CALL FOR PROPOSALS: Community Level Resilience Enhancement Actions and Awareness Raising – Honiara

The purpose of the Call for Proposals is to solicit interest from existing or prospective Implementing Partners that wish to participate in UN-Habitat operation and contribute complementary resources (human resources, knowledge, funds, in-kind contributions, supplies and/or equipment) to achieving common objectives as outlined below and subsequently agreed in an Agreement of Cooperation.

Size of grant: US$140,000.00 (United States Dollars One Hundred Forty Thousand Only)

Purpose of CFP: To contribute to project components 1 and 2 of the project: “Enhancing urban resilience to climate change impacts and natural disasters: Honiara”, which aims at developing community, ward and city level resilience enhancement actions and capacity building.

Submission Start Date: 26th September 2022

Submission Deadline Date: 7th October 2022

Project Key Information

  • UN-Habitat Project title: Enhancing urban resilience to climate change impacts and natural disasters: Honiara.
  • Locations
    • Country: Solomon Island
    • Town/City: The project will focus on Honiara urban area, specifically five informal settlements (Ontong Java (Lord Howe settlement), Kukum Fishing Village, Aekafo-Feraladoa, Wind Valley, Jabros (Gilbert Camp))
  • Anticipated start date: January 2023
  • Estimated duration of project in calendar months: 6 months
  • Maximum proposed value in US$: 140,000 (including directly implemented activities, potential sub-contracts to local implementing partners)
  • Lead Organization Unit: Regional Office for Asia and the Pacific (ROAP)

Section 1: Brief Background of the Project

The Planning for Climate Change, Honiara project was initiated in the Solomon Islands in 2012 by the United Nations Human Settlements Programme (UN-Habitat) as part of a regional programme of urban climate change assessments. The first phase of this process concluded with the finalization of the Honiara Vulnerability and Adaptation Assessment (VAA) report, released shortly before the April 2014 Floods (Rodil & Mias-Cea 2014).

Phase 2 focused on city-wide, ward-level and hotspot-scale action planning, engaging a range of government, civil society and community-level stakeholders through workshops, interviews and a 2-day forum, concluding with the Honiara Urban Resilience and Climate Action Plan (HURCAP) being endorsed by the Solomon Islands Government and the Honiara City Council in early 2017.

Phase 3 is currently ongoing and focuses on the implementation of priority actions contained within the HURCAP, engaging stakeholders in partnerships and seeking city-wide funding from multi-lateral donors and funding entities. In line with and in support of the HURCAP, the overarching goal of the “Enhancing urban resilience to climate change impacts and natural disasters: Honiara” (Climate Resilient Honiara) project is to enhance the resilience of the city and its inhabitants to current and future climate impacts and natural disasters, putting a particular focus on pro-poor adaptation actions that involve and benefit the most vulnerable communities in the city and a special emphasis on youths, women, girls, the elderly, and people with disabilities. A link to the project document is provided here.

The Climate Resilient Honiara (CRH) project is funded by the Adaptation Fund, implemented by Un-Habitat, with the Ministry of Lands, Housing and Survey (MLHS), Honiara City Council (HCC) and the Ministry of Environment, Climate Change, Disaster Management & Meteorology (MECDM) as Executing Entities. The Royal Melbourne Institute of Technology (RMIT) has been the main implementing Partner since the project initiation in 2018.

The overall CRH includes the following five components, with Knowledge Management as additional cross-cutting component: 1. Community-level infrastructure interventions
2. Community-level capacity building, 3. Ward level ecosystem-based adaptation interventions,
4. Ward-level capacity strengthening, 5. City-level capacity strengthening.

The CRH focuses its interventions on five informal settlements within Honiara:

While the overall CRH project includes the above mentioned five project components, and this specific tender focusses solely on the community level (components 1 and 2 of the CRH project):

Community-level

  1. To support the implementation of prioritized resilience actions in vulnerability hotspot communities.
  2. To strengthen the capacity of local communities to respond to climate change and natural hazards through awareness raising and capacity development training.

Section 2: Main activities and outputs

The implementing partner (IP) will support activities at the community level, contributing to components/ work packages 1 and 2, as detailed in the following section. Specifically, the Implementing Partner will be undertaking activities as follows (but not limited to):

Project Component 1: Community level actions (maximum proposed value USD 90,000.00 (United Stated Dollars Ninety Thousand only)

Based on detailed community workshops and assessments conducted by RMIT, the following 15 Rainwater tanks will be installed at community level:

Settlement# of tanksDetails
Ontong Java (Lord Howe settlement)  4One community tank. Location: to be determined in consultation with the community, supported by geospatial analysis. OJ is divided into 4 zones of household clusters. 1 water tank (small to medium size 1000Ltrs to 3000Ltrs) per cluster.
Fishing Village  3One community tank. Location: to be determined in consultation with the community but could be attached to the existing school. KFV can also be clustered into 3 groups with 1 tank per cluster.
Aekafo-Feraladoa5Multiple community tanks attached to existing community assets e.g. churches / community halls. There are 4 zones with 5 church buildings (Feraladoa/Ferakusia Anglican Church, Matariu SSSEC, Jericho SSEC, Gwaimaoa Anglican Church & Aekafo SSEC): consider 5 tanks (1000Ltrs to 3000Ltrs).
Wind Valley2Replace / repair the damaged tank on the Chief’s property. Location: one community tank per zone, location to be determined by the community and geospatial analysis (2 informal zones are recognized by the community).
Jabros1One community tank. Location: attached to either the church or the community hall.
Total number15 

The exact location and size of each water tank will be determined after thorough field assessments by the implementation partner in close collaboration with RMIT and the project implementation team.

Implementation by the IP has to be fully compliant with the following Environmental and Social Safeguard (ESS) Principles:

KEY AREAESS PRINCIPLECONSIDERATIONS
Rainwater tanks/ ESSENTIAL UTILITIESCompliance with the lawRainwater harvesting has to be fully compliant with local rules and regulations. Implementation will be guided by environmental engineering expertise. 
Rainwater tanks/ ESSENTIAL UTILITIESAccess and equityAll members of the community will be consulted to ensure that equity is a basis of the rainwater tank programme.
Rainwater tanks/ ESSENTIAL UTILITIESMarginalized and vulnerable groupsAll members of the community will be consulted to ensure that the views of marginalised groups are explicitly considered when testing water quality.
Rainwater tanks/ ESSENTIAL UTILITIESInvoluntary resettlement(This principle applies to all activities identified). There are no implications for resettlement arising from this action.
Rainwater tanks/ ESSENTIAL UTILITIESGender Equity and Women’s EmpowermentEnsure that women are consulted with before implementation.
Rainwater tanks/ ESSENTIAL UTILITIESProtection of Natural HabitatsActivities related to the testing scheme must avoid degradation of critical natural habitats. 
Rainwater tanks/ ESSENTIAL UTILITIESPollution Prevention and Resource EfficiencyThe use of local rainwater tanks will enhance resource efficiency.
Rainwater tanks/ ESSENTIAL UTILITIESGender and youthWomen and youth in the respective communities to be consulted before implementation.

After installation of the tanks, operations and maintenance training will be delivered to key members of the community. This includes the development of operations and maintenance guidelines, including schedules identifying frequency of maintenance activities for the communities. All documents developed need to be made available in local languages if required.

KEY OUTPUTS:

– 15 rainwater harvesting tanks are installed in the target communities which are fully compliant with ESS standards.

– Proper project documentation submission of contributions to social media presence of the project 

Project component 2: Community level awareness raising (maximum proposed value USD 50,000.00 (United Stated Dollars Fifty Thousand only)

A thorough assessment of Community Capacity Building needs has been carried out by RMIT during the first phase of the CRH project. The following main areas were identified for the overall project, of which the highlighted areas are to be covered under this tender:

Overall TopicTraining to be conductedTo be delivered by:
Waste disposalWaste ManagementImplementing Partner, this tender
Essential utilitiesAsset maintenance training (Water tanks)Implementing Partner, this tender
DRRAwareness raising for climate and disaster resilience (including video advocacy)In partnership with RMIT
DRRLocal evacuation plansIn partnership with RMIT
DRRGender responsive disaster planningIn partnership with RMIT

The IP is expected to facilitate a minimum of 50% female participants and a minimum of 25% youth participants. The IP is furthermore expected to provide thorough documentation of all trainings conducted, including list of participants and training assessments/ evaluations, as well as an end of training report.

KEY OUTPUTS:

– All communities are full trained in upkeep and maintenance of the water tanks installed under component 1

– All communities have operations and maintenance guidelines and schedules available for the installed water tanks.

– Trainings/ awareness raising on Waste Management and DRR delivered to all five target communities and training reports submitted

– Proper project documentation submission of contributions to social media presence of the project 

Produced documents and reports need to be presented in a publishable manner. Moreover, the call for proposal should indicate how the IP intends contributing to the project’s Knowledge Management, Advocacy and communication strategy beyond the activities and outputs above.

Throughout these activities the implementing partner is expected to examine whether particular individuals and groups may be differentially or disproportionately affected by the sub-project potential adverse impacts because of their disadvantaged or marginalized status, due to such factors as race, ethnicity, gender, age, language, disability, sexual orientation, religion, political or other opinion, national or social or geographical origin, property, birth or other status including as an indigenous person or as a member of a minority. Where such individuals or groups are identified (through the vulnerability assessment), recommend targeted and differentiated measures to ensure that the adverse impacts do not fall disproportionately on them.

Section 3: Risk Analysis

A detailed risk analysis of the project has been undertaken.

The proposed project will fully comply with international and national laws In line with UN-Habitats Environmental and Social Safeguards System and in line with the Adaptation Fund’s Environmental and Social Policy. UN-Habitat completed an initial risk analysis, screening and assessing potential environmental and social impacts for the proposed project.

In assessments the implementing partner is expected to adequately include and / or reflect the following:

  • Ensure compliance with international standards and, where appropriate, use independent advisory panels during preparation and implementation of sub-projects that contain risks or that involve serious and multi-dimensional social and/or environmental concerns.
  • Utilize strategic, sectoral or regional environmental assessment where appropriate.
  • Enhance positive impacts and avoid, minimize, and/or mitigate adverse impacts through environmental and social planning and management. Develop a management plan per USP that includes the proposed measures for mitigation, monitoring, institutional capacity development and training (if required), an implementation schedule (including maintenance), and cost estimates.
  • All proposed sub-projects with environmental and social risks will be assessed and managed with the purpose to identify potential application of requirements of the Overarching Environmental and Social Policy (ESP) and Principles.

Furthermore, the implementing partner is expected to familiarize themselves with the Adaptation Funds Environmental and Social Management plan and ensure that all other stakeholders involved on National, Local and Community level are equally aware of the environmental and social risks.

All project activities / assessments should adequately include and/or reflect the following:

15 Principles of the Environmental and Social Policy of the Adaptation Fun

  1. Compliance with the law: Projects/programmes supported by the Fund shall be in compliance with all applicable domestic and international law.
  2. Access and equity: Projects/programmes supported by the Fund shall provide fair and equitable access to benefits in a manner that is inclusive and does not impede access to basic health services, clean water and sanitation, energy, education, housing, safe and decent working conditions, and land rights. Projects/programmes should not exacerbate existing inequities, particularly with respect to marginalized or vulnerable groups.
  3. Marginalized and vulnerable groups: Projects/programmes supported by the Fund shall avoid imposing any disproportionate adverse impacts on marginalized and vulnerable groups including children, women and girls, the elderly, indigenous people, tribal groups, displaced people, refugees, people living with disabilities, and people living with HIV/AIDS. In screening any proposed project/programme, the implementing entities shall assess and consider particular impacts on marginalized and vulnerable groups.
  4. Human rights: Projects/programmes supported by the Fund shall respect and where applicable promote international human rights.
  5. Gender Equity and Women’s Empowerment: Projects/programmes supported by the Fund shall be designed and implemented in such a way that both women and men 1) are able to participate fully and equitably; 2) receive comparable social and economic benefits; and 3) do not suffer disproportionate adverse effects during the development process.
  6. Core Labour Rights: Projects/programmes supported by the Fund shall meet the core labour standards as identified by the International Labour Organization.
  7. Indigenous Peoples: The Fund shall not support projects/programmes that are inconsistent with the rights and responsibilities set forth in the UN Declaration on the Rights of Indigenous Peoples and other applicable international instruments relating to indigenous peoples.
  8. Involuntary Resettlement: Projects/programmes supported by the Fund shall be designed and implemented in a way that avoids or minimizes the need for involuntary resettlement. When limited involuntary resettlement is unavoidable, due process should be observed so that displaced persons shall be informed of their rights, consulted on their options, and offered technically, economically, and socially feasible resettlement alternatives or fair and adequate compensation.
  9. Protection of Natural Habitats: The Fund shall not support projects/programmes that would involve unjustified conversion or degradation of critical natural habitats, including those that are (a) legally protected; (b) officially proposed for protection; (c) recognized by authoritative sources for their high conservation value, including as critical habitat; or (d) recognized as protected by traditional or indigenous local communities.
  10. Conservation of Biological Diversity: Projects/programmes supported by the Fund shall be designed and implemented in a way that avoids any significant or unjustified reduction or loss of biological diversity or the introduction of known invasive species.
  11. Climate Change: Projects/programmes supported by the Fund shall not result in any significant or unjustified increase in greenhouse gas emissions or other drivers of climate change.
  12. Pollution Prevention and Resource Efficiency: Projects/programmes supported by the Fund shall be designed and implemented in a way that meets applicable international standards for maximizing energy efficiency and minimizing material resource use, the production of wastes, and the release of pollutants.
  13. Public Health: Projects/programmes supported by the Fund shall be designed and implemented in a way that avoids potentially significant negative impacts on public health.
  14. Physical and Cultural Heritage: Projects/programmes supported by the Fund shall be designed and implemented in a way that avoids the alteration, damage, or removal of any physical cultural resources, cultural sites, and sites with unique natural values recognized as such at the community, national or international level. Projects/programmes should also not permanently interfere with existing access and use of such physical and cultural resources.
  15. Lands and Soil Conservation: Projects/programmes supported by the Fund shall be designed and implemented in a way that promotes soil conservation and avoids degradation or conversion of productive lands or land that provides valuable ecosystem services.

Section 4: Eligibility Criteria

The Expressions of Interest will be assessed against the following criteria. Please provide the required information / documents listed below.

  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


Section 5: 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 proposalReferences 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 operationFinancial 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 staffDescription 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 staffCopies 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%

A complete set of Technical and Budget Proposals including all the required documents listed in the
CFP Instructions and Guidelines must be received by UN-Habitat ROAP no later than 7th October
2022 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. (AOC/CFP/SOL2022) 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.
For queries on this CFP, please contact Mr. Bernhard Barth, HSO, UN-Habitat ROAP at email
bernhard.barth@un.org


Notes
:

  • 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).
  • 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.
  • CFP from applicants failing to provide the complete information to fulfill the basic eligibility criteria will be considered non-responsive.
  • CFP received after the above deadline will not be considered
  • Organizations will be selected in accordance with the procedure set out in the UN-Habitat IP Management policy and Standard Operating Procedures.
  • CFP from applicants failing to provide the requested information will be disregarded.
  • 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.
  • All prices must be in USD.
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