Flood Resilience in Ulaanbaatar Ger Areas: Climate Change Adaptation through community-driven small-scale protective and basic-services interventions

Ref. No. : AOC/CFP/MON/2022/001

 

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 7 June 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. 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. All interested parties must also register on the UN Partner Portal, and complete their organization profile for verification, in order to be considered for partnership.

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 in links below.

 

CALL FOR PROPOSALS INSTRUCTIONS AND GUIDELINES

The purpose of the Call for Expression of Interest 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

Call for Proposal for Flood Resilience in Ulaanbaatar Ger-Areas (FRUGA) - Climate Change Adaptation through community-driven small-scale protective and basic services intervention – Identification of Implementation Partner (Executing Entity) for implementation of selected project components

Size of grant: US$53,000

Submission Deadline Date and time: 7 June 2022, 2359hrs, Japan time (GMT+9)

 

The main objective is to identify an Implementation Partner to produce flood hazard map for Ulaanbaatar city that is accessible for public use through a mobile application and integrate the flood hazard information into the relevant development plans of the Ulaanbaatar city and target districts in addition to the land use plans.

 

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: June 2022
• Estimated duration of project in calendar months: 6
• Maximum proposed value in US$: 53,000
• Lead Organization Unit: UN-Habitat

 

ORGANIZATIONAL SETTINGS

The United Nations Human Settlements Programme, 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 programmes 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 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 behaviour, 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:

With reference to Output 1.1, 1.2 and 1.3.  the following activities are envisaged to be done under this TOR:

1. Develop flood hazard map covering the entire city using the flood simulation model developed under the project. It will include the data collection and re-simulation of the model as required.
2. Reflect the flood hazard map in the relevant development plans of the Ulaanbaatar city and target districts in addition to the land use plans
3. Make the flood hazard map of the city accessible to the public by developing a mobile application to check the flood vulnerability of the certain areas

The flood hazard map for the northern ger areas of Ulaanbaatar city was prepared under the FRUGA project in 2020. During the demonstration of the flood hazard map in light of the current and future land use plans, the project team was requested by the Municipality of Ulaanbaatar city (MUB) to extend the coverage of the flood hazard map covering the 6 central districts of Ulaanbaatar city as the land use and other development master plans for the city should have an identical provision at least for its 6 central districts.  Also, the MUB requested to make the flood risk map accessible for the general public to facilitate the evidence based resilience building activities at the local government and community levels and reduce future flood risk.

 

Under the TOR the Implementing Partner will be responsible for the following activities (but not limited to):

Implementing Partner’s Responsibilities

1. Development of Flood hazard map for the Ulaanbaatar city covering the entire territory of 6 central districts
   • Flood risks map developed looking at the current risks and projected 20, 30 and 50 years ahead time including 10- and 100-year flood events impacts
   • High flood risk areas identified

2. Reflection of flood hazard map to relevant development plans including
   • UB city Land Management Master Plan
   • UB city Urban Development Master Plan and other sectoral master plans as necessary

3. Make the flood hazard map of the city accessible to the public
   • Development of a mobile application that is accessible to and enables the public to check the flood vulnerability of the certain area versus the current land use and relevant development plans of the area

 

Responsibilities of UN-Habitat

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

 

Deliverables

Deliverables	Description
Draft Report	Draft report showing the progress of the work implementation
Workshop	One or more workshops will be organized for stakeholders consultation and demonstration of project results
Final Report	A 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.
GIS maps	Flood risks maps of the city with projection of 20, 30, and 50 years’ time ahead Land use and other plans reflected with the flood risk maps
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 with consideration of flood risk   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 consideration of flood risk	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	Stakeholders 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 following 3 instalments.      

1st Instalment	30% of Funds	Upon signing the AOC and a payment request
2nd Instalment	60% of Funds	Within 7 working days upon submission of a draft final report and an expenditure report showing at least 80% of utilisation of the first instalment
3rd Instalment	10% of Funds	Within 7 working days upon submission of a final report along with all expected deliverables and a financial report showing at least 80% utilisation of total instalments provided to the date

 

United Nations Partner Portal (UNPP)

The UN Secretariat has joined the UN Partner Portal (UNPP) on 31 August 2021. UNPP is the result of collaboration among UN Organizations and connects civil society partners and UN agencies. The portal was launched in January 2019 and is currently utilized by a growing number of UN Common System Organizations (UNHCR, UNICEF, UNFPA, WFP) to support partnership opportunities and facilitates a more efficient, harmonized and streamlined interaction between UN Organizations and their civil society partners, thereby eliminating duplicative efforts. By registering on the portal, partners create an online profile which lets UN agencies know about your work and how you can be contacted. It also allows partners to explore partnership opportunities issued by UNFPA, UNHCR, UNICEF, and WFP.  

Going forward, all international and national non-governmental organizations that wish to be considered for partnership opportunities with the Secretariat will need to register and create a profile on the UN Partner Portal. Following a verification of the profile information, partners will be eligible to apply to partnership opportunities with the UN Secretariat as well as all other participating UN Organizations.

Visit the UN Partner Portal (UNPP) to register a profile and complete it.

 

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: o Organization’s vision, mission and objectives o Management structure o Members of the Governing Board and their Designations duly certified by the Corporate Secretary, or its equivalent document o 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 (template attached) 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
1. Technical capacity
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 similar projects executed in the last 5 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
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
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 <template provided> BOQ (if applicable) Other supporting documents
4. Technical Proposal
4.1 The technical proposal is sound and responds adequately to the specifications and requirements?	Technical Proposal document <template provided>

 

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 Proposals consisting of Technical and Budget Proposal and accompanying documents must be received in accordance with instructions provided. The submitted to a different email address will not be considered.

3.     The Proposals from applicants failing to provide the complete information to fulfill the basic eligibility criteria will be considered non-responsive.

4.     The Proposals 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.     The Proposals 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