The ongoing conflict in eastern Ukraine has had a direct and highly negative impact on social cohesion, resilience, livelihoods, community security, and the rule of law. Recognizing the need to urgently address reconstruction, economic recovery and peacebuilding needs in areas affected both directly and indirectly by the conflict, in late 2014 the Government of Ukraine requested technical assistance and financial support from the international community to assess priority recovery needs. In late 2014, the United Nations (UN), the World Bank (WB) and the European Union (EU) conducted a Recovery and Peacebuilding Assessment, which was endorsed by the Cabinet of Ministers in mid-2015.
The United Nations Development Programme (UNDP) has been active and present in eastern Ukraine for the past decade, before the conflict, with a focus on community development, civil society development, and environmental protection. Work on addressing the specific conflict-related development challenges discussed above built on this earlier engagement, established partnerships, and started in 2015 through the Recovery and Peacebuilding Programme (RPP). The RPP is a multi-donor funded framework programme formulated and led by the UNDP in collaboration with the Government of Ukraine and in cooperation with a number of partnering UN agencies (UN Women, FAO, UNFPA).
The RPP was designed to respond to, and mitigate, the causes and effects of the conflict. It is based on findings of the Recovery and Peacebuilding Assessment (RPA) and is aligned to the State Target Programme for Recovery as well as to the two oblast development strategies up to 2020. It takes into account the opportunities that have arisen from the Minsk Protocol of September 2014 and the renewal of its cease-fire provisions (the latest cease-fire having been agreed in March 2018) and is also fully adjusted to the humanitarian-development nexus. It is an integral component of the UNDP Country Programme and is therefore fully aligned with the United Nations Partnership Framework (UNPF). It is closely interlinked with the Democratic Governance and Reform Programme, operating nationally and in all of Ukraine’s regions, and is consistent with the SDGs, in particular SDG 16 (Peace, Justice and Strong institutions).
The Programme’s interventions are grouped under the following key Programme components, which reflect the region’s priority needs:
Component 1: Economic Recovery and Restoration of Critical Infrastructure
Component 2: Local Governance and Decentralisation Reform
Component 3: Community Security and Social Cohesion.
The Programme, which operates based on a pooled funding arrangement, follows a multi-sectoral programme-based approach and is implemented using an area-based methodology. It is a unifying interventions framework for 12 projects funded by 12 international partners.
In October 2018, four UN agencies (UNDP, UN Women, FAO and the UNFPA) have countersigned a new joint project document, funded by the EU. The overall objective of the project is to restore effective governance and promote reconciliation in the crisis-affected communities of Donetsk and Luhansk regions of Ukraine, thereby enhancing the credibility and legitimacy of local governments in the government-controlled areas (GCAs) of the regions. It will contribute to peace build and prevent further escalation of conflict in Ukraine through effective and accountable Decentralisation, gender-responsive recovery planning and equal access to services, as well as enhanced community security and social cohesion.
This endeavour will be achieved through the pursuit of the following specific objectives:
1. To enhance local capacity for Decentralisation and administrative reforms to improve governance, local development and the delivery of services.
2. To stimulate employment and economic growth by assisting to Micro, Small and Medium Enterprise (MSME) development through demand-driven business development services and professional skills training.
3. To enhance social cohesion and reconciliation through the promotion of civic initiatives.
4. To support sector reforms and structural adjustments in health, education and critical public infrastructure to mitigate the direct impacts of the conflict.
One of the assignments contributing to Objective 1 is to meet the growing demand for more efficient and less expensive services for citizens and businesses in public finance. One of the tools for implementing this assignment is a widespread introduction of IT solutions and automation of existing management processes which will also contribute to reducing the impact of the human factor and corruption risks. However, the current level of technical support in public finance management system not only significantly limits the ability to perform new functions and connect new users to the systems, but also compromises the performance of current functions and IT security. Existing digital services and electronic tools are fragmentary, and particular functions are automated without proper consideration of relationships between processes and institutions. Among the main reasons is the lack of strategic vision for the development of digital infrastructure in communities, the lack of a methodology for conducting situational analysis and evaluation on the integration of digital technologies and services into the financial management system, as well as the lack of human resources in communities in eastern Ukraine.
To solve the above-mentioned issues, it is planned to engage a National Consultant on the capacity assessment of the possibilities of applying IT solutions for Local Finance Management in ATC (hereinafter – the Consultant).
MAIN OBJECTIVES OF THE CONTRACT
The main goal is to analyze the problems and opportunities associated with the integration of digital infrastructure (electronic tools and digital services) into financial management at the local level in eastern Ukraine.
To achieve this goal, the Consultant shall implement the following objectives:
(i) Prepare a methodology for evaluating and analyzing the integration of service infrastructure (electronic tools and digital services) into financial management at the local level.
(ii) Analyze and evaluate problems associated with the integration of service infrastructure (electronic tools and digital services) into financial management at the local level.
(iii) Identify perspectives and opportunities for improving the level of automation of the local finance management system and providing recommendations for the implementation of new approaches.
(iv) Draft a roadmap describing the development of digital infrastructure in Pilot Communities, taking into account each level of budget holders.
The object of study is governing bodies of the public finance management system at the local level.
The subject of study is the existing and potential electronic tools and digital services covering/affecting finance management at the local level.
The areas to be covered during the Expert’s work (the list is not exhaustive and may be supplemented at the Expert’s suggestions) are the following:
- The level of automation of all stages of the budget process in the community (forecasting and drafting the local budget; budget execution with amendments thereto; reporting on budget execution; monitoring);
- Involvement (engagement) of all participants of the budget process in the automated exchange of information and documents used in the budget process;
- Providing community residents with convenient and supportive tools for getting control and access to information on public finance management;
- Availability of conditions and tools for concluding contracts in electronic form;
- The level of integration of the existing service infrastructure into other information and analytical systems for budget management used by authorities/institutions at other levels (Ministry of Finance of Ukraine; Department of Finance of the Regional State Administration; bodies of the State Treasury Service; State Tax Service, etc.);
- Identification and analysis of the reasons for the lack of automated tools/services in the community or their inefficient use, if any.
The activities will be performed in two Pilot Communities to be further selected among target communities of the Programme[1] .
III. SCOPE OF WORK AND EXPECTED OUTPUTS
The Consultant will be responsible for preparing and implementing the following objectives:
Objective 1. Develop and coordinate with the UN RPP the work plan, which includes a set of indicators reflecting outputs and sequence of key activities as well as methods for achieving goals.
Objective 2. Develop a methodology for evaluating and analyzing the integration of service infrastructure (electronic tools and digital services) into financial management at the local level.
2.1. Review state and local strategic documents and legal acts regulating powers and identifying challenges for local authorities in building the digital infrastructure of the finance management system in the community.
2.2. Perform a study of existing methods for analyzing and evaluating the integration of digital infrastructure into the financial management system.
2.3. Review the best national and international practices for automated public finance management.
2.4. Develop a methodology for evaluating and analyzing a set of technologies, products, and processes that provide computing powers, telecommunications and network capabilities for electronic interaction, data and signal exchange, etc. at the level of community financial management. The methodology shall be agreed with the UN RPP. The document shall be prepared in Ukrainian, at least 25 A4 pages (Calibri font, size 11).
Objective 3. Ensure the selection of Pilot Communities.
3.1. Propose to the UN RPP a methodology and procedure for selecting two (2) Pilot Communities. It is necessary to consider the following:
- The community shall be the centre of either already established or a potential ATC;
- The community built direct inter-budgetary relations with the Ministry of Finance in 2019 or earlier;
- Pilot Communities shall include city and village/settlement communities.
3.2. Arrange rankings and agree with the UN RPP two (2) Pilot Communities. It is expected to select (i) one community in Donetsk oblast and one community in Luhansk oblast, (ii) communities of various categories of human localities.
Objective 4. Prepare and conduct introductory sessions in Pilot Communities (1 visit to each community, 2 visits in total):
4.1. Prepare and agree with the UN RPP the dates and agenda issues of introductory sessions to be conducted in Pilot Communities;
4.2. Organize and conduct introductory sessions in Pilot Communities.
Objective 5. Evaluate and analyze a set of technologies, products, and processes that provide computing powers, telecommunications and network capabilities for electronic interaction, data and signal exchange, etc. at the level of community financial management (4 visits to each community, 8 visits in total).
The Expert shall prepare an analytical report (in Ukrainian, up to 5 pages, A4, Calibri font, size 11) identifying perspectives and opportunities for improving the level of automation of the local finance management system and providing recommendations for the implementation of new approaches. The document shall be agreed with the UN RPP.
Objective 6. Draft roadmaps for Pilot Communities describing the development of digital infrastructure, taking into account each level of budget holders (one visit to each community, 2 visits in total):
6.1. Develop and agree with the UN RPP the roadmap structure.
6.2. Draft and agree with the UN RPP the roadmaps for each community. The document shall be prepared in Ukrainian and contain visualization elements, infographics, etc.
6.3. Organize and discuss roadmaps and action plans to improve the level of digitalization in the community. Take into account the comments received during the discussion in final versions of roadmaps.
Objective 7. Summarize the work done and prepare a final report for UNDP describing all stages of work, findings and analyzing lessons learned. In the final report, the Expert shall make proposals for electronic solutions and digital services that may be implemented at the local level (in Ukrainian, up to 5 pages, A4, Calibri font, size 11). The Consultant will prepare the product and its presentation (in Ukrainian, at least 15 A4 slides), agree it with the UN RPP’s specialist and submit it to the UN RPP.
4. DELIVERABLES
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Objective description
Date
No.1
Output 1 includes (objectives 1-3):
The initial report, describing activities listed in paragraphs 1-3, is drafted by the Consultant and approved by the UN RPP.
Up to 2 weeks from the start of the contract
No.2
Output 2 includes (Objectives 4-5):
4. The introductory sessions in two Pilot Communities are prepared and conducted.
5. The analytical report is prepared by the Expert and agreed with the UN RPP.
The interim report, describing activities listed in paragraphs 4-5, is drafted by the Consultant and approved by the UN RPP.
Up to 8 weeks from the start of the contract
No.3
Output 3 includes (Objectives 6-7):
6. The roadmaps are developed and discussed in each community and then approved.
7. The final report is prepared by the Expert and approved by the UN RPP.
Up to 12 weeks from the start of the contract
5. PAYMENT SCHEDULE
UNDP will pay the negotiated amount in 3 tranches according to the following payment schedule:
- First payment after the initial report is elaborated and approved (20%);
- Second payment after the interim report is elaborated and approved (40%);
- Third payment after the final report is elaborated and approved (40%).
6. MONITORING/REPORTING REQUIREMENTS
The Consultant will work under the overall guidance of the Programme Coordinator and direct supervision of the UN RPP Fiscal Decentralization Specialist. The Consultant will report weekly to the UN RPP Fiscal Decentralization Specialist.
Moreover, the Consultant shall provide one initial report, one interim report, and one final report according to the schedule set out in these Terms of Reference. The interim report will include the work progress, as well as issues to be addressed. The final report will include achievements, lessons learned and recommendations for further actions.
All materials/analyses/studies of the UN RPP are submitted electronically (formats of * .docx, * .xlsx, * .pptx, * .pdf) on electronic source or in the form of electronic communication. The materials/studies/reports shall be written in Ukrainian.
The payments will be effected upon the full completion and acceptance of the contract’s obligations followed by the Programme Coordinator’s signing the acceptance certificate.
In Donetsk oblast: Soledar, Volnovakha, Mariinka, Kurakhove, Verkhnyotoretske, Krasnohorivka, Toretsk, Bakhmut, Vuhledar, Siversk, Zvanivka, Khlibodarivka, Pervomaiske, Velyka Novosilka, Lyman, Druzhkivka, and Dobropillia;
In Luhansk oblast: Shchastia, Hirske, Zolote, Popasna, Kreminna, Sievierodonetsk, Bilovodsk, Stanytsia Luhanska, Novoaidar, Krasnorichenske, Troitske, Bilolutsk, Markivka, Milove, Nyzhnioteple, Shyrokyi, Krasna Talivka, Nyzhnia Duvanka, Pryvillia, Kamianka, Lozno-Oleksandrivka, Rubizhne, Bilokurakine.
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING PROPOSALS
The applicants shall submit the following documents:
Required
?
Personal CV including information about previous experience in similar projects/assignments and contact details for the commission’s members.
?
Financial proposal using the UN RPP template.
?
Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by the UN RPP.
?
2 positive references from previous contractors/employers.
FINANCIAL PROPOSAL
? Lump-sum contract
The financial proposal shall specify a total lump sum amount and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). The payments are based upon outputs, i.e. upon delivery of services specified in the TOR. To facilitate the Commission’s work when comparing financial proposals, it will include a breakdown of this lump sum amount.
The Consultant will be responsible for all personal administrative expenses associated with undertaking this assignment, including costs for organizing and conducting events, printing, stationery, telephone and electronic communications, as well as report copying.
Travel costs
All envisaged travel costs shall be included in the financial proposal. This will include all travels to join duty station/repatriation. In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. If the Consultant wishes to travel higher class, he/she may do so at his/her own expense. In cases of unforeseeable travel, the payment of travel costs including tickets and accommodation shall be agreed between the relevant department and individual consultant before travel and will be reimbursed.
EVALUATION OF APPLICANTS
UNDP will use a two-stage procedure for evaluating applications with an evaluation of the technical proposal being completed before any price proposals are compared. The technical part will be evaluated based on its relevance to the Terms of Reference. The following criteria will be rated as indicated below:
1. Specialist/Master’s degree in digital technologies/analytics or other related fields - 10 points max: Specialist/Master’s degree – 7 points, PhD – 10 points.
2. At least 3 years of experience in structures ensuring the operation/integration of electronic tools and digital services into the financial management system - 18 points max: 3 years – 13 points, 4-7 years – 15 points, 8 years and more – 18 points.
3. Experience in the creation of guidelines/development plans/roadmaps or manuals aimed at improving information and analytical and service systems for finance management – 18 points max: at least 3 published products - 13 points, 4-5 published products – 15 points, 6 and more published products – 18 points.
4. Proven experience in the creation of analytical and research products related to digital technologies – 18 points max: at least 3 products - 13 points, 4-5 products – 15 points, 6 and more products – 18 points.
5. Fluency in Ukrainian and English - 6 points max: Fluency only in Ukrainian – 3 points; Fluency in Ukrainian and English – 6 points.
EVALUATION METHOD:
Cumulative analysis
Contract award shall be made to the incumbent whose offer has been evaluated and determined as:
a) responsive/compliant/acceptable, and
b) having received the cumulative highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
* Technical Criteria weight: 70%
* Financial Criteria weight: 30%
Only candidates obtaining a minimum of 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation
The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:
30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].
The proposal obtaining the overall cumulatively highest score after adding the score of the
technical proposal and the financial proposal will be considered as the most compliant offer and
will be awarded a contract.
Maximum available technical score - 70 points.
Ethics and values:
Organizational awareness:
Working in teams:
Communicating information and ideas:
Corporate competencies:
1. At least Master's degree/specialist in digital technologies/analytics or other related fields.
2. At least 3 years of proven experience in structures ensuring the operation/integration of electronic tools and digital services into the financial management system.
3. Proven experience in the creation of guidelines/development plans/roadmaps or manuals aimed at improving information and analytical and service systems for finance management (at least 3 main examples of such experience shall be provided).
4. Proven experience in analytical and research work with digital technologies (at least 3 main examples of such experience shall be provided).
5. Fluency in Ukrainian; English would be an asset.
This vacancy is archived.