ANNEX II: TERMS OF REFERENCE ANNEX II: TERMS OF REFERENCE... 1

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1 ANNEX II: TERMS OF REFERENCE ANNEX II: TERMS OF REFERENCE BACKGROUND INFORMATION Beneficiary countries Contracting Authority Current situation in the sector Related activities OBJECTIVE, PURPOSE & EXPECTED RESULTS Overall objective Purpose Results to be achieved by the Contractor ASSUMPTIONS AND RISKS Assumptions underlying the project Risks SCOPE OF THE WORK General Specific work Project management LOGISTICS AND TIMING Location Start date & period of implementation REQUIREMENTS Staff Office accommodation Facilities to be provided by the Contractor Equipment Incidental expenditure Lump sums Expenditure verification REPORTS Reporting requirements Submission & approval of reports MONITORING AND EVALUATION Definition of indicators Page 1 of 20

2 1. BACKGROUND INFORMATION 1.1. Beneficiary countries All countries eligible under the Development Cooperation Instrument (DCI) Contracting Authority The contract will be established with unit C2 Climate change, Environment and Natural Resources, which is part of the Directorate-General for International Cooperation and Development (DEVCO) Current situation in the sector The environment is facing a multitude of pressures, many of them inter-linked, all of which currently have and will continue to have detrimental impacts on human societies on local, national, regional and global scales. Fresh water resources are being depleted and polluted with the result that water scarcity could affect one-third of the world population by 2025 and the ecosystem services and food provided by wetlands are under severe threat. The marine environment is suffering from the multiple stresses of over-fishing, pollution, rising temperatures and increasing acidity from increasing atmospheric carbon dioxide levels, and these are likely to have serious impacts on those communities that depend on marine resources for food, industry and livelihoods. The increasing loss of forest cover, degradation of ecosystems and loss of biodiversity have a critical impact on ecosystem services, such as the provision of food and water, and natural defence mechanisms against disasters. Deforestation, desertification and land degradation affect individual livelihoods and national economies in developing countries which mainly depend on agriculture, subsistence farming and forest products. Increased carbon emissions are also responsible for ocean acidification, which will have an increasingly serious impact on marine ecosystems and food production. All of these changes are being compounded by the effects of climate change, such as increasing severity and/or frequency of extreme weather and climate events, long-term shifts in rainfall patterns, warming of the world's oceans and rising sea levels among others. Deforestation, desertification, land degradation and air pollution by black carbon will also further contribute to climate change. Even with related programmes and other donor activities and rapid action the consequences of these trends will be considerable, not only for the infrastructure, livelihoods and health and safety of communities in developing countries, but also for global food security. As is required by the treaties of the European Union (EU), environmental protection requirements must be integrated into the definition and implementation of Union policies and activities, in particular with a view to promoting sustainable development. The linkages between development, the environment and climate change are examined through mainstreaming, which allows opportunities to enhance the performance of development initiatives addressing environmental and climate change challenges and minimising environmental and climatic risks. Mainstreaming the environment, climate change and biodiversity (ECCB) into development programmes contributes to successful and longlasting results. It provides tools and mechanisms to reduce vulnerabilities, build resilience, identify opportunities for sustainable livelihoods and contribute to the transformation to an inclusive green economy Page 2 of 20

3 According to the European Commission (EC) Guidelines on the Integration of Environment and Climate Change in Development Cooperation (2011), mainstreaming is the process of systematically integrating a selected value/idea/theme into all domains of EC development cooperation to promote specific (transposing ideas, influencing policies) as well as general development outcomes. So what do we mean by mainstreaming of environment and climate issues and when should we do it? Mainstreaming should take place in three main situations: i) when environment/climate change has an impact on a specific sector, ii) when a sector has an impact on environment/climate change, and iii) when opportunities for enhancing environment and climate issues arise in a particular sector. The mainstreaming of environmental concerns into development policy is embedded in the 2005 European Consensus on Development and the 2006 Sustainable Development Strategy. Hence, the three geographic instruments of the greatest relevance to the EU development policy, the Development Cooperation Instrument (DCI), the European Neighbourhood Instrument (ENI) and the European Development Fund (EDF), are all subject to mainstreaming efforts. Moreover, the DCI contains an explicit requirement to mainstream environmental sustainability, including addressing climate change as a crosscutting issue in all programmes. The international development community has been increasingly engaged in promoting such mainstreaming leading to sustainable development. The commitments from the EU are, like those of many other organisations, not only political but also financial. In the 2011 Communication A Budget for Europe 2020 the EC expressed the intention to increase the proportion of the EU budget that is related to climate mainstreaming to at least 20%, and thus contribute to Europe's transition to a low carbon and climate resilient society. This commitment also applies to the external projection of the EU, including development cooperation. In 2012, at the conference of parties (COP-11) of the Convention for Biological Diversity in Hyderabad, the EU committed to the preliminary targets to double total biodiversityrelated international financial resource flows to developing countries by 2015 and at least maintaining this level until 2020, considering funds from a variety of sources (not only ODA). The basis for the monitoring and reporting of climate and biodiversity relevant development finance is the OECD DAC Rio marker system that has been integrated into the Commission procedures for aid management including into its CRIS database (information system of the external development actions of the Commission). The EU has adopted the following approach to translate the Rio-marked data into estimated quantified biodiversity, desertification and climate finance flows: If an activity is marked as principal for mitigation or adaptation, or biodiversity, 100% of the support is considered and reported as climate or biodiversity finance; If an aid activity is marked as significant for mitigation or adaptation, or biodiversity then only 40% of the support is considered and reported as climate or biodiversity finance. This approach is used for reporting to UNFCCC and UNCBD, and will be used for the reporting against the 20% budget target Related activities 2015 Page 3 of 20

4 The present activity builds on previous contracts started in 2006 and 2007 aiming at providing technical assistance for environment and forestry sectors, supporting knowledge creation for decision-making ( helpdesk advisory services, methodological support and seminars on integrating the environment in development cooperation ). Under the earlier helpdesk, pilot studies were aimed at mainstreaming environmental aspects into the strategic planning of development cooperation. In the above context, DG DEVCO has issued Guidelines on the integration of environment and climate change in development cooperation 1 which define the framework for mainstreaming of the environment and climate change into the different stages of the cycle of operations for EU development cooperation, including the programming stage. The present contract also builds on a first "Mainstreaming Facility" that is being implemented since January 2015 with the purpose of enhancing environment and climate mainstreaming in DEVCO operations. In addition, DEVCO C2 is in the process of drafting thematic guidance notes for integration of environment/climate change/biodiversity in the main sectors of cooperation. These notes aim to help development practitioners strengthen the mainstreaming of environment, including biodiversity, and climate change in development throughout the programme/project cycle. The sectors to be progressively covered are: Rural Development, Sustainable Agriculture, Food and Nutrition Security; Energy; Water; Transport; Democracy and Good Governance; Education; Health; Private Sector Development, Trade and Regional Integration; Public Financial Management and Macro Economic Management; and Social Protection and Employment. Bilateral and regional allocations of EU development assistance to third countries are indicated in the three above-mentioned geographical instruments in section 1.3. Programming of these instruments is done through Multiannual Individual Programmes (MIPs), also called National (or Regional) Indicative Programmes under the EDF. Most of the MIPs have been drafted and approved in 2014 and are starting implementation. During this phase, DG DEVCO has been supporting adequate integration of the environment and climate change through quality assessments and support to the final drafting of programming documents regarding the vast majority of DEVCO's geographic portfolio. Now that the programming phase is over, DEVCO C2 is continuing to provide thematic support to the services responsible for identifying, formulating and implementing actions resulting from the multiannual indicative programmes (i.e. support to EU delegations as well as other DEVCO thematic and geographical units at headquarters). The identification and formulation of EU development cooperation interventions, which were in the past clearly separated in terms of format and of distinct decision processes, have now merged into one continuous process (at least in most cases). This makes it even more imperative that the mainstreaming approach takes place at an early stage of the preparation of the operations. The last opportunity within the preparation process to provide further mainstreaming guidance in the preparation of the specific actions is the quality support process which provides for quality support group (QSG) meetings in which proposed actions are Page 4 of 20

5 discussed. However, there is limited room for adaptation of action documents at this stage of the preparation process. The quality support provided by DEVCO C2 in terms of mainstreaming focuses on two main, interlinked, aspects: Integration of Environment, Climate Change and Biodiversity in Development Cooperation actions Attainment of the budget target of 20% climate change relevance, and the "Hyderabad biodiversity commitment": to double biodiversity financing by 2015 from all sources. Technical assistance to support this task is sought through this assignment. In addition, the proposed action is complementary to planned contracts regarding the Global Climate Change Alliance + (GCCA+) Support Facility, the Biodiversity for Life (B4Life) Facility, the Switch to Green Facility and the Forest Law Enforcement, Governance and Trade (FLEGT) Facility, working on sector-specific areas. 2. OBJECTIVE, PURPOSE & EXPECTED RESULTS 2.1. Overall objective The overall objective of this contract is to improve the effectiveness of EU interventions having direct or indirect effects on environment and climate issues, or being affected by environment and climate issues, through EU thematic and geographic programmes, ultimately contributing to poverty eradication, sustainable development and green growth Purpose The purpose of the technical support services to be provided under this contract is to ensure that environment and climate issues are adequately mainstreamed in the EU s geographical programmes throughout the whole programme cycle (design, implementation, monitoring and evaluation) and that efforts and investments in the areas of ECCB are adequately tracked and reported on. Support will be provided to Commission services, both in headquarters and in Delegations, and to partner countries. In order to achieve this purpose, the services to be provided will be following three categories of objectives: 1. reinforcing the capacities of EC staff and partner countries stakeholders to perform effective mainstreaming in their operations; 2. enhancing DEVCO's capacity to respond to specific queries emanating from staff throughout the organogram, providing advisory services and ad hoc support on specific queries; 3. increasing DEVCO Headquarters' capacity to ensure adequate quality of mainstreaming throughout the global portfolio of operations and to adequately report on it; improving and/or preparing tools (studies, guidelines, etc.), rules and 2015 Page 5 of 20

6 procedures, including for the tracking and reporting on relevant ECCB-related activities and spending Results to be achieved by the Contractor Result 1: Result 2: Result 3: Result 4: Result 5: Result 6: there is an increased awareness and understanding among EC staff and partner countries of the importance of improving the integration of ECCB in policies and development interventions; technical capacities of all stakeholders and in particular of EU staff enforced through sharing of knowledge and know-how; targeted audience actually request and receive support services at the various stages of the cycle of operations; all operations with significance to ECCB are screened during the Quality Support process for the quality of their adequate integration of ECCB; the quality of the financial tracking of ECCB in operations is enhanced and the contribution of EU development operations to ECCB-related objectives is adequately reported on; adequate procedures, tools and products (studies, guidelines) are developed, improved, made available and implemented. 3. ASSUMPTIONS AND RISKS 3.1. Assumptions underlying the project Assumptions underlying the project include: i) EC staff and stakeholders are aware and sensitive to the (political) importance of environment and climate change issues in development cooperation; ii) there is a strong political commitment from the EU and partner countries to reach international targets and commitments; iii) staff are aware of the existence of the present technical assistance contract, can articulate accurately requests and use the products and services; and v) the service provider has the technical capacity and expertise to produce the requested outputs to the required standard Risks The provision of technical assistance is linked to the demand from governments, EU delegations and Commission HQ. If the appetite (demand) for the services offered is not substantial the scope of the present contract would shrink. However, there are reasonable indications that environment and climate issues will maintain their current appeal among the Commission staff and partner countries. There is also a risk of competition with other topics to be mainstreamed into the EU operations (e.g. gender, private sector development, human rights ) and of "mainstreaming fatigue". The best way to avoid this will be to adequately and specifically tailor the offer of services to the precise needs of every situation. 4. SCOPE OF THE WORK 4.1. General 2015 Page 6 of 20

7 Project description The contract will provide technical assistance services to improve the effectiveness of EU interventions having direct or indirect effects on environment and climate issues, or being affected by environment and climate issues, through EU thematic and geographic programmes, ultimately contributing to poverty eradication, sustainable development and green growth. The services provided under this contract aim at ensuring that environment and climate issues are adequately mainstreamed in the EU s development cooperation and that efforts in the areas of ECCB are adequately tracked and reported on. The project will be implemented over a period of 36 months by a team leader and a second expert supported by a pool of short-term experts mobilised on a case by case basis. The key experts will consist in the team leader (key expert I, long-term), the second long-term expert (key expert II) and three short-term key experts (key experts III, IV and V). In addition, a pool of non-key short-term experts will be on hand. The team leader will be responsible for the strategic management of the assignment, the timely and quality implementation of the activities and the steering and supervision of the team of experts. S/he will be also responsible for the preparation and timely submission of progress and annual reports. As needs arise, terms of reference (TORs) for short term experts will be developed jointly with the technical assistance facility, the beneficiary countries if applicable, and EU staff. DEVCO C2 has to approve CVs submitted by the facility for each of the profiles when an assignment is requested. Depending on the context and nature of the mission either a senior or a junior expert will be preferred Geographical area to be covered All countries eligible under the Development Cooperation Instrument (DCI). Activities will take place in countries requesting specific support missions as well as in countries where institutions involved with EU supported programmes and policies related to environment and climate change are located as well as at HQ in Brussels Target groups European Commission (relevant units and delegations) and partner countries Specific work The general objectives, purpose and expected results of the assignment are indicated in part 2. More specifically, we expect to have a core team of two key experts (both long-term) supported by three short-term key experts and a pool of short term non-key experts mobilised on a case-by-case basis. In addition to the two long-term key experts, the contractor will, therefore, identify within its offer three short-term key experts. The contractor will identify during the implementation of the contract additional short-term, non-key experts if specific needs arise, who will have to be approved by the project manager before mobilisation. The team will work through a combination of technical assistance activities, including remote and on-the-spot assistance to delegations. More specifically, for each result area the following activities/outputs are foreseen: 2015 Page 7 of 20

8 Result 1: there is an increased awareness and understanding among EC staff and partner countries of the importance of improving the integration of ECCB in policies and development interventions This will include the following outputs and related activities: Developing a communication and awareness-raising strategy. This will include an assessment of existing tools and their relevance for communication and awarenessraising needs for various target audiences; definition of key messages, and identification of constraints. Preparing communication materials in relevant subjects in close collaboration with EU staff. This will include preparation of case studies, best practices, and lessons learned about the integration of ECCB in relevant policies and programmes useful for communication and knowledge sharing/management activities (approximately 15 per year). Managing and animating communication networks on environment and climate change on Capacity4Dev (online knowledge sharing and collaboration platform set-up by DEVCO). Activities foreseen are, among others, preparing blog posts to animate discussions among members of the groups, comments on events and publications, providing articles for the newsletters. To be done on a weekly basis. Result 2: technical capacities of all stakeholders and in particular of EU staff enforced through sharing of knowledge and know-how Most outputs and related activities are similar to result 1, above. They include: Developing a communication and knowledge sharing strategy. This will include an assessment of existing tools and their relevance for communication and knowledge sharing needs for various target audiences; definition of key messages, and identification of constraints. The strategy will also propose actions to address weaknesses and gaps as well as assess the impact of communication and knowledge sharing activities. It will address capitalisation and sustainability of knowledge. Producing and making available knowledge and know-how acquired from previous and on-going M&E exercises related to integration of ECCB in development programmes and other on-going work within the Commission. Preparing communication materials in relevant subjects in close collaboration with EU staff. This will include preparation of case studies, best practices, and lessons learned about the effectiveness of policies and programmes relevant for environment and climate change issues useful for communication and knowledge sharing/management activities (approximately 15 per year) 2. Managing and animating knowledge sharing networks on environment and climate change on Capacity4Dev (online knowledge sharing and collaboration platform set-up by DEVCO). Activities foreseen are, among others, preparing blog posts to animate discussions among members of the groups, comments on events and publications, contributing articles for the newsletters. To be done on a weekly basis. 2 These case studies should be prepared in close collaboration with the EUDs and comprise one 2 pagers according to EC model, and one background document of 3-4 pages with all relevant information for communication purpose. The EYD story-telling guidelines will be a key source for guidance Page 8 of 20

9 In addition, the contractor will be in charge of the organisation and delivery of up to six seminars/training sessions (two per year each lasting three days). Four of such seminars will take place in Brussels. The seminars will aim at increasing know-how and knowledge of EU and partner countries' staff. Result 3: targeted audience actually request and receive support services at the various stages of the cycle of operations This will include the following outputs and related activities: Developing and implementing a communication strategy aiming at publicising the existing offer of services, making EU staff aware of the possibilities offered by the Mainstreaming Facility and incentivising requests for support. Helpdesk operational, which provides rapid response services linked to EU staff regarding effective ECCB mainstreaming in the context of the preparation or implementation of programmes. Identifying needs and incentivising specific demands for support the contractor is expected to develop a permanent overview of DEVCO's portfolio of operations at the various stages of the programme cycle; to identify those operations that deserve particular attention as regards mainstreaming ECCB; to develop specific communication channels and address needs for support to those operations. This support could be on the spot or remote ( , phone). Field support missions will be carried out on the basis of specific ToR that will be prepared by delegations and agreed by C2. Result 4: all operations with significance to ECCB are screened during the Quality Support process for the quality of their adequate integration of ECCB The consultant will be informed in a timely manner of all the operations submitted to the Quality Support Group. The ones related to sectors that are relevant to ECCB will be screened and commented on with a view to improving their quality of integration. This will include the following outputs and related activities: Developing and following-up the pipeline of projects that are being identified or formulated and about to be submitted to the Quality Support process. Analysing and providing with comments and recommendations all the action documents in sectors and areas that are relevant to ECCB. Maintaining a robust information base to keep track of this process and its outcomes. Result 5: the quality of the financial tracking of ECCB in operations is enhanced and the contribution of EU development operations to ECCB-related objectives is adequately reported on This will include the following outputs and related activities: Supporting DEVCO in the improvement of its Rio marking methodology, in concertation with like-minded agencies (see ongoing work at Environet-OECD/DAC) Page 9 of 20

10 Providing support to DEVCO staff in the actual implementation of the Rio marking, particularly at the formulation stage. Supporting the analysis and reporting on financial flows and achievements, as regards ECCB. Result 6: adequate procedures, tools and products (studies, guidelines) are developed, improved, made available and implemented This will include the following outputs and related activities: Development of guidance material (concept notes, reference documents), and the implementation of studies on a wide range of topics. Technical assistance to support preparation of policy dialogues and to answer specific queries from delegations on a wide range of topics. As regards communication activities, the Contractor must also comply with the latest Communication and Visibility Manual for EU External Action 3. The Contractor shall ensure the capitalisation and sharing of knowledge related to the implementation of the project. It concerns observations of technical and pedagogical value, which are interesting for other professionals, and which do not infringe with the obligations of article 14 of the General Conditions of the Contract. For sharing such information, the Contractor shall use the capacity4dev.eu web platform and other relevant media available Project management Responsible body Directorate General for International Cooperation and Development, Unit C2 (Climate Change, Environment, Natural Resources) Management structure A programme manager will be designated within DEVCO C2 for the purpose of overall management, support and quality control of the Contractor s work. For each specific task that is not precisely defined in the present general terms of reference, the Commission will submit to the Contractor the respective ToRs. The Contractor will have to respond by providing to the Commission the CV(s) of the expert(s) who would carry out the mission in time for the Commission to assess the CV(s) and, subject to their approval, the mission to start within two weeks from the day when the Commission submitted the final ToRs. The Commission will always inform the Contractor of the anticipated missions pipeline and of any specific request of support at the earliest possible. Any clarification request by the Contractor (including on draft ToRs) should be replied by the Commission within a maximum of five working days. Likewise, the Commission will have a maximum of five working days to inform the Contractor of any reservations about any expert proposed for any particular mission/task. In 3 see Page 10 of 20

11 such case the Commission could request the Contractor to propose an alternative expert CV within a maximum of five working days as well. Work will be agreed on the basis of annual and more detailed quarterly work plans prepared by the Contractor in close collaboration with the project manager, and in consultation with other players (C2, other units in HQ and delegations). The annual work plan will be approved by the Contracting Authority before starting operations. These work plans will include a proposed time allocation for each member of the consultants team for the period, what they will do and the outputs and results to be produced during the period. The facility will report back on a quarterly basis against these plans and also provide updated plans for the coming period. Annual reviews will be the basis for preparing the annual work plan of the following year, and quarterly reviews will allow the preparation of the next quarterly work plan Facilities to be provided by the Contracting Authority and/or other parties Conditions allowing, the Contracting Authority will provide office and IT facilities to the team leader on a regular basis. Meeting rooms can be used on a case-by-case basis provided that staff of the Contracting Authority is participating in the event/meeting. 5. LOGISTICS AND TIMING 5.1. Location The team leader and the second long-term key expert will be based in Brussels. Their role in this assignment makes it necessary that they communicate on a daily basis between each other and with DEVCO colleagues in C2, in other thematic and geographic units as well as in Delegations. Save for the two long-term key experts and for the in-country (and HQs) support missions, the location of the assignment will be the consultants or contractors own premises. The contractor must ensure an office in Brussels for the two long-term key experts. In certain cases, to be specified, it may be required for contracted personnel, either short-term or long-term, to be posted within the facilities of the European Commission to ensure efficiency and close cooperation with EU staff Start date & period of implementation The intended start date is 01/11/2015 and the period of implementation of the contract will be 36 months. 6. REQUIREMENTS 6.1. Staff In order to respond fully to the terms of reference it is estimated that a core team of two long-term key experts (the core team), is supported by three short-term key experts and a pool of short-term non-key experts are required Page 11 of 20

12 The core team and the three short-term key experts should have a deep understanding and extensive experience in the areas relevant for this contract, including environment and climate issues and one or more relevant/sensitive sectors (e.g. agriculture, rural development, food security, energy, water and sanitation, transport, infrastructure and private sector development) as well as effective mainstreaming, combining conceptual skills, field experience, M&E, and knowledge of EU development processes. Excellent conceptual abilities, as well as drafting, communication, and oral presentation skills in English and in French, are required from the five key experts. Working knowledge of Spanish and Portuguese within the core team is necessary. A broad geographical experience would be an asset. All experts must be independent and free from conflicts of interest in the responsibilities they take on Key experts Long-term experts The two long-term key experts will provide together 350 working days a year. Each longterm expert will provide at least 160 working days a year. Other assignments performed by these two experts in the course of the implementation of the present contract should not have any relationship with their tasks under the contract. The timetable for those assignments should not in any way threaten the satisfactory delivery of services under the contract. Between the two experts, in addition to English and French, the experts must be able to cover Spanish and Portuguese. Key expert 1: Team Leader S/he will be the main interlocutor of C2 for the management of the contract and responsible for ensuring high quality of the deliverables led by the Facility. This person will have the strategic vision of the assignment, will supervise and coordinate the input of the key experts and short-term experts. S/he will advise on the identification and implementation of activities. This will include, among others: Steering and managing the assignment as a whole, carrying out a major part of the dayto-day work, dispatching discrete tasks to the other experts of the team. Preparation of specific studies and fulfilment of other support tasks requested by C2. Supervise the elaboration, production and quality control of the studies and other support tasks requested by C2. Ensure the timely preparation of the progress and annual reports and quality control of reports prepared by short term experts. Qualifications and skills Master s degree in natural resources, environmental science and management, or related studies Excellent knowledge and understanding of established methodologies for the integration of environment and climate change in development cooperation 2015 Page 12 of 20

13 Excellent writing and communication skills Sound knowledge of the project cycle Familiar with standard software for drafting documents and preparing presentations Fluency in English, good knowledge of French also required Adequate knowledge of Spanish and/or Portuguese (unless covered by key expert II) General professional experience At least 10 years of professional experience Proven experience as Team leader on at least 3 projects Specific professional experience At least 8 years in the areas relevant for this contract (i.e. environment and climate issues and one or more relevant/sensitive sectors (e.g. agriculture, rural development, food security, energy, water and sanitation, transport, infrastructure and private sector development), Field experience in developing countries of at least 5 years is a requisite At least 3 years' work experience in environment and climate change in relation to development including mainstreaming Key Expert II: Support to mainstreaming in the main relevant sectors S/he should be inter-changeable with the team leader (key expert I) when necessary (i.e. able to replace the team leader in the fulfilment of her/his tasks) but the overall responsibility for the management of the contract and for ensuring high quality of the deliverables led by the Facility will remain with the team leader. Qualifications and skills Master s degree in engineering, agriculture, hydraulics, natural resources, environmental science and management, or related studies Excellent knowledge and understanding of established methodologies for the integration of environment and climate change in development cooperation Excellent writing and communication skills Ability to work as a team member in collaboration with other experts. Sound knowledge of the project cycle Familiar with standard software for drafting documents and preparing presentations Fluency in English, good knowledge of French would be an advantage 2015 Page 13 of 20

14 Adequate knowledge of Spanish and/or Portuguese (unless covered by key expert I) General professional experience At least 5 years professional experience Specific professional experience At least 3 years in the areas relevant for this contract (i.e. environment and climate issues and one or more relevant/sensitive sectors (e.g. agriculture, rural development, food security, energy, water and sanitation, transport, infrastructure and private sector development) Field experience in developing countries of at least 2 years is a requisite At least 3 years' work experience in environment and climate change in relation to development including mainstreaming Short-term experts The three short-term key experts will provide together about 225 working days a year, of which a minimum of at least 50 working days a year for each expert. Very importantly, the short-term key experts III, IV and V should have collectively the capacity to bring sound technical expertise in the sectors of relevance to this assignment (above referred to as "relevant/sensitive sectors"). In addition, these experts should have collectively the capacity to perform their tasks in English, French, Portuguese and Spanish. They should all be fluent in English while good knowledge of French would be an advantage. Key Expert III: Support to mainstreaming in the main relevant sectors Qualifications and skills Master s degree in natural resources, environmental science and management, or related studies Excellent knowledge and understanding of established methodologies for the integration of environment and climate change in development cooperation Excellent writing and communication skills Sound knowledge of the project cycle Familiar with standard software for drafting documents and preparing presentations Fluency in English, good knowledge of French also required Adequate knowledge of Spanish and/or Portuguese (unless covered by key experts IV and V) General professional experience At least 10 years of professional experience 2015 Page 14 of 20

15 Specific professional experience At least 8 years in the areas relevant for this contract (i.e. environment and climate issues and one or more relevant/sensitive sectors (e.g. agriculture, rural development, food security, energy, water and sanitation, transport, infrastructure and private sector development)) Field experience in developing countries of at least 5 years is a requisite At least 3 years' work experience in environment and climate change in relation to development including mainstreaming Key Experts IV and V: Support to mainstreaming in the main relevant sectors Qualifications and skills Master s degree in engineering, agriculture, hydraulics, natural resources, environmental science and management, or related studies Excellent knowledge and understanding of established methodologies for the integration of environment and climate change in development cooperation Excellent writing and communication skills Ability to work as a team member in collaboration with other experts. Sound knowledge of the project cycle Familiar with standard software for drafting documents and preparing presentations Fluency in English, good knowledge of French would be an advantage Adequate knowledge of Spanish and/or Portuguese (unless covered by key expert III) General professional experience At least 5 years professional experience Specific professional experience At least 3 years in the areas relevant for this contract ((i.e. environment and climate issues and one or more relevant/sensitive sectors (e.g. agriculture, rural development, food security, energy, water and sanitation, transport, infrastructure and private sector development),). Field experience in developing countries of at least 2 years is a requisite At least 3 years' work experience in environment and climate change in relation to development including mainstreaming 2015 Page 15 of 20

16 Non key experts The Contractor shall be prepared to mobilise on short notice highly skilled senior and junior non-key experts for specific assignments, depending on the specific needs and requests that will arise in the course of the implementation. Indicatively, the short-term, non-key experts should expect to cover a minimum of 50 working days a year among each other. The profiles of the non-key experts for this contract are similar to the short-term key experts. The Contractor must select and hire other experts as required according to the profiles identified in the Organisation & Methodology and/or these Terms of Reference. It must clearly indicate the experts profile so that the applicable daily fee rate in the budget breakdown is clear. All experts must be independent and free from conflicts of interest in the responsibilities they take on. The selection procedures used by the Contractor to select these other experts must be transparent, and must be based on pre-defined criteria, including professional qualifications, language skills and work experience. The findings of the selection panel must be recorded. The selected experts must be subject to approval by the Contracting Authority before the start of their implementation of tasks. CVs for experts other than the key experts are not examined prior to the signature of the contract. They should not be included in tenders. However, the tenderer will have to demonstrate in its offer that they have access to experts with the required profiles Support staff & backstopping The Contractor will provide support facilities to their team of experts (back-stopping) during the implementation of the contract. The Contractor shall appoint a permanent staff member to follow the contract (contract manager or project director). This person will be the official contact point for the Contracting Authority for all issues linked with the running and management of the contract. Attention is drawn to the fact that secretarial and administrative support will possibly represent an important amount of work under the present contract. Therefore, it is expected that a secretary will be working at least half-time all along the three years of the assignment. The Contractor should make available support for editing, layout and design of the different documents referred to under the above-described results (cf. 4.2), to be published in electronic form, and as web documents,. The contractor should also ensure that support for translation of the languages relevant to carry out the contract is included. Backstoppers should have a proficient use of word processing, data sheets, presentations, image and photo editing and database tools. Backstopping and support staff costs must be included in the fee rates Office accommodation Office accommodation of a reasonable standard and of approximately 10 square metres or more for each long-term key expert (i.e. key experts I and II) working on the contract is to be provided by the Contractor when needed. The costs of the office accommodation are to be covered by the fee rates Page 16 of 20

17 6.3. Facilities to be provided by the Contractor The Contractor must ensure that experts are adequately supported and equipped. In particular it must ensure that there is sufficient administrative, secretarial and linguistic provision to enable experts to concentrate on their primary responsibilities. The costs of these support services are included in the fees. The fees will include all necessary communication and web services, including an adequate and user friendly platform for sharing files within the team, with the EC and our partners in differentiated and secured way. All necessary IT support to the experts will be provided by the contractor. For all travels, the experts should have all necessary support for the preparation of the travel and during the travel. The Contractor must also transfer funds as necessary to support the work of the experts under the contract and to ensure that its employees are paid regularly and in a timely fashion. The consultant should mention clearly in his offer all the facilities and support that will be provided Equipment No equipment is to be purchased on behalf of the Contracting Authority/partner country as part of this service contract or transferred to the Contracting Authority/partner country at the end of this contract Incidental expenditure The provision for incidental expenditure covers ancillary and exceptional eligible expenditure incurred under this contract. It cannot be used for costs that should be covered by the Contractor as part of its fee rates, as defined above. Its use is governed by the provisions in the General Conditions and the notes in Annex V to the Contract. It covers: Travel costs and subsistence allowances for missions, outside the normal place of posting, undertaken as part of this contract. If applicable, indicate whether the provision includes costs for environmental measures, for example C02 offsetting. Costs (including booking of meeting rooms, rental venue, support staff, per diem participants, external expert, preparation tasks, etc.) related to the organisation of training seminars (cf. Result 2), travel (when necessary) and per diems for around 5 participants of the partner country per seminar should be covered. In exceptional cases (long and complex documents, videos ), design and production of reference/information/visibility material. This will include fees for graphic designers, proof reading costs, printing costs, promotional material costs, web hosting, translation costs etc. The costs will have to be approved by the Contracting Authority before execution. The provision for incidental expenditure for this contract is EUR This amount must be included unchanged in the budget breakdown. Daily subsistence costs may be reimbursed for missions foreseen in these terms of reference or approved by the Contracting Authority, and carried out by the contractor s authorised experts, outside the expert s normal place of posting. The per diem is a flat-rate maximum sum covering daily subsistence costs. These include accommodation, meals, tips and local travel, including travel to and from the airport. Taxi fares are therefore covered 2015 Page 17 of 20

18 by the per diem. Per diem are payable on the basis of the number of hours spent on the mission by the contractor's authorised experts for missions carried out outside the expert's normal place of posting. The per diem is payable if the duration of the mission is 12 hours or more. The per diem may be paid in half or in full, with 12 hours = 50% of the per diem rate and 24 hours = 100% of the per diem rate. Any subsistence allowances to be paid for missions undertaken as part of this contract must not exceed the per diem rates published on DEVCO website 4 at the start of each such mission. The Contracting Authority reserves the right to reject payment of per diem for time spent travelling if the most direct route and the most economical fare criteria have not been applied Lump sums No lump sums are foreseen in this contract Expenditure verification The provision for expenditure verification covers the fees of the auditor charged with verifying the expenditure of this contract in order to proceed with the payment of any prefinancing instalments and/or interim payments. The provision for expenditure verification for this contract is EUR This amount must be included unchanged in the Budget breakdown. This provision cannot be decreased but can be increased during execution of the contract. 7. REPORTS 7.1. Reporting requirements Please see Article 26 of the General Conditions. Interim reports must be prepared every six months during the period of implementation of the tasks. They must be provided along with the corresponding invoice, the financial report and an expenditure verification report defined in Article 28 of the General Conditions. There must be a final report, a final invoice and the financial report accompanied by an expenditure verification report at the end of the period of implementation of the tasks. The draft final report must be submitted at least one month before the end of the period of implementation of the tasks. Note that these interim and final reports are additional to any required in Section 4.2 of these Terms of Reference. Each report must consist of a narrative section and a financial section. The financial section must contain details of the time inputs of the experts, incidental expenditure and expenditure verification. To summarise, in addition to any documents, reports and output specified under the duties and responsibilities of each key expert above, the Contractor shall provide the following reports: Name of report Content Time of submission 4.htm Page 18 of 20

19 Inception Report 6-month Progress Report Draft Final Report Final Report Analysis of existing situation and work plan for the project Short description of progress (technical and financial) including problems encountered; planned work for the next 6 months accompanied by an invoice and the expenditure verification report. Short description of achievements including problems encountered and recommendations. Short description of achievements including problems encountered and recommendations; a final invoice and the financial report accompanied by the expenditure verification report. No later than 2 months after the start of implementation No later than 1 month after the end of each 6-month implementation period. No later than 1 month before the end of the implementation period. Within 1 month of receiving comments on the draft final report from the Project Manager identified in the contract Submission & approval of reports Two copies of the reports referred to above must be submitted to the Project Manager identified in the contract. The reports must be written in English. The Project Manager is responsible for approving the reports. At the end of each assignment provided by short term experts the Contractor will provide to the Contracting Authority the draft mission or technical reports where applicable. Such reports are expected to be presented only as an electronic version. Within 30 days following this submission of the draft report(s) the Contracting Authority will provide the Contractor with comments. This final report will be delivered in two paper copies and an electronic version. 8. MONITORING AND EVALUATION 8.1. Definition of indicators Quantitative indicators: number of documents prepared (studies, articles, case studies, strategy, M&E toolkit, databases, repositories etc. ) number of training courses delivered, and number of participants number of missions organised and carried out; etc. compared to targets 2015 Page 19 of 20

20 proportion of Rio-marked finance in the whole portfolio Qualitative indicators: timeliness of documents prepared workload generated (e.g. number of action documents screened and time invested) quality of language, (clarity, appropriateness, styles used, etc.) quality of presentation (consistency of formats, styles, references, tables of content, glossaries, supports selected, innovation, etc.) degree of satisfaction of users/readers/attendees level of adoption/application/regular use of methods and tools proposed/ developed positive changes (behaviour, attitude, knowledge etc.) which can be attributed to the services provided quality of the ECCB integration in projects and programmes Both quantitative and qualitative indicators will be collected through a specific system (questionnaires, surveys, interviews, blogs, tracking system etc.) to be developed by the Contractor in the methodology as part of the performance monitoring of the contract. * * * 2015 Page 20 of 20