Download Terms of Reference for the Climate Support Facility under the GCCA

ANNEX II: TERMS OF REFERENCE
for
TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY
UNDER THE 10TH EDF INTRA-ACP FINANCIAL FRAMEWORK
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CONTENTS
1.
OVERVIEW ........................................................................................................................................ 3
1.1.
1.2.
1.3.
1.4.
1.5.
2.
PURPOSE AND EXPECTED RESULTS ......................................................................................... 5
2.1.
2.2.
3.
GENERAL WORK FLOW ................................................................................................................. 6
GENERAL RESPONSIBILITIES OF THE CONSULTANT....................................................................... 7
SPECIFIC RESPONSIBILITIES OF THE CONSULTANT ........................................................................ 7
PROJECT MANAGEMENT ............................................................................................................... 8
LOGISTICS AND SCHEDULE ........................................................................................................ 9
5.1.
5.2.
6.
UNDERLYING ASSUMPTIONS ......................................................................................................... 6
RISKS ........................................................................................................................................... 6
SCOPE OF WORK ............................................................................................................................. 6
4.1.
4.2.
4.3.
4.4.
5.
PURPOSE OF THE CLIMATE SUPPORT FACILITY ............................................................................ 5
RESULTS TO BE ACHIEVED BY THE CONSULTANT ......................................................................... 5
ASSUMPTIONS AND RISKS ........................................................................................................... 6
3.1.
3.2.
4.
PROJECT CONTEXT ....................................................................................................................... 3
PROJECT ORIENTATION ................................................................................................................. 3
BENEFICIARY COUNTRIES ............................................................................................................. 4
CONTRACTING AUTHORITY .......................................................................................................... 4
CURRENT STATE OF AFFAIRS IN THE CLIMATE CHANGE SECTOR ................................................... 4
LOCATION .................................................................................................................................... 9
COMMENCEMENT DATE & PERIOD OF PERFORMANCE ................................................................... 9
REQUIREMENTS .............................................................................................................................. 9
6.1.
PERSONNEL .................................................................................................................................. 9
6.1.1. Key experts.............................................................................................................................. 9
6.1.2. Other experts ........................................................................................................................ 11
6.1.3. Allocation of working days ................................................................................................... 12
6.1.4. Support staff & backstopping................................................................................................ 12
6.2.
OFFICE ACCOMMODATION .......................................................................................................... 12
6.3.
FACILITIES TO BE PROVIDED BY THE CONSULTANT .................................................................... 12
6.4.
INCIDENTAL EXPENDITURE ......................................................................................................... 12
6.5.
EXPENDITURE VERIFICATION...................................................................................................... 13
7.
BUDGET ............................................................................................................................................ 13
8.
REPORTING .................................................................................................................................... 13
9.
ADMINISTRATIVE INFORMATION .......................................................................................... 14
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1.
OVERVIEW
1.1.
Project context
This project is programmed under the umbrella of the EUR 40 million Financing
Agreement within the EDF Intra-ACP financial framework of support to the EU Global
Climate Change Alliance (GCCA). The objective of the Intra-ACP programme is to
support the sustainable development of the ACP regions and countries, ensuring their
progress towards the Millennium Development Goals.
1.2.
Project orientation
The specific focus of these Terms of Reference is a EUR 4 million (indicative budget)
technical assistance component of the above-referenced Financing Agreement, hereafter
referred to as the “Climate Support Facility” or the “CSF.” It will provide short-term
technical assistance to regional institutions and countries in a range of areas related to
climate change. Typical TA will include the organisation of workshops and seminars,
developing climate change mitigation and adaptation strategies and priorities, elaborating
climate change mitigation and adaptation projects to be funded from other sources,
capacity building, awareness raising, improving dialogue and exchange of knowledge,
enhancing the ability of countries to fully engage in international climate change
negotiations, etc.
Climate change is of major concern to countries of the ACP Group, as expressed in a
number of political declarations. The European Consensus of 2005 ensured that
adaptation to the negative effects of climate change would be central to the Community's
support of LDCs and SIDS (Part 2, Art. 76). In September 2007, the Global Climate
Change Alliance (GCCA) was set in motion by the adoption of the Communication on
Building a Global Climate Change Alliance between the European Union and poor
developing countries most vulnerable to climate change. The joint Africa/EU Strategy
and first Action Plan (2008-2010) endorsed by the Lisbon Africa/EU Summit in
December 2007 emphasised enhanced action on adaptation, in particular with LDCs,
SIDS and other countries most affected by drought, desertification and flooding. More
recent were the May 2008 Caribbean/EU joint declaration, the November 2008 joint
Pacific/EU declaration, and the December 2008 joint Africa/EU declaration on climate
change. The joint ACP/EU declaration on climate change was agreed at the May 2009
Joint ACP-EU Council. Assisting the ACP countries in addressing climate change is not
only part of the larger goal of striving for environmental sustainability, but is also
important to alleviate poverty through adaptation so that the effects of climate change do
not undermine progress towards the Millennium Development Goals.
Priority areas in ACP countries where the need for technical assistance to deal with the
effects of climate change may be significant include, inter alia, the water and agricultural
sectors, the forest sector (REDD+ and CDM A/R), the global carbon market, disaster risk
reduction, and integrating climate change into poverty reduction efforts.
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1.3.
Beneficiary countries
Beneficiaries of the “Climate Support Facility” are all ACP countries and ACP Regions.1
Projections of the effects of climate change show that the Least Developed Countries
(LDCs) and Small Island Developing States (SIDS) will be hit earliest and hardest.
Moreover, these countries have the fewest resources to prepare for or respond to climate
change impacts, and to adapt their way of life. Without appropriate measures, climate
change is therefore likely to further delay the achievement of the Millennium
Development Goals (MDGs) in these and many other developing countries.
1.4.
Contracting Authority
The Climate Support Facility (indicative budget EUR 4M) is to be managed by the ACP
Secretariat on behalf of the ACP Group of States (“Contracting Authority”).
The implementation of the Climate Support Facility will be carried out by a consulting
firm or consortium (the “Consultant”) to which a service contract will be awarded in
accordance with EDF contract procedures and standard documents.
1.5.
Current state of affairs in the climate change sector
The European Commission funds many projects with relevance to climate change in
areas such as forestry, biodiversity preservation, sustainable natural resources
management, energy, agriculture and rural development, the fight against desertification,
water management, pollution control, institutional support, etc.
In order to deal with the effects of climate change, many of the Least Developed
Countries (LDCs) have produced National Adaptation Programmes of Action (NAPAs)
with the support of the United Nations Framework Convention for Climate Change
(UNFCCC) Least Developed Countries Fund. NAPAs identify the most urgent and
immediate adaptation needs of LDCs, and NAPAs have already been finalised in many
LDCs. However, funding for urgent activities identified in NAPAs has so far been
limited. Increased efforts are necessary to secure investments in line with the NAPAs and
to integrate the NAPA priorities with broader national and regional development
strategies.
In addition to the €40 million GCCA programme under the 10th EDF Intra-ACP
financial agreement, a further €63 million (including contributions from EU member
states such as Ireland, Sweden, Cyprus and the Czech Republic) have been specifically
dedicated under the Environment and Natural Resources Thematic Programme (ENRTP)
to GCCA activities.
1
The list of ACP countries may be found at http://www.acpsec.org/en/acp_states.htm.
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2.
PURPOSE AND EXPECTED RESULTS
2.1.
Purpose of the Climate Support Facility
The Climate Support Facility (CSF) is designed to provide technical assistance to ACP
regional institutions and countries in a range of areas related to climate change. Its
general purpose is three-fold:
(1)
to support ACP regional institutions and countries to better carry out
their mandates in the area of climate change. Examples of such support
may include:

enhancing the capacity of ACP regional institutions and countries to
provide adequate responses to climate change;

improving the dialogue and exchange of knowledge within ACP
regions and between the ACP and the EU with regard to preparing
for and dealing with the effects of climate change;

enhancing the ability of ACP regions and countries to contribute to
the international debate on climate change;
(2)
to support the preparation and/or implementation of regional and
national climate change strategies, fixing priorities, etc.;
(3)
to help define and support the implementation of specific measures
designed to mitigate or adapt to the impacts of climate change.
Experience so far demonstrates that key areas where technical assistance will likely be
required include integrated water management, integrated land management and disaster
risk reduction.
2.2.
Results to be achieved by the Consultant
The Consultant, through the provision of short-term technical and administrative
expertise – and while maintaining a close working relationship with the ACP Secretariat
– will contribute to the attainment of a range of results, including but not limited to the
following:
(1)
To provide a Climate Support Facility (CSF) that is widely recognised as
being responsive and effective in dealing with regional and national
requests for relevant assistance, ensuring complementarity with the ongoing GCCA Support Facility.
(2)
To enhance the level of clarity and communication with regard to the
GCCA (as a global initiative) and climate change issues of ACP regional
and national authorities – with each other, with the EU and with other
international organisations – for example, by organising and delivering
specific workshops and seminars, developing background materials for
such events, etc.
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3.
(3)
To improve the definition and detail of regional climate change
strategies, with implementation measures better prioritised and actual
implementation further advanced.
(4)
To further regional and country mitigation and adaptation responses to
climate change by helping to define and detail actions and projects that
may be financed by donors.
(5)
To ensure a satisfactory coordination of TA provided through the CSF
with other ACP regional activities in the area of climate change,
including the GCCA Support Facility funded through the ENRTP and
managed by the European Commission.
ASSUMPTIONS AND RISKS
3.1.
Underlying assumptions
The assumptions that will determine the success of the Climate Support Facility and the
delivery of its expected results are mostly associated with the timely (i.e., before the
start-up of the CSF) appointment of a dynamic and well qualified Expert to provide
climate related technical assistance to the ACP Secretariat, the awareness of stakeholders
of the existence of the Climate Support Facility, and the ability of the ACP Secretariat to
develop a climate change Work Programme and process requests for assistance in a
timely manner and with sufficient clarity to permit the requests to be rapidly reviewed
and the Consultant to provide focused technical assistance through the Climate Support
Facility.
3.2.
Risks
As mentioned above, a Climate Change Expert will assist the ACP Secretariat to
programme the technical assistance that will be provided through the CSF and to monitor
the results. Among other tasks the ACP Secretariat will develop a Work Programme of
short-term technical assistance to the ACP countries, which will be submitted to the
review and approval of the Brussels-Based Sub-Committee (see Section 4.1 below). In
order to reduce the risks to the CSF objectives inherent in this process, during the review
of the Work Programme for short-term technical assistance, particular attention will be
given to the TA relevance, feasibility and potential to produce results that are also
relevant to the needs of other ACP countries.
4.
SCOPE OF WORK
4.1.
General work flow
Keeping in mind the need for close collaboration with the ACP Secretariat (see Section
4.4 below), the general work flow of the Climate Support Facility, especially as it relates
to the ACP Secretariat, is briefly described here in order for the Consultant to better
appreciate its role in the process. The main elements of the general work flow include the
following:
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 Through consultation with the various members of the Steering Committee (see
Section 4.4 below), the ACP Secretariat develops a Work Programme of
workshops and other short-term technical assistance to the ACP countries and
regions, including estimated budgets and schedules, which may be updated
periodically;

The ACP Secretariat presents the Work Programme to the Brussels-Based SubCommittee (BBSC), described in Section 4.4 below, for general approval;

Other specific requests for technical assistance may be submitted to the ACP
Secretariat at any time by stakeholders. The ACP Secretariat will consider the
merits of each request in light of the project budget and guidelines approved by
the Steering Committee, and if relevant and further approved by the BBSC, the
Work Programme will be revised accordingly;

For each element of the approved Work Programme, the ACP Secretariat, in
consultation with the Beneficiary, prepares one or more Work Orders with budget
and schedule;

The Consultant identifies the expert(s) who is/are qualified to provide the TA,
obtains the approval first of the Beneficiary and then of the ACP Secretariat, and
mobilises the TA to implement the Work Order;

The Consultant ensures the overall quality and timely delivery of the work;

The Consultant ensures that the appropriate reporting is carried out, and ensures
specific provision for information sharing and knowledge management among the
interventions provided through the Climate Support Facility. The ACP Secretariat
monitors the responsiveness and effectiveness of the technical assistance
provided.
4.2.
General responsibilities of the Consultant
The Consultant will be responsible to provide all administrative and TA services for the
EUR 4M Climate Support Facility in support of a wide range of climate change related
actions and measures as included in the Work Programme to be developed by the ACP
Secretariat.
The Consultant will keep informed of climate change activities and developments in the
ACP region in order to provide technical assistance in the most effective manner.
4.3.
Specific responsibilities of the Consultant
The key responsibilities of the Consultant are listed below:

The Consultant will appoint a part-time (80%) “CSF Administrator” based in
Brussels. The Administrator will be responsible for the proper functioning of the
Climate Support Facility (CSF). Through the CSF, the Consultant will respond to
specific Work Orders from the ACP Secretariat for technical assistance in the
field, identify appropriate expert(s) to deliver the technical assistance, and
mobilize the expert(s) to provide the requested technical assistance. In general,
the technical assistance to be delivered by the Consultant will fall under one or
more of the following categories:
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(1)
support dialogue and exchanges of experience on climate change:
(a) between the ACP and the European Union,
(b) between the ACP regions, and
(c) within the ACP regions;
(2)
provide institutional support and capacity building to national and
regional institutions through workshops, seminars and other means;
(3)
provide technical assistance and expertise to ACP regions and countries
for analytical work and specific activities linked to the increase of
knowledge and the design of appropriate regional, national and local
responses to the impacts of climate change (including adaptation
measures);
(4)
advise on how to more effectively integrate climate change into regional,
national and sector development policies, plans, and budgets.

The Consultant will establish a close working relationship with the ACP
Secretariat on matters related to the Climate Support Facility.

The Consultant will establish a reliable mechanism for rapidly processing Work
Orders received from the ACP Secretariat, with the objective of mobilising TA
within three weeks of receiving such a request, or in accordance with the preagreed Work Programme.

The Consultant will attend the periodic Brussels-Based Sub-Committee meetings,
as required.

The Consultant will take special care to coordinate activities with, and build upon
the work of, the Global Climate Change Alliance (GCCA) Intra-ACP and ENRTP
programmes.

The Consultant will provide periodic reports to the ACP Secretariat on the status
of all TA delivered under the CSF.

The Consultant will ensure integration of the EC communication and visibility
guidelines2 in all activities.
4.4.
Project management
The Consultant, via the CSF Administrator, will have overall responsibility to provide
technical assistance under the Climate Support Facility (CSF), including day-to-day
coordination of technical assistance, meetings and workshops as foreseen in the Work
Programme to be developed by the ACP Secretariat.
A Steering Committee will be created to supervise the implementation of the
Programme. It will meet once a year to allow for exchange of information on the various
components of the programme, to provide guidance and orientation on the overall
2
Communication and Visibility Manual for European Union External Actions, 2010. European
Commission, EuropeAid.
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priorities and management. It will be composed of the ACP Secretariat (Chair) and the
EC (DGs DEVCO and CLIMA). The respective regional institutions (the AUC,
COMESA, ECOWAS, CARICOM Secretariat/CARIFORUM, the Pacific Island Forum)
will participate in this Committee for the purpose of reporting on the implementation of
activities under their responsibility, and to be consulted on the orientations and guidance
for the future.
Regional sub-committees will be established with participation of the relevant regional
institutions, the respective EU Delegations and, as consultative bodies, representatives of
countries, regional institutions and stakeholders involved at technical level. Those subcommittees will meet once a year in the region. They will review the implementation of
the previous period and recommend activities for the following year. No specific support
is foreseen to be provided by the Consultant to these regional sub-committees.
A Brussels-Based Sub-Committee composed of the ACP Secretariat, the European
Commission and the CSF Administrator will meet quarterly or more often if deemed
necessary, to approve, after consultation with the ACP regions involved, the proposed
Work Programme, as well as specific requests for relevant TA that may not yet be
included in the Work Programme. In assessing diverse requests for TA, the SubCommittee will base its decisions on criteria to be defined, including the quality of the
requests and the geographical balance.
5.
LOGISTICS AND SCHEDULE
5.1.
Location
The CSF Administrator must be based in Brussels.
The other key experts and in fact all short-term experts providing TA to the Climate
Support Facility may be based anywhere, and may be deployed to any of the ACP
countries according to the needs of the project.
5.2.
Commencement date & period of performance
For purposes of tendering, the period of performance of this contract is expected to be
from approximately 1 March 2012 to 31 December 2014 (34 months). The Special
Conditions of the contract will confirm the actual commencement date and period of
performance.
6.
REQUIREMENTS
6.1.
Personnel
6.1.1. Key experts
In view of the management needs and range of issues to be covered by the Climate
Support Facility, the Consultant will nominate one Key Expert to administer the CSF,
and three other Key Experts to provide significant key short-term technical assistance. It
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should be noted that there is no restriction with regard to the nationality of the experts as
long as they are able to secure the necessary working documents. The Consultant should
ensure that the Key Experts, for whom CVs must be provided, comply with the following
qualifications, while noting that the “years of experience” requested are not cumulative.
For purposes of evaluating the CVs submitted by the Consultant, the various
qualifications are identified below as qualifications and skills (Q&S), general professional
experience (GPE) or specific professional experience (SPE).
Key Expert 1: CSF Administrator
Based in Brussels, responsible for the day-to-day administrative and logistical tasks of
the Climate Support Facility, which will provide technical assistance in the field in line
with the Work Programme to be established by the ACP Secretariat. This Key Expert
should have, as a minimum:
 a university degree or equivalent (Q&S);
 at least 3 years of experience in project administration, preferably in dealing with
development matters and TA service delivery (GPE);
 experience in dealing with environmental issues, and preferably including
climate change issues (SPE);
 experience in working with ACP states and regions (SPE);
 at least 3 years of organisational and administrative experience, preferably
related to programme support and services (SPE);
 evidence of excellent communication skills (Q&S);
 proven ability to work fluently in both English and French (GPE).
The following three Key Experts are representative of those that will be mobilised on a
short-term basis to respond to TA needs.
Key Expert 2: Expert in Climate Change
 a university degree in the area of environment, natural resource management, or
other relevant discipline (Q&S);
 at least 10 years general working experience (GPE);
 at least 3 years experience in areas directly related to climate change, among
them demonstrated involvement in adaptation and/or mitigation issues,
preferably with regard to integrated water or land management, disaster risk
reduction, and mainstreaming climate change in sector policies, strategies and
programmes (SPE);
 at least 3 years experience with projects in ACP countries (SPE);
 proven ability to work competently in French or English, with a working
knowledge of the other language (GPE).
Key Expert 3: Expert in Environmental Economics
 a university degree in the area of environment, economics or other relevant
discipline (Q&S);
 at least 10 years general working experience (GPE);
 at least 3 years experience in environmental economics, and preferably dealing
with economic issues related to climate change (SPE);
 proven experience in the use of climate change related financing mechanisms
(CDM, REDD+, LDCs Fund, etc) (SPE);
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 experience in development economics will be an advantage (SPE);
 experience in issues of integrated water management, integrated land
management, mainstreaming climate change in national budgets, green economy
and/or disaster risk reduction will be an advantage (SPE);
 proven knowledge of ACP climate change issues and institutions (African Union
Commission, NEPAD, RECs, etc) will be an advantage (SPE);
 proven ability to work competently in French or English, with a working
knowledge of the other language (GPE).
Key Expert 4: Expert in Training and Institutional Support









a university degree in the area of environment, natural resource management,
training, or other relevant discipline (Q&S);
at least 10 years general working experience (GPE);
at least 5 years experience in training and institutional support in a development
context, preferably in relation to environmental issues (SPE);
at least 4 years experience in working in ACP States and Regions (SPE);
at least 1 year experience in mainstreaming climate change in development/sector
policies, strategies and programmes (SPE);
proven experience in organising and conducting workshops and in providing
short term training (SPE);
proven experience in developing training materials, preferably related to
environmental issues (SPE);
evidence of excellent communication skills (Q&S)
proven ability to work fluently in both English and French (GPE).
Should the Key Experts in Climate Change, Environmental Economics, or Training and
Institutional Support not be available for a specific mission relevant to their
qualifications, they will be substituted by other Experts with equivalent or higher
qualifications.
6.1.2. Other experts
Considering the range of issues to be addressed by the Climate Support Facility, other
short-term Experts will frequently be mobilised to provide TA in addition to those
described above. Other short-term Experts who may be mobilised will be expected to
demonstrate qualifications appropriate to the task. Priority sectors where the Consultant
should be prepared to provide technical assistance include, inter alia, the water and
agricultural sectors, the forestry sector (REDD+, CDM A/R), the global carbon market,
disaster risk reduction, and integrating climate change into poverty reduction efforts.
For any given assignment, the identification of the specific individual or team with the
necessary expertise to ensure proper and timely delivery of the required short-term TA is
the responsibility of the Consultant, but must be approved by the ACP Secretariat prior to
mobilisation.
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.
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6.1.3. Allocation of working days
For purposes of tendering, an indicative allocation of working days among the various
experts is shown in the table below.
Indicative allocation of work (in days) among experts and key contributions
Key
expert
1
Key
expert
2
Key
expert
3
Key
expert
4
Non-key
senior
experts
Non-key
junior
experts
300
300
250
1400
250
TA
Coordination
500
and Administration
Short-term TA
6.1.4. Support staff & backstopping
Backstopping and support staff costs for the Key Experts and all short-term experts must
be included in the fee rates of the experts.
6.2.
Office accommodation
Office accommodation of a reasonable standard (approximately 10 square metres for
each expert) is to be provided by the Consultant for the CSF Administrator. The costs of
the office accommodation are to be included in the fee rates of the experts.
6.3.
Facilities to be provided by the Consultant
The Consultant will ensure that all project staff as well as experts providing short-term
technical assistance are adequately supported and equipped. In particular the Consultant
should ensure that there is adequate administrative support to enable experts to fulfil their
full responsibilities. The Consultant must also transfer funds as necessary to support its
activities under the contract and to ensure that its employees are paid in a timely fashion.
If the Consultant is a consortium, the arrangements should allow for the maximum
flexibility in project implementation. Arrangements offering each consortium member a
fixed percentage of the short-term technical assistance to be provided under the contract
should be avoided.
6.4.
Incidental expenditure
The Provision for incidental expenditure covers the ancillary and exceptional eligible
expenditure incurred under this contract. It cannot be used for costs which should be
covered by the Consultant as part of its fee rates. Its use is governed by the provisions in
the General Conditions and the notes in Annex V of the contract.
Among other costs, incidental expenditure covers travel costs and subsistence allowances
for missions, outside the normal place of posting, to be undertaken as part of this
contract. If applicable, the Consultant should indicate whether the provision includes
costs for environmental measures, for example C02 offsetting.
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The proposed budget for this contract must include an indicative EUR 500 000 as a
provision for costs related to missions, and an indicative EUR 800 000 as a provision for
costs related to the organisation of seminars and/or workshops and for the costs of 3
Steering Committee meetings. This item includes, e.g. rental venue, support staff, travel
of participants and team members, per diems of participants and team members,
moderators and/or external experts, preparation time, etc.).
The total Provision for incidental expenditure for this contract is therefore EUR 1 300
000. This amount must be included without modification in the Budget breakdown.
Any subsistence allowances to be paid for missions undertaken as part of this contract
must not exceed the per diem rates published on the Web site:
http://ec.europa.eu/europeaid/work/procedures/index_en.htm at the start of each such
mission.
6.5.
Expenditure verification
The Provision for expenditure verification relates to the fees of the auditor who has been
charged with the expenditure verification of this contract in order to proceed with the
payment of further pre-financing instalments, if any, and/or interim payments, if any.
The Provision for expenditure verification for this contract is EUR 100 000. This amount
must be included without modification in the Budget breakdown.
7.
BUDGET
The indicative overall budget for this project is EUR 4 million.
Before signing the contract, if it is determined that the period of performance of the
contract will be different from 34 months, the relevant fees will be adjusted
proportionally.
Possibly without changing the period of performance of this contract, the Contracting
Authority reserves the right to increase the available CSF technical assistance funds.
8.
REPORTING
Interim progress reports must be prepared every three months during the period of
execution of the contract. The specific dates and content of progress reports will be
defined by the Contracting Authority, but their purpose is to comprehensively update the
status of the Work Programme, including Work Orders received by the CSF
Administrator , the status of each Work Order, the Work Orders completed, Work Orders
still in the pipeline, etc. These progress reports will be in English and French, with
Mission Reports (see below) annexed.
Following the completion of each Work Order, a Mission Report will be prepared by the
experts providing technical assistance in the main language (English or French) in which
the assistance was provided. Each mission Report will be verified by the CSF
Administrator and submitted to the Contracting Authority. The content of the Mission
Reports will be defined in the Work Order, but should include, as a minimum, a
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description of the action carried out and an account of the results achieved during the
assignment, as well as a brief summary of each consultation. These reports should be
clear and concise, and may be provided as electronic documents.
Other narrative and financial reports will be prepared as specified in the General
Conditions appended to the contract.
9.
ADMINISTRATIVE INFORMATION
Telephone interviews may be necessary as part of the selection process.
The language of the specific contract will be English.
The detailed methodology should not exceed 30 pages.
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Clarifications before the deadline for submission of tenders
All correspondence between the tenderers and the contracting authority was done by email. In all cases all tenderers were sent a copy of the messages.
In the following paragraphs, an overview is given of all clarifications that were sought
together with the corresponding replies provided by the ACP Secretariat. For each
request, the dates and the concerned tenderer are indicated.
Question 1. Chapter 6.1.3. - Allocation of working days
Posted: 24 November 2011 by GIZ
Chapter 6.1.3. Allocation of working days of the Terms of Reference stipulates the
indicative allocation of work. We kindly request a confirmation of the mentioned number
of working days, summing up to 3.000 working days in total:
Key expert 1: 500
Key expert 2: 300
Key expert 3: 300
Key expert 4: 250
Non-key senior experts: 1400
Non-key junior experts: 250
Answer 1. The indicative allocation of working days as quoted above in the request for
clarification, summing up to 3000 working days in total, is correct.
Question 2. Chapter 4.4 – Project management
Posted: 1 December 2011 by Euroconsult Mott MacDonald
Under section 4.4 Project Management, 3 committees are mentioned, namely the Project
Steering Committee, the Regional Sub-committees and the Brussels-based subcommittee. Is one of the actions required by the consultancy team to establish these
committees or do they already exist?
Answer 2. There are no actions by the CSF required in relation to the establishment of
the committees.
Question 3. – Chapter 6.1.1 – Key experts
Posted: 1 December 2011 by Euroconsult Mott MacDonald
For the Key Expert (4) in training and institutional support, can you please confirm the
language requirement? It is stated as follows: proven ability to work fluently in both
French and English. However, for key experts 2 and 3, who are also not Brussels based,
the requirement is stated as follows: proven ability to work competently in French or
English, with a working knowledge of the other language.
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Answer 3. The expert in training and institutional support should indeed be able to
conduct training in both English and French. Fluent communication is crucial when
providing training and institutional support, therefore the requirement of full proficiency
in both languages in the ToR.
As for key experts 2 and 3, the full proficiency in a second relevant language was less
emphasised as their tasks can more easily be carried out by an expert “from the pool” in
case of language problems. Understandably, it would be ideal if expert 2 and 3 would be
complementary in terms of language abilities.
Question 4. – Chapters 3.1 Underlying assumptions and 1.2 Project orientation
Posted: 16 December 2011 by Euroconsult Mott MacDonald
With regard to the Underlying Assumptions made in the Terms of Reference (section
3.1):
It is our understanding from the opening paragraph of Section 1.2 of the ToR, "Project
orientation", that the appointment of consultants under the EU GCCA will effectively be
the start of, and create, the Climate Support Facility. If our interpretation of the opening
paragraph is correct, we are then confused by the statement made under Section 3.1 as
follows:
The assumptions that will determine the success of the Climate Support Facility
and the delivery of its expected results are mostly associated with the timely (i.e.,
before the start-up of the CSF) appointment of a dynamic and well qualified
Expert to provide climate related technical assistance to the ACP Secretariat
If the appointment of consultants for this project does constitute the start of the CSF, and
this team has to provide the "dynamic and well qualified expert to provide climate related
technical assistance to the ACP Secretariat", how can this person take their place before
the consultancy team is appointed?
Alternatively, the CSF will effectively be created under the GCCA before this
consultancy is let and the EU will appoint its own, counterpart CC advisor to the CSF
with whom our team will work should we be appointed.
In light of the above, can you please provide clarification on the exact nature, structure
and timing of the CSF and its staff and how that relates to the TA we will provide.
Answer 4. Your understanding and interpretation of the opening paragraph is correct.
Your confusion seems to be based on a mistaken interpretation or positioning of the
“dynamic and well qualified expert to provide climate related TA to the ACP
Secretariat”. Actually, this person has been recruited under a service contract other than
the CSF contract and has been in place since the 1st of September 2011.
Question 5 – Chapter 3 Assumptions and Risks
Posted : 21 December 2011 by GFA Consulting Group
We understand that a specific Climate Change Expert will be appointed to provide
assistance to the ACP Secretariat already prior to the start of the CSF (points 3.1 and 3.2
of the ToR). Could you please specify whether this Expert has already been appointed or
when the start of his activities can be expected?
Answer 5. This person has been in place since the 1st of September 2011.
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Question 6 – Chapter 6.4 Incidental expenditure
Posted : 21 December 2011 by GFA Consulting Group
Under point 6.4 of the ToR it is stated that the “incidental expenditure covers travel costs
and subsistence allowances for mission, outside the normal place of posting, to be
undertaken as part of this contract”. Could you please confirm that this regulation
includes the travel costs and subsistence allowances for missions to be undertaken by the
key experts?
Answer 6. Indeed, travel costs and subsistence allowances for missions undertaken by
the key experts are included in the budget for incidental expenditure.
Question 7. - Chapter 4.1. General work flow
Posted : 21 December 2011 by Agriconsulting spa
In chapter 4.1 of the TORs Scope of the work- general work flow it is stated that the
ACP Secretariat in consultation with the Beneficiary prepares one or more work orders
with budget and schedule. Can you please clarify if the work orders will be provided with
comprehensive TORs?
Answer 7. Work orders are similar to TORs, though slightly less elaborate.
Question 8. - Chapter 4.3. Specific responsibilities of the Consultant
Posted : 21 December 2011 by Agriconsulting spa
Concerning the visibility of the Programme, has the ACP Secretariat planned to create a
dedicated web site? And who will manage it? CSF in collaboration with the ACP
Secretariat or ACP Secretariat alone?
Answer 8. An Intra-ACP GCCA page (with subpages and on-line tools) will be inserted
in the GCCA website and managed by the TA team providing institutional support to the
ACP Secretariat in collaboration with the ACP Secretariat. The Intra-ACP page is
currently under construction; the current GCCA website will be re-structured shortly. In
the course of programme implementation, CSF might be requested to provide specific
inputs for the website.
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