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ANNEX II: TERMS OF REFERENCE for TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY UNDER THE 10TH EDF INTRA-ACP FINANCIAL FRAMEWORK ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 1 of 17 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 ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 2 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 3 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 4 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 5 of 17 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: ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 6 of 17 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: ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 7 of 17 (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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 8 of 17 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 ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 9 of 17 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); ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 10 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 11 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 12 of 17 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 ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 13 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 14 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 15 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 16 of 17 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. ToR – TECHNICAL ASSISTANCE - GCCA CLIMATE SUPPORT FACILITY Page 17 of 17