Call for Proposal for Mongolia FRUGA - Data collection and Delivery of Simulation model for forecasting future impacts of climate change flooding in UB city & Ger-areas

CALL FOR PROPOSAL

Ref. No. : AOC/CFP/MON/2019/003

Subject: UN-Habitat ROAP Call for Proposal for Mongolia FRUGA - Data collection and Delivery of Simulation model for forecasting future impacts of climate change flooding in UB city & Ger-areas

The United Nations Human Settlements Programme (UN-Habitat) Regional Office for Asia and the Pacific (ROAP) hereby solicits your proposal for the above subject, in accordance with this document and annexes attached.

This Call for Proposal (CFP) consists of this document and the following annexes:

1. CFP Instructions and Guidelines

2. Technical Proposal Template
3. Budget Proposal Template
4. Partner Declaration Form

5. Sample Agreement of Cooperation

A complete set of Technical and Budget Proposals, Signed Partner Declaration Form, including all the required documents listed in the CFP Instructions and Guidelines must be received by

UN-Habitat ROAP no later than 12 April 2019 (Extended to 30 April 2019) to the following address via mail or email:

UN-Habitat Regional Office for Asia and the Pacific ACROS Fukuoka, 8th Floor
1-1-1 Tenjin Chuo-ku, Fukuoka 810-0001 Japan

Email: habitat.fukuoka@un.org

Please indicate the CFP Ref. No. above in your email subject.

 

Proposals must be submitted in English language and UN-Habitat reserves the right to reject any proposals which are not received by UN-Habitat ROAP by the above-stated deadline.

UN-Habitat will enter into an Agreement of Cooperation (AOC) with the selected Implementing Partner, a sample of which is attached for your reference.

For queries on this CFP, please contact Mr. Laxman Perera, Human Settlements Officer, at Email: laxman.perera@un.org.

Download all templates and forms from here

Call for Proposal for Mongolia FRUGA - Data collection and Delivery of Simulation model for forecasting future impacts of climate change flooding in UB city & Ger-areas

Size of grant: maximum US$150,000

Purpose of CFP: For Output 1 Data collection and Delivery of Output 1.2 Simulation model for forecasting future impacts of climate change flooding in UB city & Ger-areas

Submission Start Date: 29 March 2019, Monday
Submission Deadline Date and time: 12 April 2019, Friday, (Extended to 30 April 2019, Tuesday) 2359hrs, Japan time (GMT+9)

Project Key Information

Project Key Information

  • UN-Habitat Project title: Flood Resilience in Ulaanbaatar Ger-Areas (FRUGA) - Climate Change Adaptation through community-driven small-scale protective and basic services interventions
  • Locations
    o Town/City: Ulaanbaatar

o Country: Mongolia

  • Anticipated start date: 1 May 2019
  • Estimated duration of project in calendar months: 10 months
  • Lead Organization Unit: UN-Habitat

Brief Background of the Project

Organizational Setting

The United Nations Human Settlements Program, UN-Habitat, is the United Nations agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable communities, towns and cities with the goal of providing adequate shelter for all. By working at all levels and with all relevant stakeholders and partners, UN-Habitat contributes to linking policy development and capacity-building activities with a view to promoting cohesive and mutually reinforcing social, economic and environmental policies and programs in human settlements in conformity with international practices and covenants.

UN-Habitat has been collaborating with the Government of Mongolia, the Ministry of Construction and urban Development (MCUD) and the Municipality of Ulaanbaatar (MUB) on strategies and demonstration projects for slum upgrading, and human settlements development since 2005. The agency assisted the municipality in formulating a community-based ger-area upgrading strategy, developing action plans and demonstrated a community-led approach to ger-area upgrading in five ger-areas in Ulaanbaatar city with support from Japan. More recently UN-Habitat has been involved as a key partner on community engagement through the People’s Process for the Urban Services and Ger Area Development and Investment Programme as well as the Affordable Housing and Urban Renewal Programme of the Government of Mongolia, implemented with support from the Asian Development Bank.

Project Overview

In September 2018 UN-Habitat signed an agreement with the Adaptation Fund for Climate Change to implement the project on Flood Resilience in Ulaanbaatar Ger-Areas (FRUGA) - Climate Change Adaptation through community-driven small-scale protective and basic services interventions – in the seven most-vulnerable and high-risk ger-areas of Ulaanbaatar Mongolia.

The seven target Ger communities in Ulaanbaatar are characterized by a high exposure to multiple climate hazards ranging from wind and dust storms, air pollution, and particularly by floods - cited as the main climate issue that required addressing by the communities - during the rapid needs assessment. Climate sensitivity is underpinned by rapid urbanization and population growth, leading to people residing in high-risk areas, in unsanitary conditions engaging in unhygienic behavior, which exacerbates public health risks. Underlying vulnerabilities are poverty, limited social ties, limited access to basic services, gender inequalities and environmental degradation. Moreover, the adaptive capacities at household, community and governance level are barriers for change as is the very limited knowledge and awareness of risks and their own vulnerability.

The main objective of the project is to enhance the climate change resilience of the seven most vulnerable Ger khoroo settlements focusing on flooding[1] in Ulaanbaatar City by:

  1. Improving the knowledge on flood hazard and risk exposure and vulnerability for these areas
  2. Improving the resilience and adaptive capacity of the Ger settlements through a Community-Based approach (i.e. building social cohesion per Khoroo)
  3. Increasing resilience ger area physical infrastructure and services, supported by enhanced capacities of responsible district level and khoroo authorities.
  4. Strengthened institutional capacity to reduce risks and capture and replicate lessons and good practices

The main component of the project will be the provision of flood resilient physical infrastructure and services, building on the priorities as communicated by the UB city authorities and Khoroo communities and evidence made available and supplemented with hazard and risk mapping and land use planning and delivered within the framework of enhanced capacities and awareness for resilience and risk reduction at Ger -district and community level.

Project Components and Outputs

Project Components

Expected Concrete Outputs

Component 1

National/City Level

Producing hazard and risk information / evidence for increasing resilience and developing land use plans to increase this resilience at UB City level.

Output 1.1

One (1) Ulaanbaatar northern Ger-Area Territorial Land Use Plan, with zoning, legal framework recommendations and a specific focus on flood risk reduction - building on 1.2

Output 1.2.

Simulation model for forecasting future impacts of climate change flooding in UB city & Ger-areas established

Output 1.3

Seven (7) Detailed Ger-khoroo level Land Use Plans with specific focus on flood risk reduction and building resilience of the most vulnerable areas and people

Component 2

Khoroo/Community level

Participative planning and capacity development for flood resilience in Ger-areas at the district / khoroo and community level (including activities to operate and maintain - and mitigate any potential risks related to - the interventions under component 3).

Output 2.1

Seven (7) Khoroo-level floods resilience action plans to implement the interventions under component 3;

A series of District, Khoroo and community level consultations / workshops introducing the People's Process and Community Based Disaster Risk Reduction approach, focused on building social cohesion and consensus on community level implementation of interventions under component 3.

Output 2.2

Khoroo community level interventions operation & maintenance and awareness campaigns and trainings to support the sustainable implementation of interventions under component 3.

Output 2.3

Technical studies – Engineering and hydrological - required to implement the interventions under component 3.

Component 3

 

Enhance resilience of community level flood protection assets

Output 3.1.

Physical assets developed or strengthened in response to climate change related flood impacts as prioritized (by Khoroos drainage and sanitation) – implemented through community contracting

Output 3.2

Management & operations; design & supervision of assets / physical infrastructure – procured as consulting services

Component 4

 

Awareness raising, knowledge management and communication

Output 4.1.

Lessons learned and best practices regarding flood-resilient urban community development are generated, captured and distributed to other Districts and khoroo communities, civil society, and policy-makers in government appropriate mechanisms.

Output 4.2

Workshops and trainings will be organised targeting city- and district government officials with a focus on replication of processes, land use plans and interventions and to discuss how lessons can be integrated into existing strategies and plans.

 

 

Main activities and outputs

The Implementing Partner will be undertaking main activities as follows (but not limited to):

With reference to Outputs 1.1, 1.2 and 1.3, the following main activities are envisaged to be conducted under this TORs:

  • Conduct of research, mapping and data collection required for preparation of:
    1. Detailed Ger-khoroo level Land Use Plans in the seven target khoroos of the project which are 7, 24 and 25th Khoroo in Songino-khairkhan District; 12, 13 and 16th Khoroo in Sukhbaatar District; and, 9th khoroo in Bayanzurkh District. The plans will focus on flood risk reduction and building resilience of the most vulnerable areas and people. These will be seven separate plans for the seven khoroos.
    2. Detailed territorial land use plan for the northern Ger-area of Ulaanbaatar city with zoning, legal framework recommendations and a specific focus on flood risk reduction.
  • Development of a simulation model for forecasting future impacts of climate change flooding in UB city & Ger-areas

The information generated and included in the land use plans should allow the municipality, district authorities and khoroo communities to understand climate change related impacts and risks and to identify appropriate, community specific resilience interventions based on this information.  The plans must also include land re-adjustment and further planning options for plots, roads, assets, etc., by taking into account hazard risks, whilst also addressing other sector needs.

A northern Ger-Area Territorial Land Use Plan, including zoning and legal framework recommendations, should focus on a holistic planning approach of the Ger areas as the vast majority of the urban sprawl and Ger-areas are concentrated in the north of UB city.

All information collected, and assessment reports, plans and strategies must be made available on a digital format in Mongolian and English to be eventually uploaded on the Municipality of Ulaanbaatar’s web portal and spatial database. The simulation model will be launched online by the Ministry of Environment and Tourism and linked to the cities’ environmental and geospatial databases.

More specifically, the Implementing Partner will be responsible to undertake activities as follows (but not limited to):

 

Implementing Partner’s Responsibilities:

1. Contributing to Output 1.1& 1.3 of FRUGA project

  • Conduct of research, mapping and participatory data collection required for preparation of the Ulaanbaatar northern Ger-Area Territorial Land Use Plan, with zoning, legal framework recommendations and a specific focus on flood risk reduction and Seven Detailed Ger-khoroo level Land Use Plans with specific focus on flood risk reduction and building resilience for the 7 target khoroos including:
    • Basic:
      • Governance (administrative boundaries, etc.)
      • Infrastructure (roads, etc.)
      • Occupation (land use, public spaces, heritage sites, etc.)
      • Socio-economic profile, including disaggregated population data
      • Environmental and Ecological profile, including soil types, biodiversity and natural habitats
    • Specifics:
    • Elevation and hydrology of rivers and streams
    • (Upstream) deforestation and erosion trends and vulnerable biodiversity, natural habitats
    • Soil pollution
    • Demographic / population / urbanization trends
    • Climate change trends and impacts, including understanding of precipitation trends, ice-melting trends, flood trends, etc.
    • Land use characteristics for the northern ger areas of Ulaanbaatar city and 7 target khoroos
    • Urban development and planning characteristics for the northern ger areas of Ulaanbaatar city and 7 target khoroos

 

2. Delivering Output 1.2 of FRUGA project

  • Conduct of research, mapping, data collection and analysis including:
    • Review of previous relevant studies and reports on climate extremes and floods in Ulaanbaatar city and its ger areas
    • Identification of the present climate change variables (heat wave, wet spell etc) focused on rainfall analysis in Ulaanbaatar city including its amount, distribution, intensity-duration and return period
    • Hydrological determination of river basins and their channel morphometric parameters, area, channel and hill slope, length and roughness
    • Climate change projection and downscaling in Ulaanbaatar city, past and future flood simulation over river basins
    • Impact and vulnerability assessment of flood in Ulaanbaatar city and targeted area, development of hazard map
    • Development of a simulation model for forecasting future impacts of climate change and flooding in UB city & Ger-areas
  • Development of a simulation model for forecasting future impacts of climate change and flooding in UB city & Ger-areas
  • Preparation of the outputs of the simulation model including terrestrial data, numerical experiment outputs with 2D data and animation for UB city and ger areas
  • Deployment of the simulation model and development of a user interface for the use of the MUB and MoE.

Responsibilities of UN-Habitat

  • Closely review, guide and monitor the implementation activities as per the milestones in the workplan provided by Implementing Partner
  • Provide technical guidance and support as necessary 

Deliverables

 

Deliverables

Description

Draft Report

With the results of data collection including:

  • Basic information:
    • Governance (administrative boundaries, etc.)
    • Infrastructure (roads, etc.)
    • Occupation (land use, public spaces, heritage sites, etc.)
    • Socio-economic profile, including disaggregated population data
    • Environmental and Ecological profile, including soil types, biodiversity and natural habitats
  • Specifics:
  • Elevation and hydrology of rivers and streams
  • (Upstream) deforestation and erosion trends and vulnerable biodiversity, natural habitats
  • Soil pollution
  • Demographic / population / urbanization trends
  • Land use characteristics for the northern ger areas of Ulaanbaatar city and 7 target khoroos including land use classification and land use changes in last 5 years, land cadaster, land rights, expansion of urban land in last 5 years, basic and market value of land, open public spaces, soil erosion and degradation, protected areas, land disputes and resettlement areas, households settled in hazardous areas, reserved areas, settlement areas without proper access; special use land (waste sites, cemetery, military division etc.); agricultural land
  • Urban development and planning characteristics for the northern ger areas of Ulaanbaatar city and 7 target khoroos including plans for socio-economic, environment and ecology, land use and engineering infrastructure under the 2020 Urban Development Master Plan; approved Partial Development Plans; Ger area Redevelopment Plans and Projects; other related plans and projects
  • The impact and risk assessment of climate changes and flooding in UB city & Ger areas including gaps of previous research and studies, climate and hydrological condition for flooding in Ulaanbaatar city; Climate variables trends and their percentile and probability, detailed analysis of extreme flood case in the past history record; Field measurement of river channel parameters in UB, forming of grid data layers for terrestrial overland flow, subsurface flow and channel routing processes; Fine resolution climate projection over Ulaanbaatar, extreme case flood simulation using hydrological model; Impact and risk assessment of climate change flooding based on future simulation model in UB city & Ger areas; Flood hazard maps

Workshop

  • One or more workshops will be organized in consultation with the Ministry of Environment, the Municipality and UN-Habitat to presenting the findings and recommendations to the stakeholders where representatives for the study area will be invited.

Final Report

  • Three copies of final report will be submitted in Mongolian and English after incorporating comments from the stakeholders’ workshop and further comments from the Ministry of Environment, the Municipality and UN-Habitat.

A Flood simulation model for forecasting future impacts of climate change and flooding in UB city and Ger-areas

2 DVDs containing:

  • A Simulation model package along with an instruction how to use the model for flood simulation and requirement of the platform for the model in further potential applications in a dynamic way and narrative description about the model including the model design and domain, what it is for, how it works, how many and what parameters and variables are there and so on
  • Outputs of the simulation model including terrestrial data, numerical experiment outputs with 2D data and animation for UB city and ger areas

A computer application for MUB and MoET users

  • A user interface to access the simulation model
  • A manual for the users

Collected data and reports

  • Soft copies of all collected information, reports, plans and strategies

 

 

 

Environmental and social risks and impacts management requirements

 

 

Output

Potential risk areas

Preventive measure

Monitoring arrangements

Indicator and methods

Frequency and responsibility

Output 1.1

One (1) Ulaanbaatar northern Ger-Area* Territorial Land Use Plan

 

Output 1.2.

Simulation model

 

Output 1.3

Seven (7) Detailed Ger-khoroo level Land Use Plans

Risk that different groups are not equally involved in planning processes (equal access, vulnerable groups, gender considerations)

 

Non-consideration of / compliance to the AF ESP when developing land use plans, including:

  • Human rights
  • ILO standards
  • Avoid forced resettlement
  • Identify risks to biodiversity, natural habitats
  • Identify risks to heritage sites
  • Identify vulnerable soils and lands

Communities will be organized, and quotas will be used to ensure different groups are included / represented. For government workshops and trainings, gender quotas will apply.

 

Include standard clauses requiring the compliance with the AF principles in AoC and contracts + screening the plans for compliance with the 15 safeguard areas, including ILO standards, human rights, etc.

 

Identify vulnerable soils, landscapes, biodiversity, natural habitats, heritage sites.

 

Meeting attendance sheets with quota numbers and photographs

 

Check (list) to assess compliance to safeguard areas

Before and after plans

 

Local project manager

 

Payment Schedule

 

The total value to be contracted to executing Partner through a partnership agreement will be a maximum of US$ 150,000 with following 3 instalments.      

 

1st Installment

30% of Funds

Within 30 working days upon signing the AOC

2nd Installment

60% of Funds

Within 30 working days upon submission of draft final report and a financial statement showing at least 65% of utilisation of the first instalment and payment request

*An audit required once 80% of the total maximum agreement amount has been provided and utilized. The final installment of 10% is conditional upon submission of the audited financial statements

3rd Installment

10% of Funds

Within 30 working days upon submission of final outputs, audited financial report by an independent audit firm and payment request

 

 

 

 

 

 

 

Eligibility Criteria

 

 

 

Criteria

 

 

Submission Details/ Documents Required

 

 

Legal Status

  • Certificate of registration/incorporation i.e.,
  • Proof of registration in Country of Origin.
  • Proof of registration of Country of operation
  • Proof of country operational presence

Organization profile and details

  • Clear organization profile and structure of the organization indicating:
    • Organization’s vision, mission and objectives
    • Management structure
    • Members of the Governing Board and their Designations duly certified by the Corporate Secretary, or its equivalent document
    • Proof of membership to professional associations if any.

Financial Capacity

  • Audited company financial statements (balance sheet and income statement) and auditors report for the last two years

Exclusive bank account

  • Is the organization willing and able to have a separate bank account for the funds provided by UN-Habitat?

 

 

 

Integrity and Governance

  • The organization should complete and submit a signed Partner Declaration Form
  • Provide the profiles of the Chairperson of the Board of Directors, Head of the Organization and Chief of Finance

 

 

 

Selection Criteria

 

 

 

 

Criteria

 

Submission Details/ Documents Required

 

Weighting

1.   Technical capacity

 

25%

1.1 Does the organization have the relevant experience and proven track record in implementing activities in the areas of the project?

Has it managed in the past projects of similar technical complexities and financial size?

Is the project linked with the core business of the IP?

  • List of projects executed in the last 2 years (value, location, donors, nature of projects, execution stage – completed or ongoing).
  • Demonstrate how the experiences in past projects are relevant in the execution of the current proposal
  • References from past donors

 

1.2 Does the organization have qualified technical staff with the experience and the technical skills required by the project?

What is the staff size, type, qualification and education background?

  • CVs of key management staff, technical and non-technical staff that will be involved on the project
  • How many technical staff do you have in the concerned Country for implementing the project? Is there reasonable assurance that such technical staff required by the project will continue to be available as needed in the Project?

 

1.3 Does the organization have a clear and strong link with an identifiable constituency relevant to the targeted population of the project?

Does it have the ability to impact on the targeted population and on the issues?

Does it have strong presence in the field and for how long?

Does it have adequate capacity to work in key areas/regions where the proposed field activities will be implemented?

  • Demonstrate, describe and provide proof of local operational presence, including link and ability to impact the targeted population.

 

1.4 Does the organization possess adequate physical facilities, office equipment, transport, etc. to implement the activities?

  • Provide location and list of office facilities, vehicles and office equipment locally available to implement the project.

 

1.5 Does the organization have formal procedures to monitor project execution (e.g. milestones, outputs, expenditures…)

  • Provide formal project monitoring policies and procedures

 

 

2.   Financial and administrative capacity

 

15%

2.1 Has the organization been in operation over a period of at least 2 years to demonstrate its financial sustainability and relevance?

  • State the years of operation
  • Financial statements for the last 2 years

 

2.2 Does the organization have qualified staff in Finance? Is the current accounting system computerized and does have the capacity to collect and provide separate financial reports on the activities executed under the Agreement of Cooperation?

Does it have systems and practices to monitor and report whether the project deliverables and expenditures are within agreed time and budget?

Does it have minimum segregation of duties in place (separation between project management, finance/accounting and executive office)

 

  • CVs of key finance and accounting staff
  • Description and key features and controls of the accounting system used
  • Organization structure/ Organogram

 

2.3 Does the organization have the capacity to procure goods and services on a transparent and competitive basis? (if applicable) check for procurement unit with experienced staff

  • Copies of procurement policies and procedures. The procedures should show how you procure locally and internationally.

 

2.4 Does the organization have formal procedures and controls to mitigate fraud such as multiple signature signatories on bank accounts, reporting and prosecution of incidences of fraud?

  • Describe anti-fraud controls and provide formal procedures

 

2.5 Does the organization have capacity to provide in-kind, financial, personnel contribution as UN-Habitat Implementing Partner in this present project? Please give details of contribution nature and size.

  • Describe nature and value of contribution (in-kind or cash)

 

 

3.   Financial Proposal

 

 

30%

3.1 Is the budget for each component of the activity to be performed by the Implementing Partner

(i) cost-effective (i.e. the cost should be economical and prudently estimated to avoid any under/over estimation)

(ii) justifiable/well supported and

(iii) accurate and complete

 

Budget Proposal <provide link>

  • BOQ (if applicable)
  • Other supporting documents

 

 

4.   Technical Proposal

 

 

30%

4.1 The technical proposal is sound and responds adequately to the specifications and requirements?

Technical Proposal document <provide link>

 

 

Cumulative score for ratios

 

100%

 

 

 

Notes:

  1. Interested Organizations must provide information indicating that they are qualified to perform the services (brochure, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc).
  2. The CFP and accompanying documents must be received in accordance with instructions provided. CFP submitted to a different email address other than the specified one will not be considered.
  3. CFP from applicants failing to provide the complete information to fulfill the basic eligibility criteria will be considered non-responsive.
  4. CFP received after the above deadline will not be considered
  5. Organizations will be selected in accordance with the procedure set out in the UN-Habitat IP Management policy and Standard Operating Procedures.
  6. CFP from applicants failing to provide the requested information will be disregarded.
  7. This CFP does not entail any commitment on the part of UN-Habitat, either financial or otherwise. UN-Habitat reserves the right to accept or reject any or all Proposals without incurring any obligation to inform the affected applicant(s) of the grounds.
  8. All prices must be in USD
 

[1]As identified in the Flood Risk Assessment and Management Strategy of Ulaanbaatar City supported by the World Bank

Deadline/closing date: 
Tuesday, April 30, 2019