Template - Guide in Writing a TOR for IC

Terms of Reference (TOR)

OIST/GIA Unit Individual Contractor (IC)

A.Project Title

Green Energy Technical Assistant

B.Project Description

Following UNDP commitment to minimize “...environmental impact of its operations and to achieving overall climate neutrality”, green energy adoption is gaining momentum in country offices, particularly solar photovoltaic energy. OIMT, through the GIA unit, is assisting Country Offices on implementation through selected vendors (soon to be LTA holders).The unit offers technical oversight and coordination of the implementation process. The end-to-end process entails 7 distinct steps (see Information Circular for Solar Energy) with the bulk of the effort devoted to the first three steps as briefly elaborated below:

Step 1: Self-Assessment & Pre-site Survey – covers installation of Power Consumption Monitoring & Measurement equipment, completing a self-assessment survey form including pictures, and completing ICT Registry information.

Step 2: Business Case – entails analysis of collected data to determine approximate payback time, savings, CO2 reduction, and total cost of ownership in general. All the information plus recommendations from a technical point of view is consolidated in a business case for decision making by Country Office management.

Step 3: Procurement and Cost Proposal – entails conducting secondary bidding (in a multi-vendor LTA), evaluation of bids and selection of technically suitable solution for a given site.

Project scope is envisaged to cover above 100 offices across the organization with high probability to spill over to other UN agencies and project offices.

C.Scope of Work

The contractor is required to play a significant role as directed by the Global ICT Specialist, under the guidance of the Global ICT Advisor, in achieving the following tasks:

• Promoting Adoption of Green Energy:assist in identifying opportunities for implementation of solar PV system and hybrid generator, and engaging with Country Offices, including possible expansion to project offices;
• Solar PV Implementation:assist in provision of technical assistance to UNDP offices undergoing solar PV installation, as elaborated in the first 3 steps of the implementation process (see Project Description above). This includes review of proposed designs, keeping track of implementation status of each office, and making necessary follow ups with all parties;
• Hybrid Generator Implementation: assist with provision of technical assistance to Country Offices on installation of hybrid generators, covering pre-installation technical tasks, evaluation of proposals, liaising with all parties at each phase of the process, documenting best practices, and eventually defining an end-to-end process;
• Green Energy Information:revamp communication materials and web-based platform to disseminate information more effectively, including conducting webinars in liaison with Regional ICT Coordinators. Contribution to actual content also comes as a significant part of this aspect, targeting both technical and non-technical audiences;
• Corporate Green Energy Initiatives: actively participate in corporate green energy initiatives and forums as may be requested by the Global ICT Advisor.

Importance:General energy/power challenges in developing countries, all of which have UNDP presence, has seen an upsurge in demand for sustainable energy solution for Country Offices. Failure to provide adequate and systematic assistance to COs on green energy adoption will compromise on value for money and consequently impact negatively on programme delivery. Risk to life, in case of emergency or crisis situation, cannot be ruled out either should power be not available in an office.

D.Expected Outputs and Deliverables

Note: Deliverables listed above are not necessarily achieved in sequential order but spread over the contract duration

E.Institutional Arrangement

• On a day to day basis, the Contractor will be working with and directly reporting to the Global ICT Specialist;
• The Global ICT Advisor has the overall responsibility to guide the both the Global ICT Specialist and the Contractor;
• Progress reporting will be done every Tuesday in the GIA unit weekly meetings and monthly Green Energy Meetings.

F.Duration of the Work[1]

The duration of the contract is 12 months (maximum 240 working days) with a possibility of extension depending on speed of uptake by Country Offices.

G.Duty Station

The duty station for this contract is Copenhagen and duties will be carried out on fulltime basis in the GIA office premises

H.Qualifications of the Successful Individual Contractor

• Bachelor’s Degree with at least 3 months exposure in a similar capacity/environment;
• UN experience will be an added advantage.

1. Scope of Price Proposal and Schedule of Payments

• Daily Fee.
• The assignment should be implemented during working days, except weekends and official UN holidays.

J.Criteria for Selection of the Best Offer

In addition to minimum requirements, the following will be used to select the best candidate for consultancy:

• Brief description of approach to the assignment (Motivation letter), 60%;
• Proposed price level (daily fee), 40%.

L.Approval

This TOR is approved by:

Signature______

Name and DesignationGerald Demeules – Global ICT Advisor

Date of Signing______

OFFEROR’S LETTER TO UNDP

CONFIRMING INTEREST AND AVAILABILITY

FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT

Date

Global ICT Advisor

GIA OIMT

United Nations Development Programme

Dear Sir/Madam:

I hereby declare that:

a)I have read, understood and hereby accept the Terms of Reference describing the duties and responsibilities of Green Energy Technical Assistance under the Managed ICT Services Project;

b)I have also read, understood and hereby accept UNDP’s General Conditions of Contract for the Services of the Individual Contractors;

c)I hereby propose my services and I confirm my interest in performing the assignment through the submission of my CV or Personal History Form (P11) which I have duly signed and attached hereto as Annex 1;

d)I hereby propose to complete the services based on the following payment rate:

☐ An all-inclusive daily fee of [state amount in words and in numbers indicating currency]

e)I recognize that the payment of the abovementioned amounts due to me shall be based on my delivery of outputs within the timeframe specified in the TOR, which shall be subject to UNDP's review, acceptance and payment certification procedures;

f)This offer shall remain valid for a total period of ______days [minimum of 90 days] after the submission deadline;

g)I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister) currently employed with any UN agency or office [disclose the name of the relative, the UN office employing the relative, and the relationship if, any such relationship exists];

h)If I am selected for this assignment, I shall [pls. check the appropriate box]:

☐ Sign an Individual Contract with UNDP;

i)I hereby confirm that [check all that applies]:

☐ At the time of this submission, I have no active Individual Contract or any form of engagement with any Business Unit of UNDP;

☐ I am currently engaged with UNDP and/or other entities for the following work :

☐ I am also anticipating conclusion of the following work from UNDP and/or other entitiesfor which I have submitted a proposal :

j)I fully understand and recognize that UNDP is not bound to accept this proposal, and I also understand and accept that I shall bear all costs associated with its preparation and submission and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process.

k)If you are a former staff member of the United Nations recently separated, pls. add this section to your letter: I hereby confirm that I have complied with the minimum break in service required before I can be eligible for an Individual Contract.

l)I also fully understand that, if I am engaged as an Individual Contractor, I have no expectations nor entitlements whatsoever to be re-instated or re-employed as a staff member.

Full Name and Signature:Date Signed:

Annexes[pls. check all that applies]:

☐ CV or Duly signed P11 Form

☐ Brief Description of Approach to Work (Motivation Letter)

UNITED NATIONS DEVELOPMENT PROGRAMME

Contract for the services of an Individual Contractor

No______

This Contract is entered into on [insert date] between the United Nations Development Programme (hereinafter referred to as “UNDP”) and ______(hereinafter referred to as “the Individual Contractor”) whose address is ______.

WHEREAS UNDP desires to engage the services of the Individual Contractor on the terms and conditions hereinafter set forth, and:

WHEREAS the Individual Contractor is ready and willing to accept this Contract with UNDP on the said terms and conditions,

NOW, THEREFORE, the Parties hereby agree as follows:

1. Nature of services

The Individual Contractor shall perform the services as described in the Terms of References which form an integral part of this Contract and are attached hereto as Annex I in the following Duty Station(s): ______.

1. Duration

This Individual Contract shall commence on [insert date], and shall expire upon satisfactory completion of the services described in the Terms of Reference mentioned above, but not later than [insert date], unless sooner terminated in accordance with the terms of this Contract. This Contract is subject to the General Conditions of Contract for Individual contractors which are available on UNDP website at and are attached hereto as Annex II.

1. Consideration

As full consideration for the services performed by the Individual Contractor under the terms of this Contract, including, unless otherwise specified, his/her travel to and from the Duty Station(s), any other travel required in the fulfillment of the Terms of Reference in Annex I, and living expenses in the Duty Station(s), UNDP shall pay the Individual Contractor a total of [currency] ------in accordance with the table set forth below[2]. Payments shall be made following certification by UNDP that the services related to each Deliverable, as described below, have been satisfactorily performedand the Deliverables have been achieved by or before the due dates specified below, if any.

If unforeseen travel outside the Duty Station not required by the Terms of Reference is requested by UNDP, and upon prior written agreement, such travel shall be at UNDP’s expense and the Individual Contractor shall receive a per diem not to exceed United Nations daily subsistence allowance rate in such other location(s).

Where two currencies are involved, the rate of exchange shall be the official rate applied by the United Nations on the day the UNDP instructs its bank to effect the payment(s).

1. Rights and Obligations of the Individual contractor

The rights and obligations of the Individual Contractor are strictly limited to the terms and conditions of this Contract, including its Annexes. Accordingly, the Individual Contractor shall not be entitled to any benefit, payment, subsidy, compensation or entitlement, except as expressly provided in this Contract. The Individual Contractor shall be solely liable for claims by third parties arising from the Individual Contractor’s own acts or omissions in the course of performing this Contract, and under no circumstances shall UNDP be held liable for such claims by third parties.

1. Beneficiary

The Individual Contractor selects ______as beneficiary of any amounts owed under this Contract in the event of death of the Individual Contractor while performing services hereunder. This includes the payment of any service-incurred liability insurance attributable to the performance of the services for UNDP.

Mailing address, email address and phone number of beneficiary: ______

______

Mailing address, email address and phone number of emergency contact (if different from beneficiary):

______

______

IN WITNESS WHEREOF, the Parties hereto have executed this Contract.

By signing below, I, the Individual Contractor, acknowledge and agree that I have read and accept the terms of this Contract, including the General Conditions of Contracts for Individual contractors available on UNDP website at and attached hereto in Annex II which form an integral part of this Contract, and that I have read and understood, and agree to abide by the standards of conduct set forth in the Secretary-General’s bulletins ST/SGB/2003/13 of 9 October 2003, entitled “Special Measures for Protection from Sexual Exploitation and Sexual Abuse” and ST/SGB/2002/9 of 18 June 2002, entitled “Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission”.

□ The Individual Contractor has submitted a Statement of Good Health and confirmation of immunization.

AUTHORIZING OFFICER:INDIVIDUAL CONTRACTOR:

United Nations Development Programme

Name; ______Name; ______

Signature; ______Signature; ______

Date; ______Date; ______

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