Position: ProDoc Consultant
Terms of Reference for Consultant to Prepare the Project Document/CEO endorsement package for a Full-sized GEF Project
Project Title: Safeguarding biodiversity in the Galapagos Islands by enhancing biosecurity and creating the enabling environment for the restoration of Galapagos Island ecosystems.
Project Location: Galapagos Islands, Ecuador
Location of Consultancy: consultants base of operations
Application close date: 09 / February / 2018
Ecuador as part of their GEF-6 portfolio is developing a Biodiversity project in the Galapagos Islands, “Safeguarding biodiversity in the Galapagos Islands by enhancing biosecurity and creating the enabling environment for the restoration of Galapagos Island ecosystems.” The project’s objective is “to safeguard biodiversity in the Galapagos Islands by enhancing biosecurity and creating the enabling environment for the restoration of Galapagos Island ecosystems”. It has three components: 1. Furthering development of a state-of-the-art biosecurity system; 2. Solidifying the social infrastructure for the protection and recovery of Floreana Island ecosystems; and 3. Advancing the recovery of island ecosystems following invasive species eradication through the re-establishment of keystone species (i.e. giant tortoises). The project amount financed by GEF is $3,301,472.
Conservation International (CI) is the Implementing Agency (IA), and Island Conservation (IC) is the organization developing the Project Document, in conjunction with the Galapagos National Park Directorate (GNPD) as per agreement with CI-GEF.
The PIF was approved during the November 2017 GEF Council meeting. The PIF, project review sheet and STAP review can be found on GEF’s website for project 9282:
IC has submitted the Environmental and Social Safeguard screening Form and IC ha conducted the analysis. It has been determined that the following safeguard plans and mechanisms will be required: 1) Gender Mainstreaming Plan; 2) Stakeholder Engagement Plan; 3) Accountability and Grievance Mechanism; 4) Environmental Management Plan for the Protection of Natural Habitats, specifically for the activity relating to the translocation of giant tortoises on Santa Fe Island.
2. Scope of Work
The consultant will lead the development of the ProDoc and the completion of the GEF CEO endorsement template for the Full-sized GEF project: Safeguarding biodiversity in the Galapagos Islands by enhancing biosecurity and creating the enabling environment for the restoration of Galapagos Island ecosystems.
Drawing on the approved PIF and incorporating input from IC, the Galapagos National Park Directorate (GNPD), Galapagos Biosecurity Agency (GBA), Floreana Parish Council (FPC), WildAid, Galapagos Conservancy (GC) and other stakeholders, the consultant will be responsible for preparing the ProDoc, the and all related Annexes, including a complete Results Framework, Safeguard Plans, responses to CI-GEF and MoE comments, and address the issues identified by in the GEF and Scientific and Technical Advisory Panel (STAP) comments sent to PIF. The consultant will also be responsible for preparing the GEF CEO endorsement template and completing the relevant GEF focal area(s) tracking tool(s). All project documents need to be developed according to CI-GEF templates and guidelines. CI GEF will review and approve the ProDoc and the GEF CEO endorsement template. The consultant shall work with Operational and Finance Staff, providing inputs to activities to develop a comprehensive and accurate budget for project implementation.
3. Key Tasks
- The consultant will undertake the following tasks:
- Undertake a review of relevant literature and documents, including, inter alia: Ecuador’s NBSAP, WildAid’s 2012 analysis of “The Quarantine Chain”, GBA Strategic Plan 2015, the 2017 socio-economic baseline assessment for Floreana Island, Giant Tortoise Restoration Initiative, Management Plan for the Galapagos National Park, PIF for project 9282, current and previous GEF projects and terminal evaluations.
- Consult with key stakeholders to request their input into the development of the ProDoc. These consultations can take place via telephone, electronic conferencing, or in person, and should at minimum, involve the GNDP and MoE, CI-GEF and IC.
- Informed by the literature review and stakeholder consultations, prepare a ProDoc for a Full-sized GEF project based upon the approved PIF and project framework. The project framework from the PIF is given in Annex 1. The consultant, working closely with the PPG Coordinator, IC staff and project partners, will have overall responsibility for delivering the following annexes: 1. Gender mainstreaming plan; 2. Stakeholder engagement plan; 3. Accountability and grievance mechanism; 4. Environmental management plan for the protection of natural habitats, specifically for the activity relating to the translocation of giant tortoises on Santa Fe Island Safeguard Plans; 5. any other annexes that are needed for the ProDoc.
- Take part in a validation and review process to ensure that the project design meets the needs of various stakeholders and the requirements of CI and GEF.
- Working closely with PPG Coordinator, IC staff and project partners, as needed, revise and finalize the ProDoc and CEO approval/endorsement document and all related annexes to address comments from the CI-GEF Project Agency, IC, the Ministry of Environment and GNPD and other key stakeholders.
- By 2 March 2018, a completed draft Results Framework following the template provided in Annex 1 of the CI-GEF ProDoc template and feedback from kick-off workshop.
- By 23 March 2018, a zero draft of the ProDoc, using the outline provided by the CI GEF Project Agency, the approved PIF, the GEF Secretariat’s comments on the PIF, and additional information provided by IC and the GNPD. This draft will indicate gaps that need to be filled and sections requiring elucidation, and is intended to be a guide for further preparation of the
- By 20 April, a first draft and budget, which incorporates all the comments from Ministry of Environment, GNPD, the CI GEF Project Agency, IC, first round of consultations, meeting inputs, etc., and which will be submitted to CI-GEF for review and comment.
- By 20 May first draft of Annexes will be submitted to IC and CI GEF for review and comment.
- By 18 July 2018, a final draft which responds to the comments from the CI GEF Project Agency, IC, the GNPD and the Ministry of Environment.
- By 19 December 2018, a GEF CEO acceptance/endorsement letter has been obtained. This letter is an integral component of this consultancy and 10% of fees will be withheld until it is obtained.
5. Period of Performance
It is expected that the ProDoc will take approximately 50 days to develop, spread over a period of ten months. The process is expected to begin on 19 February 2018, with final submission to the GEF Secretariat on 18 July 2018. The process ends upon receipt of the GEF CEO acceptance/endorsement letter.
The maximum allowable budget for consulting service to prepare the ProDoc is US dollars 37,500. This includes consultant labor costs and consultant other direct costs (e.g., telephone, photocopying). Travel, accommodations and meals or per diem while on pre-approved travel will be reimbursed per IC policy, or paid by IC directly.
7. Services Provided by Island Conservation
Island Conservation will provide the consultant with an initial orientation and all relevant background documents prior to the kick-off meeting. Island Conservation will be available for ongoing conversations, to clarify expectations with regard to the process and outputs. Also, Island Conservation will facilitate close coordination between preparation of the ProDoc, development of strategies, systems and processes for the project. IC will secure co-financing letters.
8. Contract Type
Island Conservation will issue a fixed-price contract for this work. Per the consultant’s proposal and subsequent negotiations, the contract will include a set of fixed payments based on submission of deliverables, per Section 4 (Deliverables), above.
Island Conservation will accept proposals from individuals, consulting firms or organizations. Island Conservation anticipates that a single person will complete the work. If a team of people is proposed, Island Conservation intends to execute a consulting contract with a single individual, firm, or organization, which will serve as the lead entity and be responsible for contractual and financial arrangements with all others.
9. Minimum Qualifications of Consultants
Island Conservation requires an individual or small team of individuals with senior-level qualifications to perform the work described here. Individuals will have, at a minimum, 15 years of experience in the field of conservation and sustainable development, including substantial experience of preparing GEF projects under the biodiversity focal area.
10. Location of Work
The consultant shall work from his or her base of operations and should be available for travel to Ecuador at least twice during the period of the contract.
11. Monitoring and Evaluation of Consultant Performance
Island Conservation’s Galapagos Program Director, Karl Campbell will supervise consultant performance, and be responsible for review and acceptance of all written deliverables.
12. Instructions for Submission of Technical Proposals
- Point of contact: the point of contact for this solicitation is Carolina Torres firstname.lastname@example.org .
- Right of award: Island Conservation may reject any or all bids that are not responsive to the Scope of Work.
- Language: proposals must be submitted in English.
- Validity: proposals must be valid from submission date through 18 February 2018.
- Currency: proposals should be budgeted in United States dollars. Payment will be made in United States dollars.
- Cover and signature: applicants should submit their proposals with a cover letter signed by an authorized representative of the applicant.
- Expert table: proposals should include a table with the name, position title, and level of effort (in person-days) of all individuals proposed to work on the project.
- Resumes: proposals should include the resume of all named personnel corresponding to the table in Item 7 above.
13. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
|Demonstrated experience with preparing GEF Project Documents under the biodiversity GEF focal area.||70|
|Relevant technical expertise to the project, including excellent English language writing skills and experience formulating projects for biodiversity protection, conservation finance, environmental restoration, invasive species management, and biosecurity.||
|Appropriate budget, demonstrating: appropriate allocation of labor days in relation to tasks and deliverables; appropriate consultant daily rates in relation to qualifications; appropriate other direct costs in relation to the scope of work; and overall cost effectiveness.||
Annex 1. Project framework from the approved PIF
|Project Objective: To safeguard biodiversity in the Galapagos Islands by enhancing biosecurity and creating the enabling environment for the restoration of Galapagos Island ecosystems.|
|Project Components||Financing Type||Project Outcomes||Project Outputs||Trust Fund||(in $)|
|GEF Project Financing||Co-financing|
|Component 1: Furthering development of a state-of-the-art biosecurity system.||INV||Outcome 1.1.: The number of invasive alien species entering the Galapagos archipelago is substantially reduced.
Target: A >5% increase from baselinein the number of pest interceptions and subsequent confiscations of goods due to pest risk across all ports combined.
|Output 1.1.1.: Detection devices’ needs identified, devices purchased and installed.
Output 1.1.2.: One hundred percent of maritime port inspectors competent in operating and maintaining 100% of new detection devices.
Output 1.1.3.: Infrastructure established and modified to allow inter-island biosecurity protocols to be implemented.
|Component 2: Solidifying the social infrastructure for the protection and recovery of Floreana Island ecosystems.
|INV||Outcome 2.1.: The social license is established for the protection and recovery of Floreana Island ecosystems.
Target: Floreana Island residents take definitive actions to safeguard ecosystems by adopting ecologically-sustainable farming practices, and all project partners demonstrate support for the eradication of invasive rodents and feral cats, as well as the reintroduction of endemic species previously extirpated by invasive species.
|Output 2.1.1: Ecologically-sustainable farming practices instituted.
Output 2.1.2: Floreana Parish Council declaration adopted.
Operational Plan for eradication of invasive rodents and feral cats approved by the Project Steering Committee.
Risk management plans developed in conjunction with the community and approved by the Project Steering Committee.
Environmental and Social Impact Assessment process completed and environmental license awarded (if appropriate) by the government of Ecuador.
|Component 3: Advancing the recovery of island ecosystems following invasive species eradication through the re-establishment of keystone species (i.e. giant tortoises).
|INV||Outcome 3.1.: Ecosystem processes are in the process of recovering through the translocation of giant tortoises to Santa Fe Island.
Target: Ecosystem processes on 2,413 ha (Santa Fe Island) are recovered through the translocation of giant tortoises.
Outcome 3.2.: Production of giant tortoises for future reintroductions throughout the archipelago is significantly increased.
Target: The enabling environment is established for the recovery of 23,193 additional ha by enhancing the capacity to house, breed, and head-start giant tortoises.
|Output 3.1.1: Giant tortoises translocated to Santa Fe Island.
Output 3.1.2.: Ecosystem processes facilitated by giant tortoises are recovered on Santa Fe Island.
Output 3.2.1.: Facilities for captive breeding and head-starting of giant tortoises are modified and expanded.
Giant tortoise captive breeding stock are selected
Scientific and technical findings reported in the professional literature to further capacity through knowledge management.
|Project Management Cost (PMC)||GEFTF||157,212||300,000|
|Total Project Cost||3,301,472||18,625,000|
 In 2014, a total of 7,034 confiscations were made across all categories of pest-risk goods at all ports (baseline).
 For GEF Project Financing up to $2 million, PMC could be up to10% of the subtotal; above $2 million, PMC could be up to 5% of the subtotal. PMC should be charged proportionately to focal areas based on focal area project financing amount in Table D below.