REQUEST FOR EXPRESSIONS OF INTEREST (CONSULTING SERVICES)

Transcription

1 REQUEST FOR EXPRESSIONS OF INTEREST (CONSULTING SERVICES) COUNTRY: TRINIDAD AND TOBAGO SECTOR: DISASTER MANAGEMENT PROJECT: RISK REDUCTION MANAGEMENT CENTRES (RRMC) SOUTH-SOUTH PILOT INITIATIVE - TRINIDAD & TOBAGO PILOT REQUEST FOR EXPRESSIONS OF INTEREST INDIVIDUAL CONSULTING SERVICES FOR (COMMUNITY-BASED) EARLY WARNING TRAINING FOR MAYARO RIO CLARO REGIONAL CORPORATION The Government of Trinidad and Tobago through the Office of Disaster Preparedness and Management (ODPM), in collaboration with the UNDP, Caribbean Risk Management Initiative (CRMI) and the Ministry of Local Government, is currently engaged in a regional pilot initiative to replicate the Cuban Risk Reduction Management Centres (RRMC) model to our local country context. The RRMC model is essentially a capacity building tool designed to assist local government authorities in managing and effectively utilizing risk information for decision support, while fostering increased level of community interface and participation. An individual consultant is sought to provide technical assistance to the ODPM and project partners in the design, development and delivery of (Community-based) Early Warning training for the RRMC pilot initiative in the Mayaro Rio Claro Regional Corporation. The Consultant will be required to work closely with project partners - ODPM, UNDP and the Ministry of Local Government for an intended engagement period of approximately eight (8) weeks. The ODPM now invites eligible individual consultants to indicate their interest in providing the services. Expressions of Interest must include information establishing consultants are qualified and /or experienced to perform the services (CVs, brochures, description of similar assignments, experience in similar conditions, availability, etc.). Consultants will be evaluated based on same. Please see the attached (below) for Terms of Reference. Interested consultants may obtain further information from the ODPM by contacting Ms. Candice Ramkissoon at (868) ext or cramkissoon@mns.gov.tt OR Ms. Joanna Wilson at (868) ext or jwilson@mns.gov.tt. Expressions of interest must be delivered via direct mail or to the address indicated below by July 12 th Office of Disaster Preparedness and Management Attn: Candice Ramkissoon, Project Coordinator 4A Orange Grove Road Tacarigua, Trincity Trinidad, West Indies Tel: (868) odpm.rrmc@gmail.com Page 1 of 9

2 Risk Reduction Management Centres (RRMC) South-South Pilot Initiative Trinidad & Tobago Pilot TERMS OF REFERENCE INDIVIDUAL CONSULTANCY SERVICES FOR (COMMUNITY-BASED) EARLY WARNING TRAINING for MAYARO RIO CLARO REGIONAL CORPORATION 1. BACKGROUND 1.1 The Government of Trinidad and Tobago through the Office of Disaster Preparedness and Management (ODPM) is currently engaged in a pilot initiative along with four other countries in the Caribbean region to learn from, adapt and replicate the Cuban Risk Reduction Management Centre (RRMC) model, to our local country context. This model constitutes an instrument of local governments designed to manage (collect, document, compile, analyze, share) information about hazards, risks and vulnerabilities in a given territory and support informed decision-making by local authorities. 1.2 With financial and technical support being made available through project sponsors UNDP and the Caribbean Risk Management Initiative (CRMI) and Cuban technical assistance, this country adapted RRMC pilot initiative is aimed at improving the performance of local governance institutions - primarily the Disaster Management Unit (DMU) system in their disaster risk reduction responsibilities, while fostering increased level of community interface and participation. This initiative is also expected to supplement the capabilities of the National Disaster Office, thereby maximizing the effectiveness of disaster risk reduction and management (DRR/DRM) interventions all round. 1.3 Given the current DRR capacity gaps and constraints at the local level, the RRMC's main objectives will seek to improve and/or create better documentation, access to and transmission of critical disaster and emergency information within the disaster management system in Trinidad and Tobago. In view of this, the pilot RRMC implementation will focus on strengthening capacity within in the selected pilot site - Mayaro Rio Claro Regional Corporation (MRCRC), specifically in the areas of: a) Community-based Early Warning (EW) capacity and b) GIS technical capacity 1.4 The pilot is in effect for a one year period, from January 2013 December Implementation activities are expected to extend from June-November 2013, inclusive of the following: a) Training in the selected components - GIS and Early Warning (community-based) b) Establishment of network of Early Warning Points (EWPs) made up of trained community persons equipped and stationed in 3 high risk communities in MRCRC c) GIS implementation in the pilot site, specifically MRCRC Disaster Management Unit (DMU) Continuous documentation of the lessons learned is expected throughout 1.5 At this juncture, it has become necessary to acquire technical assistance for this pilot, specifically for development and delivery of the Early Warning training, carded for between August-September The training workshop s primary objective is to train the early warning points (EWPs) for Mayaro Rio Claro and other stakeholders relevant to the implementation of the early warning activities for this Page 2 of 9

3 regional corporation. Further, it is intended that lessons learnt from this process will also be used to adapt the model for implementation in other regional corporations and for sharing across the Caribbean. 1.7 These Terms of Reference refer to the services of an individual consultant with sufficient familiarity and/or qualification in Disaster Risk Management and/ or Early Warning, to provide technical support to the RRMC pilot initiative. The individual consultant will design, develop and deliver (Community-based) Early Warning training aimed at strengthening Community-based Early Warning (EW) capacity in pilot area. 2. OBJECTIVE 2.1 The objective of the consultancy is to provide technical assistance to the ODPM and project partners in the design, development and delivery of (Community-based) Early Warning training for the RRMC Pilot initiative. 3. TASKS 3.1 Under the direction of the ODPM RRMC Project Coordinator, and in close coordination with other project partners UNDP and Local Government, the consultant will conduct the following activities: In consultation with the project partners; design, prepare and deliver, user-friendly EW Training Manual and basic EW Toolkit inclusive of a basic EW Communications Plan for participants of the RRMC pilot initiative (Refer to ANNEX A ) Facilitate the delivery of the Early Warning training workshop to (25-30) participants - Deliver specific EW training modules (as agreed by all project partners) - Design, conduct and facilitate the practical exercises and scenarios with participants Prepare post-workshop, a finalized EW Toolkit and finalized EW Communications Plan inclusive of sensitization and awareness materials, which incorporate any important output or results of the workshop; to be used for reference and to support implementation of EWPs (Refer to ANNEX A, 2.0 and 3.0) Prepare post-workshop report including technical brief, narrative summaries, lessons learnt and recommendations (Refer to ANNEX A, 4.0) Present outcomes of the consultancy to multi-stakeholder platform - National Disaster Risk Reduction Committee (NDRRC) 4. DELIVERABLES & TIMELINE 4.1 The Consultant will deliver to identified stakeholders in Mayaro Rio Claro Regional Corporation, a single, two (2) day Early Warning Training Workshop, as noted in schedule of deliverables presented in Annex B. 4.2 The Consultant will submit to the ODPM RRMC Project Coordinator for review and approval, the following outputs also included in the schedule of deliverables presented in Annex B. These include: i. Early Warning Training Manual ii. Early Warning Toolkit (Draft and Final) iii. Early Warning Communications Plan (Draft and Final) including sensitization and awareness materials iv. Workshop Report (Draft and Final) and v. Presentation at the National Disaster Risk Reduction Committee (NDRRC) multi-stakeholder meeting 4.3 Consultant will deliver the items within the expected timelines noted in Annex B Schedule of Deliverables, given the tight time-frame for the RRMC pilot implementation. Project team will formalize with the Consultant, the specific dates for delivery within the expected timelines. Page 3 of 9

4 4.4 Expected Format of Deliverables Deliverables will be in form of on-site engagements with project stakeholders and training participants OR documented format All materials developed for this consultancy - Training manual, Toolkit and Communications Plan must be made available in both hardcopy AND digital format 4.5 Documented items - reports, plans, manuals etc must be properly formatted, well structured and submitted in Microsoft Word and/or Microsoft PowerPoint where relevant 4.6 Deliverables will be subject to review by panel comprised of the staff of the ODPM, UNDP, Local Government partners and the National Disaster Risk Reduction Committee (NDRRC) as needed. 4.7 Upon satisfactory review and acceptance of deliverables, and in accordance with schedule noted in ANNEX B, Consultant will be invited to invoice for payment. 5. METHODOLOGY 5.1 Consultant will be expected to attend onsite planning meetings, participate in virtual meetings and conduct interviews as needed to gather information for building the training modules 5.2 Additionally, Consultant will be required to engage with project partners, to identify and become familiar with operational aspects of the project in an effort to develop the requisite material which will be added to the training manual 5.3 Consultant will review, provide recommendations, sanitize and compile any existing and developed materials into audience-appropriate training modules 5.4 Consultant will use all information gathered to compile a documented Toolkit of items (Refer to ANNEX A 3.0) which will initially be presented in draft along with Training manual; Toolkit will be updated post workshop for dissemination to training participants and stakeholders 5.5 Under consultation with the RRMC Project Coordinator the Consultant will prepare a Communications Plan as part of the training modules and Toolkit, which will be updated and finalized based on workshop outcomes. This component will include identification and development of specific sensitization and awareness materials. 5.6 Consultant will prepare Workshop report, informed by workshop outcomes 5.7 Consultant will be required to present on major aspects and outcomes of the consultancy to the National Disaster Risk Reduction Committee (NDRRC), with feedback to be incorporated into Final Workshop report 6. INPUTS 6.1 The ODPM and project partners will provide the selected consultant with all of the existing and available documentation, knowledge and guidance required to facilitate the completion of the consultancy, including: Project specific reference documents T&T RRMC Implementation plan, RRMC background information and supporting documents, Pilot site information etc Any partner specific (Local government DMUs, ODPM) pre existing or pre-prepared items and materials presentations, workflows, templates etc Requirements/Specifications for identified deliverables - Training Manual (topics to be covered), Toolkit content, Communications plan, Workshop reporting, Awareness & Sensitization Materials (Refer to ANNEX A) Scheduled interviews via onsite or virtual meetings, phone, Shared Dropbox folder to facilitate efficient and easy sharing and delivery of items Support for printing of Toolkit and Sensitization and Awareness materials (funding, in-kind) Page 4 of 9

5 7. CHARACTERISTICS OF THE CONSULTANCY / WORK PROGRAM Type: Fixed-fee / fixed budget consultancy, Individual Consultant (1) Location: Offsite with on-site sessions as stipulated and/or necessary Duration: Intended engagement period approximately 6-8 weeks between August and September 2013) Qualifications and Experience: The Consultant will have the following minimum qualifications and experience: (i) A degree in a relevant discipline, with a focus on risk communication and disaster preparedness (ii) An postgraduate degree or equivalent qualification or experience in disaster risk management, early warning, or related field will be considered; (iii) A minimum of two (2) years proven experience in area of disaster risk management or related field; (iv) Experience in community outreach, interfacing at community level; (v) Skills in developing and implementing training courses or workshops and preparing toolkits; (vi) (vii) 8. PAYMENT Excellent communication and writing skills in English; and Ability to handle multiple tasks without compromising quality, team spirit and positive working relationships. 8.1 The consultancy will be based on a fixed-price/fixed-budget contract in the sum of $ TTD 8.2 The Consultant will be paid on the basis of deliverables approved by the Project partners, and payment schedule noted in ANNEX B: 50% upon delivery of Items % upon submission and acceptance of Items EXECUTION & SUPERVISION 9.1 The selected Consultant will be assigned to the ODPM for a period of approximately 6-8 weeks between August and September The selected Consultant will report directly to the ODPM RRMC Project Coordinator who will supervise the consultancy and to the UNDP Project Coordinator upon request. It is expected that progress updates will be facilitated upon request of Project Coordinator. 9.3 Travel within the country will be required to facilitate the completion of the consultancy 9.4 RRMC Project partners - the ODPM, UNDP and Local Government partners will provide technical, administrative and coordination support to the project. 9.5 The National Disaster Risk Reduction Committee (NDRRC) will be leveraged as a platform for providing technical oversight to the consultancy Page 5 of 9

6 ANNEX A PROPOSED REQUIREMENTS/SPECIFICATIONS FOR PROJECT DELIVERABLES 1.0 TRAINING MANUAL Early Warning Training workshop is intended to cover the following items: TOPIC TRAINING AIDS/FORMAT OVERVIEW PRESENTATIONS 1 RRMC overview (Brief Background, Concept, Model etc) a. PPT Presentation b. Handout 2 Early Warning/Early Warning Point (EWP) overview - Goals and clear objectives (Setting expectations) - EW Definitions, Components of EW, - Case studies / Demos (including local), community specific examples etc, focus on most frequent hazards for early warning etc. 3 MRCRC Overview Main features, Hazard Profile, DMU Function and coordination with National Disaster Office STANDARD OPERATING PROCEDURES / EW OPERATIONS MANUAL 4 Training modules intended to cover aspects of EWP operations: (expected for EWP implementation) - Overall Workflow (Chart) - Roles, Responsibilities and Coordination Stakeholder mapping who is involved in EW - Overview of relevant Protocols, Legal and Policy Framework, need for MOUs - Using Risk Information for Early Warning, - Early Warning Triggers (for identified frequent hazards) & Alerting Mechanisms (selection of community alerting/warning mechanism bell, flag, bullhorn etc and instructions for alerting different audiences) facilitated discussion - Key Workflows/ SOPs Monitoring & Communicating/Reporting EW Info - Monitoring mechanisms/approach - Operations in peacetime/emergency situations (step by step instruction chart) - Daily check-in (template) Recording EW Info (Basic Template) - Daily EWP Logs (template) - Seasonal chart (template) Using EW info a. PPT Presentation b. Handout c. Case Studies/Demos PROPOSED FACILITATOR ODPM/DMU Coordinator/UNDP ODPM/Consultant REFERENCE MATERIAL/SUPPORT RRMC Background documents, Concept Note, Implementation Plan Cuban Technical Training Manual, RRMC Background documents, Concept Note, Implementation Plan a. PPT Presentation MRCRC ODPM/MRCRC DMU materials, MRCRC Info Brief, MRCRC Spatial Development Plan, CSO Data a. Presentation b. Handouts c. Facilitated Discussion Consultant (advised/informed by DMU Coordinator/MRCRC DMU/ODPM) ODPM SOPs, ODPM Daily Brief DMU SOPs, DMU Check-in procedure Cuban Technical Training Manual, RRMC Background documents, Concept Note, Implementation Plan Communications plan Page 6 of 9

7 TOPIC - Warning Dissemination - Response Emergency Preparedness and - Mitigation Planning TRAINING AIDS/FORMAT PROPOSED FACILITATOR DMU Coordinator REFERENCE MATERIAL/SUPPORT Development of communications plan - I.d. of target audiences and communication mediums - Early warning messages for identified target audiences (Templates) - Recommended actions for parties responsible for monitoring, reporting and alerting - Recommended Community Actions /response - I.d. & development of community awareness and sensitization materials - Contact listings etc Working with Tools and equipment - How to use radios, megaphones - Plan for maintenance SCENARIO / PRACTICAL COMPONENT 5 Scenario exercises (simulation/tabletop) - (2 or 3) Objective EWPs clearly understand their role and function and operationalize this accordingly, in the relevant situation Facilitated discussions a) Exercise Evaluation, Feedback and Recommendations a. Presentation b. Handouts c. Facilitated discussions / Participatory session a. PPT Presentation b. Handouts c. Demo / Participatory session a. Practical, Participatory session b. Handouts c. Facilitated discussions d. Evaluation forms Consultant (advised/informed by DMU Coordinator/ MRCRC DMU/ODPM) ODPM guidance for scenario development Historical incident records ODPM, DMU 2.0 COMMUNICATIONS PLAN Objective Prepare a simple Communications Plan for workshop participants, which will also be used post-workshop in implementation of early warning points within MRCRC. Draft materials related to this document are expected to be presented to participants at training workshop, however workshop will be used as an avenue to collect further information and solidify content for this document Communications plan will address communication relationship between the following parties: i. Mayaro Rio Claro (MRC) Early Warning points (EWPs) ii. Mayaro Rio Claro Disaster Management Unit (DMU) and Regional Corporation (MRCRC) iii. National Disaster Office ODPM iv. Public MRCRC Communities Page 7 of 9

8 Communications plan will involve development of and/or include: i. Identification of target audiences, objectives and communication mediums/tools under this component of the project ii. Early warning message templates for identified target audiences iii. Compilation of existing useful materials - ODPM Emergency Information/brochures) Contact Listings etc. iv. Identification of specific community awareness and sensitization materials to be developed posters, charts, flyers, brochures, social media page etc SENSITIZATION AND AWARENESS MATERIALS: Referencing any recommendations made in the communications plan, the Consultant will work with project partners to prepare suitable community awareness and sensitization materials around (but not limited to) the following: i. RRMC EWP Overview (project context, purpose, function etc) Poster and brochure or flyer formats proposed ii. EWP Overall Workflow chart Chart proposed iii. What to do in an Emergency Community actions after warning is given (General and specific actions for each EWP area) 3.0 TOOLKIT Objective To provide a toolkit of items for reference and support for EWP implementation, as well as a tool for future replication Format Toolkit will be made available in both digital and hardcopy. Items in the toolkit can be in the form of informational presentations, checklists, templates, charts, audio visuals aids pictures, maps, video, web-links, datasets etc. Toolkit content will be inclusive of, but not limited to the following: i. Training Manual (modules) (see 1. Above) ii. Communications plan (see 2. Above) iii. Any documented outputs/results of training workshop (results of facilitated discussions, practical exercises etc) iv. Compilation of existing, useful DRR/DRM related materials - ODPM Emergency Information/brochures), Emergency Contact Listings, Shelter listings etc. v. Overview Replication template or checklist for EWPs vi. Copies or links to reference material - documents, websites etc vii. Video and picture library viii. Evaluation forms 4.0 WORKSHOP REPORT Final Workshop report should include: i. The activities undertaken - technical briefs, narrative summaries ii. Impact realized in terms of intended capacity building iii. Lessons learnt and recommendations (including those of other stakeholders) Page 8 of 9

9 ANNEX B SCHEDULE OF DELIVERABLES Item Deliverable Format Expected/Estimated Timeline for Payment No. Delivery 1 (Consultancy contract awarded) On site- engagement 1 st week August 2013 Kick off meeting 2 Draft Early Warning Training Manual (with Basic Toolkit and draft Communications Plan) Document 2 nd week from award of contract 50% upon delivery of training* 3 Final Early Warning Training Manual 3 rd week from award of contract 4 Facilitate Early Warning training workshop (2 days) On-site engagement 4 th week from award of contract 5 Draft Early Warning Communications Plan 1 week post EW Training workshop 50% upon delivery of 6 Final Early Warning Communications Plan including Document 2 weeks post EW Training workshop noted documentation* Sensitization and Awareness Materials 7 Completed Toolkit (training manual updated with Document 2 weeks post EW Training workshop outputs/results of workshop etc) 8 Draft Workshop Report Document 2 weeks post EW Training workshop 9 Presentation to National Disaster Risk Reduction On-site engagement 3 weeks post EW Training workshop Committee (NDRRC) 10 (Final) Workshop Report Document 3 weeks post EW Training workshop Consultancy Budget: TTD $20 000* Page 9 of 9