RFP Consultancy for Dev and Impl of the SRFP Audit-rev2financial proposals to provide consultancy services for the Development and Implementation of the CDEMA Sub-Regional Focal Point

REQUEST FOR PROPOSALS

RFP #: CDEMA/CCDM- 04/1110

The Caribbean Disaster Emergency Management Agency

THE MAINSTREAMING CLIMATE CHANGE INTO DISASTER RISK MANAGEMENT FOR THE CARIBBEAN REGION (CCDM) PROJECT

Consultancy Services for the Development and Implementation of the CDEMA Sub-Regional Focal Point (SRFP)

Annual Audit Instrument

2

CONTENTS

Section 1. Letter of Invitation ...................................................................................................3

Section 2. TECHNICAL PROPOSAL SUBMISSION FORM ...............................................................6

Section 3. PRICE PROPOSAL SUBMISSION FORM .........................................................................7

Section 4. Terms of Reference ................................................................................................. 8

3

Section 1. Letter of Invitation

Reference: CCDM/ 4947/10 November 4, 2010 1. The Caribbean Disaster Emergency Management Agency (CDEMA) has received

financing (hereinafter called “funds”) from the Austrian Development Agency (ADA), (hereinafter called “ADA”) towards the cost of the Mainstreaming Climate Change into Disaster Risk Management for the Caribbean Region (CCDM) Project. The Caribbean Disaster Emergency Management Agency intends to apply a portion of the funds to eligible payments under the contract for which this Request for Proposals is issued.

2. The Caribbean Disaster Emergency Management Agency now invites technical and financial proposals to provide consultancy services for the Development and Implementation of the CDEMA Sub-Regional Focal Point (SRFP) Annual Audit Instrument. More details on the services are provided in the Terms of Reference at Section 4.

3. The technical proposal should be accompanied by a completed submission form (at section

2) and should address: a. the Consultant’s Organization and Experience; b. Comments or Suggestions on the Terms of Reference; c. Description of the Approach, Methodology and Work Plan for Performing the

Assignment; d. Team Composition and Task Assignments; e. Curriculum Vitae (CV) for Proposed Professional Staff; f. Staffing Schedule; and g. Work Schedule.

The attached forms provide detailed guidance on each of the above items (a-g) and may be utilized as templates for the submission of the technical proposal.

4. The price proposal should be accompanied by a completed submission form (at section 3) and should include the:

a. Summary price; b. Breakdown of Price by Activity; c. Breakdown of Remuneration; and d. Expenses.

The attached forms provide detailed guidance on each of the above items (a-d) and may be utilized as templates for the submission of the price proposal.

4

5. The Consultant should possess the following minimum qualifications and present for

consideration the minimum of two (2) experts for the undertaking of the work as outlined in the Terms of Reference:

a. Qualification in the field of Disaster Management or Social Sciences or related

studies. b. At least five (5) years experience each in Emergency Preparedness, Contingency

Planning and Response Operations in the Caribbean. c. Five (5) years experience in disaster management assessments or related

assessments, report writing, data collection and analysis. d. Proven experience in the facilitation of multi-stakeholder dialogues. e. Qualification or demonstrated experience in Project Management. f. Demonstrated clear understanding of Disaster Management and Climate Change.

6. The evaluation of technical proposals will be as follows:

(i) Adequacy of the proposed methodology and work plan in responding to the Terms of Reference, out of a maximum of 45 points:

a. Technical approach and methodology [30] b. Work plan [10] c. Organization and staffing [ 5]

(ii) Key professional staff qualifications and competence for the assignment, out of a

maximum of 55 points: d. Individual 1/ Team leader [30] e. Individual 2 [25]

7. This Request For Proposals includes the following documents:

Section 1 - Letter of Invitation Section 2- Technical Proposal submission form Section 3- Price Proposal submission form Section 4 - Terms of Reference Section 5- Reference Template forms for the Technical Proposal and Price Proposal

8. The work is estimated at 42 working days and total costs proposed towards the work shall not exceed EURO 20, 436.

5

9. Please inform us in writing at the following address whether you will submit a proposal:

Attention: Development and Implementation of the CDEMA Sub-Regional Focal Point (SRFP) Annual Audit Instrument - RFP #: CDEMA/CCDM- 04/1110

Mainstreaming Climate Change into Disaster Risk Management for the Caribbean Region

(CCDM) Project

Caribbean Disaster Emergency Management Agency

Building #1, Manor Lodge Complex, Lodge Hill

St. Michael

Barbados, West Indies

Email: [email protected]

10. Completed Proposals and Samples must be delivered in hard copy or electronically no later than Wednesday December 1, 2010 at 4:30 p.m. Eastern Standard Time to the above address (at #9).

11. Any queries regarding the work may be sent in writing to Nicole Alleyne, at Email address:

[email protected] no later than November 25, 2010.

12. The Consultancy must be available to commence work no later than December 17, 2010.

Sincerely,

Nicole Alleyne

Programme Coordinator

CCDM Project

6

Section 2. TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date] To: [Name and address of Client] Dear Sirs: We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Price Proposal under a separate cover.

We, the undersigned, including any subcontractors required to execute the contract, have the nationality of any member country of the Bank. In the case that the Consulting Services Contract includes the supplying of goods and related services, we guarantee that these goods and related services will have as their origin any member country of the Bank. We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Consultant]1

We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, March 2, 2011 we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than December 17, 2010, the intended date of commencement of the consultancy.

We understand you are not bound to accept any Proposal you receive. We remain,

Yours sincerely,

Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:

1[Delete in case no association is foreseen.]

7

Section 3. PRICE PROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Client] Dear Sirs: We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal. Our attached Price Proposal is for the sum of [Insert amount(s) in words and figures1]. This amount is exclusive of the local taxes, which shall be identified during negotiations and shall be added to the above amount. Our Price Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before March 2, 2011. Commissions and gratuities paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below2: Name and Address Amount and Purpose of Commission of Agents Currency or Gratuity We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely,

Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:

1 Amounts must coincide with the ones indicated under Total Cost of Price proposal in Form PR-2. 2 If applicable, replace this paragraph with: “No commissions or gratuities have been or are to be paid by us to

agents relating to this Proposal and Contract execution.

8

Section 4. Terms of Reference


Terms of Reference for the Development and Implementation of the CDEMA Sub-Regional Focal Point (SRFP) Annual Audit Instrument

1.0 Background Global Climate Change (GCC) is the most serious threat to sustainable development facing CARICOM States1. The limited adaptive capacity of the CARICOM small-island and low-lying states, in addition to rising sea levels, an escalation in the frequency and intensity of tropical storms and hurricanes and disruptions in rainfall and fresh-water supply, requires urgent action for the preservation of their very existence. In an effort to strengthen, regional, national and community level capacity to mitigate, and respond to the effects of climate change the Austrian Development Agency (ADA) is providing support to the Caribbean Disaster Emergency Management Agency (CDEMA)2 for the execution of the “Mainstreaming Climate Change into Disaster Risk Management for the Caribbean Region (CCDM) Project”. In recognition of the potential catastrophic impacts of the increased intensity and frequency of meteorological hazards, efforts are being made to enhance sub-regional coordination arrangements of the CDEMA Regional Response Mechanism. In that context, Outcome 3 of the project will be advanced through the strengthening of CDEMA’s Sub-Regional Disaster Emergency Response Operational Units. These Response Operational Units are often referred to as Sub Regional Focal Points (SRFPs) and serve as the coordination centres in the event that any of the countries in their sub-region is impacted (See Appendix 1). Strengthened Sub Regional Focal Points translate into an enhanced Regional Response Mechanism as well as will demonstrate the importance of shared management mechanisms for adaptation to climate change. Specifically under the project, Sub-regional Operating Procedures will be refined and exercised; a Sub-Regional Focal Point (SRFP) Annual Audit will be established and implemented; Response equipment will be procured and training undertaken in emergency response operations. The work to be undertaken under this Terms of Reference will focus on the establishment and implementation of the Sub-Regional Focal Point (SRFP) Annual Audit which will also include an assessment of the status of the coordination capacities of the SRFP and the identification of areas for strengthening. 1 Climate Change and the Caribbean: A Regional Framework for Achieving Development Resilient to Climate change adaptation (2009-2015), Caribbean Community Climate change adaptation Centre (CCCCC) July 2009 2 As of September 1, 2009 the Caribbean Disaster Emergency Response Agency (CDERA) transitioned to the Caribbean Disaster Emergency Management Agency (CDEMA). All previous agreements with CDERA transition to CDEMA.

9

2.0 Work Assignment A Consultancy is being engaged by CDEMA to develop and implement an Audit Instrument for the annual assessment of the Sub-Regional Focal Point which will also include an assessment of the status of their coordination capacities and the identification of areas for strengthening. The Audit instrument will be integrated into the overarching CDEMA Institutional Capacity Assessment Tool. The work of the Consultancy shall be undertaken in close collaboration with the CDEMA Technical Manager, Preparedness and Country Support. Specifically the Consultant will:

2.1 Prepare an Inception Report 2.1.1 Attend an Inception meeting with CDEMA on the Terms of Reference for the

Consultancy and confirm the scope of the work. 2.1.2 Prepare and submit for CDEMA’s approval, an Inception Report detailing the

approach to be used in the carrying out of the Consultancy. The report should be prepared in accordance with the CDEMA document, Guidelines for the Preparation of Consultants’ Reports/ Updates, and should:

2.1.2.1 Demonstrate a clear understanding of the roles and functions of the

Sub-Regional Emergency Operations Units and the National Emergency Operations Centres.

2.1.2.2 Include a review of the following documents:

i. Agreement establishing CDEMA ii. Protocols for the Sub-Regional Disaster Emergency Response

Operational Units of the Caribbean Disaster Emergency Management Agency (CDEMA)

iii. CDEMA Disaster Management Audit Instrument iv. Reports on the Status of Disaster Preparedness of CDERA

Participating States v. Draft Institutional Capacity Assessment Tool (ICA) vi. Report of the Regional Infrastructure for Information sharing and

Development and Adaptation of A Model Contingency ICT Plan- Evaluation of ICT Capability of NDOs

vii. Draft Standard Operating Procedures for the Sub-regional Focal Points Sub-regional Coordination Centre [SRCC]

viii. Regional Response Mechanism

10

ix. Review of Regional Coordination Plan x. Standard Operating Procedures for the Regional Coordination

Centre xi. Disaster Contingency Plans for CDEMA Participating States xii. National Emergency Operating Centre Standard Operating

Procedures and Guidelines xiii. CDEMA Emergency Telecommunications Procedure Manual xiv. Regional Emergency Telecommunication Plan xv. Other relevant Regional Plans such as the Regional Security

System, and the Federal Emergency Management Agency (FEMA) Response Plan.

2.1.2.3 Include an Outline of the key elements of the SRFP Annual Audit Instrument and accompanying Consolidated Audit Report.

2.1.1.1 Detail the proposed implementation plan, work program and timeline for completing the consultancy.

2.1.3 Present the Inception Report to CDEMA including the SRFPs and finalize incorporating comments.

2.2 Develop the SRFP Audit Instrument and evaluate the Sub-Regional Emergency Operations Units.

2.2.1 Based upon agreed elements at 2.1 above prepare the draft SRFP Annual Audit

Instrument. The Instrument should also be informed by a status and needs assessment of the SRFPs and documents reviewed at 2.1.2.2 above.

2.2.2 Submit the draft SRFP Annual Audit Instrument at 2.2.1 above, to CDEMA for comments and revise as necessary.

2.2.3 In collaboration with CDEMA, finalise the assessment schedule and utilise the revised SRFP Audit Instrument to undertake assessments within each of the Sub- Regional Emergency Operations Units.

2.2.4 Prepare and submit to CDEMA for review, a consolidated Report based on the findings of the Audit. This Consolidated SRFP Audit Report should include:

2.2.4.1 Status Report on the capacity and needs assessment of each Sub Regional

Disaster Emergency Response Operational Unit; 2.2.4.2 Recommended, prioritized coordination and capacity enhancement

requirements including training, protocols and equipment with requisite specifications for procurement;

2.2.4.3 An Evaluation of the utility of the SRFP Audit Instrument from each SRFP;

11

2.2.4.4 Recommendations for the enhancement of the SRFP Audit Instrument and for its annual administration; and

2.2.4.5 Recommendations for the incorporation of the SRFP Audit Instrument as a part of the ICA Tool.

2.2.5 Revise the Consolidated SRFP Audit Report based on the comments from CDEMA. 2.2.6 In collaboration with the Technical Manager, Preparedness and Country Support

finalize the SRFP Audit Instrument, and Capacity Enhancement needs list for support under the project. Additionally, input and assistance should be provided to the Supplier’s Consultancy for the development of the Equipment Procurement Plan.

2.3 Prepare a Final Report on the Consultancy

2.3.1 Prepare a Final Report which should describe the process utilized for conducting the Conducting the Consultancy. The Report should include: i. A description of the process utilised for the development and implementation

of the Sub-Regional Focal Point annual Audit Instrument; ii. Lessons learnt and; iii. Recommendations for the improvement of the overall process.

2.3.2 Submit the Final Report to CDEMA for comments and revise as necessary.

3.0 Results and Deliverables

3.1 The Consulting Firm shall submit the following:

3.1.1 Inception Report as outlined at Section 2.1. 3.1.2 Draft SRFP Audit Instrument for the evaluation of the Sub-Regional Emergency

Operations Units as outlined at Section 2.2

3.1.3 Consolidated SRFP Audit Report as outlined at Section 2.2.4 3.1.4 Final SRFP Annual Audit Instrument and Capacity Enhancement Needs List as

outlined at Section 2.2.6

3.1.5 Recommendations for the development of the Equipment Procurement Plan as outlined at Section 2.2.6.

12

4.0 Inputs of CDEMA

4.1 CDEMA shall provide the following to the Consultancy :

4.1.1 Background project documentation as required.

4.1.2 Comments on the draft documents submitted within 10 working days of receipt.

4.1.3 Circulate documentation for review and comments to stakeholders such as the Project Steering Committee, and the Sub-Regional Emergency Operations Units.

5.0 Consultancy requirements

5.1 The Consultancy shall possess the following minimum qualifications and shall present for

consideration the minimum of two (2) experts for the undertaking of the work as outlined at Section 2.0 above.

1. Qualification in the field of Disaster Management or Social Sciences or related

studies. 2. At least five (5) years experience each in Emergency Preparedness, Contingency

Planning and Response Operations in the Caribbean. 3. Five (5) years experience in Disaster Management Assessments or related

assessments, report writing, data collection and analysis. 4. Proven experience in the facilitation of multi-stakeholder dialogues. 5. Demonstrated clear understanding of Disaster Management and Climate Change 6. Qualification or demonstrated experience in Project Management.

Experience in working in the Caribbean will be a distinctive advantage. All experts must have a good command of the English language, communicate clearly, meet deadlines, pay attention to details and be computer literate.

1

APPENDIX 1: CDEMA SRFPS AND THE REGIONAL RESPONSE MECHANISM Article 16 of the Agreement establishing the Caribbean Disaster Emergency Management Agency (CDEMA) defines the primary functions of Sub-Regional Disaster Emergency Response Operational Units as being to:

a) Acquire and maintain, on an updated basis, comprehensive information on the facilities and services available in each of the Participating States for which they bear responsibility;

b) Maintain and test on a regular basis communications with the Coordinating Unit and with critical response agencies under the control of national relief organisations;

c) Maintain independent fuel and power supplies and ensure that relevant physical facilities are in a condition to withstand a major disaster;

d) Keep and maintain at the operational focal point in serviceable and optimal working condition an equipment package containing essential items recommended by the TAC

The Sub-Regional Disaster Emergency Response Operational Units are geographically formed groups which are four island states namely, Jamaica, Antigua, Barbados and Trinidad and Tobago that have been designated as sub-region heads (Sub-Regional Focal Points (SRFPs)) for coordinating response initiatives in the other Participating States of CDEMA to disasters (See Error! Reference source not found.). Table 1 showing the Sub-Regional Focal points and their members Sub-Regional Focal Points States Responsible for Antigua Anguilla, Virgin Islands, Montserrat, St. Kitts Barbados Dominica, Saint Lucia, St. Vincent Jamaica Bahamas, Belize, Turks & Caicos, Haiti Trinidad and Tobago Grenada, Guyana, Suriname In support of the functions of the SRFPS as determined in the Agreement establishing CDEMA, the following areas have been identified for priority attention:

• Clarification of the responsibilities of SRFPs and the responsibilities of the CDEMA CU, with respect to maintenance of the SRFPs, e.g. the role of SRFPs/CU in warehouse management.

• Development of minimum standards for SRFPs which can be benchmarked. • Urgent establishment of an annual inspection regime and readiness reporting programme. • Establishment, training and equipping of sub-regional response teams as part of the

process of a CDEMA rapid and strategic deployment facility. Over the long term, it is envisioned that SRFPs will be able to develop and operationalise programmes for the entire grouping of countries within the sub region within the framework of

2

the Comprehensive Disaster Management Strategy and Framework, i.e. addressing interventions to improve overall capacity for disaster management within the priority areas of the Strategy. The Regional Response Mechanism (RRM) is an arrangement for Coordination of Disaster Response among Participating States, Regional and International Agencies. It also ensures speedy response and effective and efficient use and management of resources. The CDEMA Coordinating unit is responsible for the coordination of the RRM. The Regional Response Mechanism consists of the following six components. The relationship between each of these components is given in the diagram below.

1. CDEMA Regional Coordination Plan 2. Regional Warehouses 3. CDEMA Agreement, RSS Treaty 4. CDRU Operations Orders 5. ECDG Operations Orders 6. NDO Disaster Plans 7. Other Response Agency/ Partner Plans

Given the responsibilities of the SRFPs, they support three of the seven components of the Regional Response Mechanism, specifically, components, 1 (CDEMA Regional Coordination Plan), 2 (Regional Warehouses), and 6, (NDO Disaster Plans).

DIAGRAM SHOWING THE COMPONENTS OF THE REGIONAL RESPONSE MECHANISM (RRM)

1

Section 4. Terms of Reference


Terms of Reference for the Development and Implementation of the CDEMA Sub-Regional Focal Point (SRFP) Annual Audit Instrument

1.0 Background Global Climate Change (GCC) is the most serious threat to sustainable development facing CARICOM States1. The limited adaptive capacity of the CARICOM small-island and low-lying states, in addition to rising sea levels, an escalation in the frequency and intensity of tropical storms and hurricanes and disruptions in rainfall and fresh-water supply, requires urgent action for the preservation of their very existence. In an effort to strengthen, regional, national and community level capacity to mitigate, and respond to the effects of climate change the Austrian Development Agency (ADA) is providing support to the Caribbean Disaster Emergency Management Agency (CDEMA)2 for the execution of the “Mainstreaming Climate Change into Disaster Risk Management for the Caribbean Region (CCDM) Project”. In recognition of the potential catastrophic impacts of the increased intensity and frequency of meteorological hazards, efforts are being made to enhance sub-regional coordination arrangements of the CDEMA Regional Response Mechanism. In that context, Outcome 3 of the project will be advanced through the strengthening of CDEMA’s Sub-Regional Disaster Emergency Response Operational Units. These Response Operational Units are often referred to as Sub Regional Focal Points (SRFPs) and serve as the coordination centres in the event that any of the countries in their sub-region is impacted (See Appendix 1). Strengthened Sub Regional Focal Points translate into an enhanced Regional Response Mechanism as well as will demonstrate the importance of shared management mechanisms for adaptation to climate change. Specifically under the project, Sub-regional Operating Procedures will be refined and exercised; a Sub-Regional Focal Point (SRFP) Annual Audit will be established and implemented; Response equipment will be procured and training undertaken in emergency response operations. The work to be undertaken under this Terms of Reference will focus on the establishment and implementation of the Sub-Regional Focal Point (SRFP) Annual Audit which will also include an assessment of the status of the coordination capacities of the SRFP and the identification of areas for strengthening. 1 Climate Change and the Caribbean: A Regional Framework for Achieving Development Resilient to Climate change adaptation (2009-2015), Caribbean Community Climate change adaptation Centre (CCCCC) July 2009 2 As of September 1, 2009 the Caribbean Disaster Emergency Response Agency (CDERA) transitioned to the Caribbean Disaster Emergency Management Agency (CDEMA). All previous agreements with CDERA transition to CDEMA.

2

2.0 Work Assignment A Consultancy is being engaged by CDEMA to develop and implement an Audit Instrument for the annual assessment of the Sub-Regional Focal Point which will also include an assessment of the status of their coordination capacities and the identification of areas for strengthening. The Audit instrument will be integrated into the overarching CDEMA Institutional Capacity Assessment Tool. The work of the Consultancy shall be undertaken in close collaboration with the CDEMA Technical Manager, Preparedness and Country Support. Specifically the Consultant will:

2.1 Prepare an Inception Report 2.1.1 Attend an Inception meeting with CDEMA on the Terms of Reference for the

Consultancy and confirm the scope of the work. 2.1.2 Prepare and submit for CDEMA’s approval, an Inception Report detailing the

approach to be used in the carrying out of the Consultancy. The report should be prepared in accordance with the CDEMA document, Guidelines for the Preparation of Consultants’ Reports/ Updates, and should:

2.1.2.1 Demonstrate a clear understanding of the roles and functions of the

Sub-Regional Emergency Operations Units and the National Emergency Operations Centres.

2.1.2.2 Include a review of the following documents:

i. Agreement establishing CDEMA ii. Protocols for the Sub-Regional Disaster Emergency Response

Operational Units of the Caribbean Disaster Emergency Management Agency (CDEMA)

iii. CDEMA Disaster Management Audit Instrument iv. Reports on the Status of Disaster Preparedness of CDERA

Participating States v. Draft Institutional Capacity Assessment Tool (ICA) vi. Report of the Regional Infrastructure for Information sharing and

Development and Adaptation of A Model Contingency ICT Plan- Evaluation of ICT Capability of NDOs

vii. Draft Standard Operating Procedures for the Sub-regional Focal Points Sub-regional Coordination Centre [SRCC]

viii. Regional Response Mechanism

3

ix. Review of Regional Coordination Plan x. Standard Operating Procedures for the Regional Coordination

Centre xi. Disaster Contingency Plans for CDEMA Participating States xii. National Emergency Operating Centre Standard Operating

Procedures and Guidelines xiii. CDEMA Emergency Telecommunications Procedure Manual xiv. Regional Emergency Telecommunication Plan xv. Other relevant Regional Plans such as the Regional Security

System, and the Federal Emergency Management Agency (FEMA) Response Plan.

2.1.2.3 Include an Outline of the key elements of the SRFP Annual Audit Instrument and accompanying Consolidated Audit Report.

2.1.1.1 Detail the proposed implementation plan, work program and timeline for completing the consultancy.

2.1.3 Present the Inception Report to CDEMA including the SRFPs and finalize incorporating comments.

2.2 Develop the SRFP Audit Instrument and evaluate the Sub-Regional Emergency Operations Units.

2.2.1 Based upon agreed elements at 2.1 above prepare the draft SRFP Annual Audit

Instrument. The Instrument should also be informed by a status and needs assessment of the SRFPs and documents reviewed at 2.1.2.2 above.

2.2.2 Submit the draft SRFP Annual Audit Instrument at 2.2.1 above, to CDEMA for comments and revise as necessary.

2.2.3 In collaboration with CDEMA, finalise the assessment schedule and utilise the revised SRFP Audit Instrument to undertake assessments within each of the Sub- Regional Emergency Operations Units.

2.2.4 Prepare and submit to CDEMA for review, a consolidated Report based on the findings of the Audit. This Consolidated SRFP Audit Report should include:

2.2.4.1 Status Report on the capacity and needs assessment of each Sub Regional

Disaster Emergency Response Operational Unit; 2.2.4.2 Recommended, prioritized coordination and capacity enhancement

requirements including training, protocols and equipment with requisite specifications for procurement;

2.2.4.3 An Evaluation of the utility of the SRFP Audit Instrument from each SRFP;

4

2.2.4.4 Recommendations for the enhancement of the SRFP Audit Instrument and for its annual administration; and

2.2.4.5 Recommendations for the incorporation of the SRFP Audit Instrument as a part of the ICA Tool.

2.2.5 Revise the Consolidated SRFP Audit Report based on the comments from CDEMA. 2.2.6 In collaboration with the Technical Manager, Preparedness and Country Support

finalize the SRFP Audit Instrument, and Capacity Enhancement needs list for support under the project. Additionally, input and assistance should be provided to the Supplier’s Consultancy for the development of the Equipment Procurement Plan.

2.3 Prepare a Final Report on the Consultancy

2.3.1 Prepare a Final Report which should describe the process utilized for conducting the Conducting the Consultancy. The Report should include: i. A description of the process utilised for the development and implementation

of the Sub-Regional Focal Point annual Audit Instrument; ii. Lessons learnt and; iii. Recommendations for the improvement of the overall process.

2.3.2 Submit the Final Report to CDEMA for comments and revise as necessary.

3.0 Results and Deliverables

3.1 The Consulting Firm shall submit the following:

3.1.1 Inception Report as outlined at Section 2.1. 3.1.2 Draft SRFP Audit Instrument for the evaluation of the Sub-Regional Emergency

Operations Units as outlined at Section 2.2

3.1.3 Consolidated SRFP Audit Report as outlined at Section 2.2.4 3.1.4 Final SRFP Annual Audit Instrument and Capacity Enhancement Needs List as

outlined at Section 2.2.6

3.1.5 Recommendations for the development of the Equipment Procurement Plan as outlined at Section 2.2.6.

5

4.0 Inputs of CDEMA

4.1 CDEMA shall provide the following to the Consultancy :

4.1.1 Background project documentation as required.

4.1.2 Comments on the draft documents submitted within 10 working days of receipt.

4.1.3 Circulate documentation for review and comments to stakeholders such as the Project Steering Committee, and the Sub-Regional Emergency Operations Units.

5.0 Consultancy requirements

5.1 The Consultancy shall possess the following minimum qualifications and shall present for

consideration the minimum of two (2) experts for the undertaking of the work as outlined at Section 2.0 above.

1. Qualification in the field of Disaster Management or Social Sciences or related

studies. 2. At least five (5) years experience each in Emergency Preparedness, Contingency

Planning and Response Operations in the Caribbean. 3. Five (5) years experience in Disaster Management Assessments or related

assessments, report writing, data collection and analysis. 4. Proven experience in the facilitation of multi-stakeholder dialogues. 5. Demonstrated clear understanding of Disaster Management and Climate Change 6. Qualification or demonstrated experience in Project Management.

Experience in working in the Caribbean will be a distinctive advantage. All experts must have a good command of the English language, communicate clearly, meet deadlines, pay attention to details and be computer literate.

1

APPENDIX 1: CDEMA SRFPS AND THE REGIONAL RESPONSE MECHANISM Article 16 of the Agreement establishing the Caribbean Disaster Emergency Management Agency (CDEMA) defines the primary functions of Sub-Regional Disaster Emergency Response Operational Units as being to:

a) Acquire and maintain, on an updated basis, comprehensive information on the facilities and services available in each of the Participating States for which they bear responsibility;

b) Maintain and test on a regular basis communications with the Coordinating Unit and with critical response agencies under the control of national relief organisations;

c) Maintain independent fuel and power supplies and ensure that relevant physical facilities are in a condition to withstand a major disaster;

d) Keep and maintain at the operational focal point in serviceable and optimal working condition an equipment package containing essential items recommended by the TAC

The Sub-Regional Disaster Emergency Response Operational Units are geographically formed groups which are four island states namely, Jamaica, Antigua, Barbados and Trinidad and Tobago that have been designated as sub-region heads (Sub-Regional Focal Points (SRFPs)) for coordinating response initiatives in the other Participating States of CDEMA to disasters (See Error! Reference source not found.). Table 1 showing the Sub-Regional Focal points and their members Sub-Regional Focal Points States Responsible for Antigua Anguilla, Virgin Islands, Montserrat, St. Kitts Barbados Dominica, Saint Lucia, St. Vincent Jamaica Bahamas, Belize, Turks & Caicos, Haiti Trinidad and Tobago Grenada, Guyana, Suriname In support of the functions of the SRFPS as determined in the Agreement establishing CDEMA, the following areas have been identified for priority attention:

• Clarification of the responsibilities of SRFPs and the responsibilities of the CDEMA CU, with respect to maintenance of the SRFPs, e.g. the role of SRFPs/CU in warehouse management.

• Development of minimum standards for SRFPs which can be benchmarked. • Urgent establishment of an annual inspection regime and readiness reporting programme. • Establishment, training and equipping of sub-regional response teams as part of the

process of a CDEMA rapid and strategic deployment facility. Over the long term, it is envisioned that SRFPs will be able to develop and operationalise programmes for the entire grouping of countries within the sub region within the framework of

2

the Comprehensive Disaster Management Strategy and Framework, i.e. addressing interventions to improve overall capacity for disaster management within the priority areas of the Strategy. The Regional Response Mechanism (RRM) is an arrangement for Coordination of Disaster Response among Participating States, Regional and International Agencies. It also ensures speedy response and effective and efficient use and management of resources. The CDEMA Coordinating unit is responsible for the coordination of the RRM. The Regional Response Mechanism consists of the following six components. The relationship between each of these components is given in the diagram below.

1. CDEMA Regional Coordination Plan 2. Regional Warehouses 3. CDEMA Agreement, RSS Treaty 4. CDRU Operations Orders 5. ECDG Operations Orders 6. NDO Disaster Plans 7. Other Response Agency/ Partner Plans

Given the responsibilities of the SRFPs, they support three of the seven components of the Regional Response Mechanism, specifically, components, 1 (CDEMA Regional Coordination Plan), 2 (Regional Warehouses), and 6, (NDO Disaster Plans).

DIAGRAM SHOWING THE COMPONENTS OF THE REGIONAL RESPONSE MECHANISM (RRM)

Technical Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the shortlisted Consultants for the preparation of their Technical Proposals; they should not appear on the Technical Proposals to be submitted.] TECH-2 Consultant’s Organization and Experience

A Consultant’s Organization B Consultant’s Experience

TECH-3 Comments or Suggestions on the Terms of Reference and on Counterpart Staff and

Facilities to be Provided by the Client A On the Terms of Reference B On the Counterpart Staff and Facilities

TECH-4 Description of the Approach, Methodology and Work Plan for Performing the

Assignment TECH-5 Team Composition and Task Assignments TECH-6 Curriculum Vitae (CV) for Proposed Professional Staff TECH-7 Staffing Schedule

TECH-8 Work Schedule

Technical Proposal- Standard Forms

2

FORM TECH-2 CONSULTANT’S ORGANIZATION AND EXPERIENCE

A - Consultant’s Organization [Provide here a brief (two pages) description of the background and organization of your firm/entity and each associate for this assignment.]

Technical Proposal – Standard Forms 3

B - Consultant’s Experience [Using the format below, provide information on each assignment for which your Consultancy, and each associate (JVCA) for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment. Use 20 pages.]

Assignment name:

Approx. value of the contract (in current US$ or Euro):

Country: Location within country:

Duration of assignment (months):

Name of Client:

Total No of staff-months of the assignment:

Address:

Approx. value of the services provided by your firm under the contract (in current US$ or Euro):

Start date (month/year): Completion date (month/year):

No of professional staff-months provided by associated Consultants:

Name of associated Consultants, if any:

Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):

Narrative description of Project: Description of actual services provided by your staff within the assignment:

Consultancy’s Name:


4

FORM TECH-3 COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT

A - On the Terms of Reference [Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal.]

Technical Proposal – Standard Forms 5

FORM TECH-4 DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT

(For small or very simple assignments the Client should omit the following text in Italic) [Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (50 pages, inclusive of charts and diagrams) divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing. a) Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8. c) Organization and Staffing. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.]


6

FORM TECH-5 TEAM COMPOSITION AND TASK ASSIGNMENTS

Professional Staff

Name of Staff Consultancy Area of Expertise Position Assigned Task Assigned

Technical Proposal – Standard Forms

7

FORM TECH-6 CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL

STAFF

1. Proposed Position [only one candidate shall be nominated for each position]: 2. Name of Firm [Insert name of firm proposing the staff]: 3. Name of Staff [Insert full name]: 4. Date of Birth: Nationality: 5. Education [Indicate college/university and other specialized education of staff member, giving names of

institutions, degrees obtained, and dates of obtainment]: 6. Membership of Professional Associations: 7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]: 8. Countries of Work Experience: [List countries where staff has worked in the last ten years]: 9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:

10. Employment Record [Starting with present position, list in reverse order every employment held by staff

member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:


8

11. Detailed Tasks Assigned [List all tasks to be performed under this assignment]

12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.] Name of assignment or project:

Year:

Location:

Client:

Main project features:

Positions held:

Activities performed:

13. Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: [Signature of staff member or authorized representative of the staff] Day/Month/Year Full name of authorized representative:

Technical Proposal – Standard Forms

9

FORM TECH-7 STAFFING SCHEDULE1

N° Name of Staff Staff input (in the form of a bar chart)2 Total staff-month input

1 2 3 4 5 6 7 8 9 10 11 12 n Home Field3 Total Foreign

1 [Home]

[Field]

2

3

n

Subtotal Local

1 [Home] [Field]

2

n

Subtotal Total

1 For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category (e.g.: draftsmen, clerical staff, etc.). 2 Months are counted from the start of the assignment. For each staff indicate separately staff input for home and field work. 3 Field work means work carried out at a place other than the Consultant's home office. Full time input Part time input


10

FORM TECH-8 WORK SCHEDULE

N° Activity1 Months2

1 2 3 4 5 6 7 8 9 10 11 12 n

1 2 3 4 5 n

1 Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Client

approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase. 2 Duration of activities shall be indicated in the form of a bar chart.

11

Price Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the shortlisted Consultants for the preparation of their Price Proposals; they should not appear on the Price Proposals to be submitted.] Price Proposal Standard Forms shall be used for the preparation of the Price Proposal. PR-2 Summary of Price PR-3 Breakdown of Price by Activity PR-4 Breakdown of Remuneration PR-5 Reimbursable expenses

Price Proposal - Standard Forms 12

FORM PR-2 SUMMARY OF PRICES

Item

Prices

[Indicate Foreign Currency # 1]1



[Indicate Local Currency]

Total Costs of Price Proposal 2

1 Indicate between brackets the name of the foreign currency. Maximum of three currencies; use as many columns as needed, and delete the others. 2 Indicate the total prices, net of local taxes, to be paid by the Client in each currency. Such total prices must coincide with the sum of the relevant Subtotals

indicated in all Forms PR-3 provided with the Proposal.

Price Proposal – Standard Forms 13

FORM PR-3 BREAKDOWN OF PRICES BY ACTIVITY1

Group of Activities (Phase):2

Description:3

Cost component

Costs




[Indicate Local Currency]

Remuneration5

Reimbursable Expenses 5

Subtotals 1 Form PR-3 shall be filled at least for the whole assignment. In case some of the activities require different modes of billing and payment (e.g.: the

assignment is phased, and each phase has a different payment schedule), the Consultant shall fill a separate Form PR-3 for each group of activities. For each currency, the sum of the relevant Subtotals of all Forms PR-3 provided must coincide with the Total Prices of Price Proposal indicated in Form PR-2.

2 Names of activities (phase) should be the same as, or correspond to the ones indicated in the second column of Form TECH-8. 3 Short description of the activities whose price breakdown is provided in this Form. 4 Indicate between brackets the name of the foreign currency. Use the same columns and currencies of Form PR-2. 5 For each currency, Remuneration and Reimbursable Expenses must respectively coincide with relevant Total Prices indicated in Forms PR-4, and PR-5.

Price Proposal – Standard Forms 15

FORM PR-4 BREAKDOWN OF REMUNERATION1 (Information to be provided in this Form shall only be used to establish payments to the Consultant for possible additional services requested by the Client)

Name2 Position3 Staff-month Rate4

Foreign Staff

[Home] [Field]

Local Staff

[Home] [Field]

1 Form PR-4 shall be filled in for the same Professional and Support Staff listed in Form TECH-7. 2 Professional Staff should be indicated individually; Support Staff should be indicated per category (e.g.:

draftsmen, clerical staff). 3 Positions of the Professional Staff shall coincide with the ones indicated in Form TECH-5. 4 Indicate separately staff-month rate and currency for home and field work.

Price Proposal - Standard Forms 16

FORM PR-5 BREAKDOWN OF REIMBURSABLE EXPENSES (Information to be provided in this Form shall only be used to establish payments to the Consultant for possible additional services requested by the Client)

N° Description1 Unit Unit Price2

Per diem allowances Day

International flights3 Trip

Miscellaneous travel expenses Trip

Communication costs between [Insert place] and [Insert place]

Drafting, reproduction of reports

Equipment, instruments, materials, supplies, etc.

Shipment of personal effects Trip

Use of computers, software

Laboratory tests.

Subcontracts

Local transportation costs

Office rent, clerical assistance

Training of the Client’s personnel 4 1 Delete items that are not applicable or add other items according to Paragraph Reference 3.6 of the Data

Sheet. 2 Indicate unit price and currency. 3 Indicate route of each flight, and if the trip is one- or two-ways. 4 Only if the training is a major component of the assignment, defined as such in the TOR.

Documents

RFP Consultancy for Dev and Impl of the SRFP Audit-rev2financial proposals to provide consultancy services for the Development and Implementation of the CDEMA Sub-Regional Focal Point