Ensure all project partners, especially the focal agency is fully involved with the development of proposals and aware of what information were used. i. The budget of the full proposal to be cost effective and prepared based on the current market rates and prices. j. Consultants could access disaster related data from and databases. Further information could be obtained from DMC, NDRSC NBRO, Department of Meteorology, and other stakeholder agencies for the development of the proposal. It is the responsibility of consultants to identify information gaps which required developing the full proposal and securing the necessary information to complete the proposal. k. Develop the project proposal to produce a cohesive and credible project, according to the agreed programme strategy and output. l. Provide soft and hard copies of the final proposal for the review of the focal agency and the National Programme Director prior to the submission to the Secretary, Ministry of Disaster Management. m. The duly completed proposal to be submitted to reach secretary, Ministry of Disaster Management within 60 working days of awarding the consultancy. Functional competencies: a. Strong understanding of the policies and processes of the Disaster Risk Management (DRR) of Sri Lanka b. Capacity to work in a multi-sector team, including coordinating technical input into proposals. c. Ability to work in multi-cultural environment, with staff of various agencies to understand the requirements and where necessary revising the proposal. d. Familiarity with requirements of Project Submission Format of GOSL fundings and the key donors, including UNDP, AUSAID, USAID JAICA and EU etc. e. Good project design skills, including capacity to prepare logical, coherent and consistent documents including log frames and budgets. f. Demonstrates good knowledge of science and technology and applies it in designing the detail project proposal.

5 Qualifications and Experience of Individual Consultant/consultants engage to develop proposals with Education: Postgraduate Degree at Masters or Doctoral level from a recognized university in the field of Engineering, Agriculture, Physical or Biological Science, Town Planning, Business Administration, Project Management, Economics, Disaster Management or disciplines related to Science & Technology. Experience: Minimum 5 years experience at the national or international level in the area of proposal development and Project Management. Language: Demonstrates strong oral and written communication skills in English. Submission of bid application: Interested individual consultants or organizations must send the bid application in duplicate by registered post or deposited in the tender box, of the Ministry of Disaster Management to reach the Chairperson of the Procurement Committee of the Ministry of Disaster Management, Vidya Mawatha, and Colombo 07 on or before 14th October 2014 at 2.00 p.m Late bids will be rejected. Bid application for Consultancy Service should be written on the left hand corner of the envelope. Bids will be opened immediately after closing the bids at hours and one representative of the bidder could be present at the time of opening. The separate bid should be submitted for the development of each proposal. Method of Payment Payments will be based on invoices on the achievement of agreed milestones, i.e. upon delivery of the outputs specified in the TOR and certification by the National Programme Director. The bidder must factor in all possible costs in his/her financial proposal, including his/her monthly consultancy fee, travel, honorarium, additional HR cost (as required) such as translators and field assistants, communication cost such as telephone usage, printing costs, stationary, and any other foreseeable costs required to complete the assignment. No costs other than what has been indicated in the financial proposal will be paid to the consultant or institution. Payments will be made in instalments as follows; a. 30 % of the total amount upon the submission of draft report b. Balance 70% of the total amount upon the submission of the final report

6 Annex 2 Project Proposal for 1. Project Title: 2. Sector: Social security Sub Project: Disaster Management 3. Project Location: 3. 1 Specify the Project Location (Indicate the place(s) where project activities take place) Provide an additional description if the boundary cannot be demarcated clearly: Site Province District Division Location What is the total area of land required for the project? Not required 3.3 Please state the cost of land if it is to be purchased: Not applicable 4. Rationale of Project: 4.1 General sector information 4.2 Project Objectives 4.3 Specific problems to be addressed by the project 4.4 Mode of intervention in terms of this project 4.5 Composition of target beneficiaries/stakeholders (indicate the gender ratio) 4. 6 Relationship of project to national priorities 5.0. Expected Project Outputs: 6. Project Budget: Activity Cost (Rs. Mn) Total Each cost item (component/activity) should be properly explained and justified in relation to achievement of the project objectives. 7. Financing Plan: 7. 1 Method of Financing External Source Consolidated Fund Proponent Funding Beneficiary Contribution Other (Specify) Total Financial Source Amount ( Rs. Mn) Project Investment Period Components Year 1 Year 2 Year 3 Year 4 Year 5 Total (Rs. mn)

7 7. 3 Project Operations & Maintenance Costs Components Source of Financing Year1 Year 2 Year 3 Year 4 Year 5 Total (Rs.mn) 7.4 Recurrent-expenditure co-efficient (r-coefficient (Total Recurrent Cost/Total Estimated Cost) 8. Environmental Impacts on Physical, Biological, Socio-Cultural or Aesthetic Status: 9. Gender Perspectives: 9.1 Does the project, identify any gender gaps? If so, describe 9.2 Which project strategies will address the gender imbalance? 10. Implementation Arrangements: 11. Staff Availability for implementation of the proposed project:

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