UNDP-GEF Midterm Review

Terms of Reference
Standard Template 2: Formatted information to be entered in UNDP Jobs
website1
BASIC CONTRACT INFORMATION
Location : Sri Lanka
Category : Energy & Environment
Job Title : National Consultant – GEF Midterm Review
Reports to : Policy and Design Specialist, UNDP Sri Lanka,
Duty Station : Homebased with field travel
Type of Contract : Individual Contract (Local)
Language required : English
Duration of Assignment : 16th July 2018 – 15th September 2018 (approximately 22 working
days)
Contract start date : 16th July 2018
Application Deadline : 28th June 2018

BACKGROUND

A. Project Title:
Enhancing Biodiversity Conservation and Sustenance of Ecosystem services in Environmentally
Sensitive Areas

B. Project Description:
This is the Terms of Reference (ToR) for the UNDP-GEF Midterm Review (MTR) of the full-
sized project titled Enhancing Biodiversity Conservation and Sustenance of Ecosystem services
in Environmentally Sensitive Areas (PIMS#5165) implemented through the Ministry of
Mahaweli Development and Environment (MoMDE). The project commenced
implementation on 1st of October 2015 and is in its third year of implementation. In line with the
UNDP-GEF Guidance on MTRs, this MTR process was initiated before the submission of the
second Project Implementation Report (PIR). This ToR sets out the expectations for this MTR.
The MTR process must follow the guidance outlined in the document Guidance for Conducting
Midterm Reviews of UNDP-Supported, GEF-Financed Projects (follow link to see Annexes).

The project was designed to:

Operationalize Environmentally Sensitive Areas (ESA) as a mechanism for mainstreaming
biodiversity management into development, in areas of high conservation significance. This
will greatly strengthen the country's ability to safeguard biodiversity inside and outside
protected areas in special Environmentally Sensitive Areas, through a new land use
governance framework. In order to achieve this Objective, the project plans on achieving the

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UNDP-GEF MTR ToR Standard Template 2 for UNDP Jobs Website 1

two major outcomes; National Enabling Framework Strengthened to Designate and Manage
Environmentally Sensitive Areas (ESA) and Biodiversity-friendly ESA management for
long term integrity and resilience ensured at two sites in the Kala Oya Region. ESA is an
area that is vital for long-term conservation and maintenance of biodiversity and
productivity of water, soil and other natural resources that provides ecological,
environmental, economic and cultural benefits to a local community.

The Ministry of Mahaweli Development & Environment implements the project in close
collaboration with Forest Department, Department of Wildlife Conservation, Land Use
Policy Planning Department, Central Environment Authority, Mahaweli Authority of Sri
Lanka, Bio Diversity Secretariat, North Central and North Western Provincial Councils and
Provincial Departments of Irrigation and Agriculture in both provinces, alumina, non-
government organizations and communities in the project area within proposed sites
identified in the Kala Oya river basin. The initial sites are situated towards upper reaches of
the river basin and encompasses a large water body (reservoir or tank) called Kala Wewa
and covers Palagala, Galnewa, Kakirawa & Ipalogama Divisional Secretariat (DS) divisions
and in lower part of the basin and encompasses marine area including the Bar Reef and the
estuary of the Kala Oya River and covers Wanathawilluwa & Kaluwaragaswewa DS
divisions. But the project is now identifying few other sites within basin based on criteria
developed through a consultative policy-oriented process.

DUTIES AND RESPONSIBILITIES

C. Scope of Work and Key Tasks

The MTR team will consist of two independent consultants; a national and an international that
will conduct the MTR – International team leader (with experience and exposure to projects and
evaluations in other regions globally) and one national team expert, from Sri Lanka.

The MTR team will first conduct a document review of project documents (i.e. PIF, UNDP
Initiation Plan, Project Document, ESSP, Project Inception Report, PIRs, Finalized GEF focal
area Tracking Tools, Project Appraisal Committee meeting minutes, Financial and
Administration guidelines used by Project Team, project operational guidelines, manuals and
systems, etc.) provided by the Project Team and Commissioning Unit. Then they will participate
in a MTR inception workshop to clarify their understanding of the objectives and methods of the
MTR, producing the MTR inception report thereafter. The MTR mission will then consist of
interviews and site visits to Palagala, Galnewa, Kakirawa & Ipalogama Divisional Secretariat
(DS) divisions in Anuradhapura district and Wanathawilluwa & Kaluwaragaswewa DS
divisions in Puttalam district.

The MTR team will assess the following four categories of project progress and produce a draft
and final MTR report. See the Guidance for Conducting Midterm Reviews of UNDP-Supported,
GEF-Financed Projects (follow link to see Annexes). for requirements on ratings. No overall
rating is required.

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 1. Project Strategy

Project design:

 Review the problem addressed by the project and the underlying assumptions. Review the
effect of any incorrect assumptions or changes to the context to achieving the project results
as outlined in the Project Document.
 Review the relevance of the project strategy and assess whether it provides the most effective
route towards expected/intended results. Were lessons from other relevant projects properly
incorporated into the project design?
 Review how the project addresses country priorities. Review country ownership. Was the
project concept in line with the national sector development priorities and plans of the
country (or of participating countries in the case of multi-country projects)?
 Review decision-making processes: were perspectives of those who would be affected by
project decisions, those who could affect the outcomes, and those who could contribute
information or other resources to the process, taken into account during project design
processes?
 Review the extent to which relevant gender issues were raised in the project design. See
Annex 9 of Guidance for Conducting Midterm Reviews of UNDP-Supported, GEF-Financed
Projects for further guidelines.
 If there are major areas of concern, recommend areas for improvement.

Results Framework/ Logframe:

 Undertake a critical analysis of the project’s logframe indicators and targets, assess how
“SMART” the midterm and end-of-project targets are (Specific, Measurable, Attainable,
Relevant, Time-bound), and suggest specific amendments/revisions to the targets and
indicators as necessary.
 Are the project’s objectives and outcomes or components clear, practical, and feasible within
its time frame?
 Examine if progress so far has led to, or could in the future catalyse beneficial development
effects (i.e. income generation, gender equality and women’s empowerment, improved
governance etc...) that should be included in the project results framework and monitored on
an annual basis.
 Ensure broader development and gender aspects of the project are being monitored
effectively. Develop and recommend SMART ‘development’ indicators, including sex-
disaggregated indicators and indicators that capture development benefits.

2. Progress Towards Results

 Review the logframe indicators against progress made towards the end-of-project targets
using the Progress Towards Results Matrix and following the Guidance for Conducting
Midterm Reviews of UNDP-Supported, GEF-Financed Projects; colour code progress in a
“traffic light system” based on the level of progress achieved; assign a rating on progress for

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 each outcome; make recommendations from the areas marked as “Not on target to be
achieved” (red).
 Compare and analyse the GEF Tracking Tool at the Baseline with the one completed right
before the Midterm Review.
 Identify remaining barriers to achieving the project objective in the remainder of the project.
 By reviewing the aspects of the project that have already been successful, identify ways in
which the project can further expand these benefits.

3. Project Implementation and Adaptive Management

Using the Guidance for Conducting Midterm Reviews of UNDP-Supported, GEF-

Financed Projects; assess the following categories of project progress:

 Management Arrangements
 Work Planning
 Finance and co-finance
 Project-level monitoring and evaluation systems
 Stakeholder Engagement
 Reporting
 Communications

4. Sustainability

Assess overall risks to sustainability factors of the project in terms of the following four
categories:

 Financial risks to sustainability

 Socio-economic risks to sustainability
 Institutional framework and governance risks to sustainability
 Environmental risks to sustainability

The MTR consultant/team will include a section in the MTR report setting out the MTR’s
evidence-based conclusions, in light of the findings.

Additionally, the MTR consultant/team is expected to make recommendations to the Project

Team. Recommendations should be succinct suggestions for critical intervention that are
specific, measurable, achievable, and relevant. A recommendation table should be put in the
report’s executive summary. The MTR consultant/team should make no more than 15
recommendations total.

D. Expected Outputs and Deliverables

The MTR consultant/team shall prepare and submit:

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  MTR Inception Report: MTR team clarifies objectives and methods of the Midterm
Review no later than 2 weeks before the MTR mission. To be sent to the Commissioning
Unit and project management. Approximate due date: (1st of August)
 Presentation: Initial Findings presented to project management and the Commissioning
Unit at the end of the MTR mission. Approximate due date: (15th August)
 Draft Final Report: Full report with annexes within 3 weeks of the MTR mission.
Approximate due date: (30th August)
 Final Report*: Revised report with annexed audit trail detailing how all received
comments have (and have not) been addressed in the final MTR report. To be sent to the
Commissioning Unit within 1 week of receiving UNDP comments on draft. Approximate
due date: (15th September)

*The final MTR report must be in English. If applicable, the Commissioning Unit may choose to
arrange for a translation of the report into a language more widely shared by national
stakeholders.

E. Institutional Arrangements [MTR]

The principal responsibility for managing this MTR resides with the Commissioning Unit. The
Commissioning Unit for this project’s MTR is UNDP Sri Lanka Office.

The commissioning unit will contract the consultants and ensure the timely provision of per
diems and travel arrangements within the country for the MTR team. The Project Team will be
responsible for liaising with the MTR team to provide all relevant documents, set up stakeholder
interviews, and arrange field visits.

F. Duration of the Work

The total duration of the MTR will be approximately (22 days) over a time period of (08 of
weeks) starting 16th July 2018, and shall not exceed five months from when the consultant(s) are
hired. The tentative MTR timeframe is as follows:

 (28th June 2018): Application closes

 (5th July 2018): Selection of MTR Team
 (8th July 2018): Prep the MTR Team (handover of project documents)
 (16 July 2018) 04 days: Document review and preparing MTR Inception Report
 (03 August 2018) 02 days: Finalization and Validation of MTR Inception Report- latest
start of MTR mission
 (6-15 August 2018) 10 days: MTR mission: stakeholder meetings, interviews, field visits
 (15 August 2018): Mission wrap-up meeting & presentation of initial findings- earliest end
of MTR mission
 (16-18 August 2018) 03 days: Preparing draft report
 (25th- -30th August 2018) 1 days: Incorporating audit trail on draft report/Finalization of
MTR report (note: accommodate time delay in dates for circulation and review of the draft
report)
 (30th August 2018): Preparation & Issue of Management Response

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  6th September 2018): (optional) Concluding Stakeholder Workshop (not mandatory for
MTR team)
 (15th September 2018) 02 days: Expected date of full MTR completion

The date start of contract is (16th July 2018).

G. Duty Station

Homebased with field travel to Palagala, Galnewa, Kakirawa & Ipalogama Divisional
Secretariat (DS) divisions in Anuradhapura district and Wanathawilluwa &
Kaluwaragaswewa DS divisions in Puttalam district.

Travel:

 Travel will be required within Sri Lanka during the MTR mission;
 The Basic Security in the Field II and Advanced Security in the Field courses must be
successfully completed prior to commencement of travel;
 Individual Consultants are responsible for ensuring they have vaccinations/inoculations
when travelling to certain countries, as designated by the UN Medical Director.
 Consultants are required to comply with the UN security directives set forth under
https://dss.un.org/dssweb/
 All related travel expenses will be covered and will be reimbursed as per UNDP rules and
regulations upon submission of an F-10 claim form and supporting documents.

REQUIRED SKILLS AND EXPIERIENCE

H. Qualifications of the Successful Applicants

The selection of consultants will be aimed at maximizing the overall “team” qualities in the
following areas:

 Recent experience with result-based management evaluation methodologies (75 marks);

 Experience focused on providing the technical context and local Biodiversity issues (75
marks);
 Competence in adaptive management, as applied to Biodiversity (50 marks);
 Experience working with the GEF (100 marks)
 Work experience in relevant technical areas for at least 10 years (150 marks);
 Demonstrated understanding of issues related to gender and Biodiversity; experience in
gender sensitive evaluation and analysis (100 marks).
 Excellent communication skills (50 marks);
 Demonstrable analytical skills (50 marks);
 Project evaluation/review experiences within United Nations system will be considered an
asset (50 marks);
 A Master’s degree in Natural Resource Management/ Environment Management, or other
closely related field (100 marks).

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Consultant Independence:

The consultants cannot have participated in the project preparation, formulation, and/or
implementation (including the writing of the Project Document) and should not have a
conflict of interest with project’s related activities.

APPLICATION PROCESS

I. Scope of Price Proposal and Schedule of Payments

Financial Proposal:
 Financial proposals must be “all inclusive” and expressed in a lump-sum for the total
duration of the contract. The term “all inclusive” implies all cost (professional fees, travel
costs, living allowances etc.);
 For duty travels, the UN’s Daily Subsistence Allowance (DSA) rates for Sri Lanka, which
should provide indication of the cost of living in a duty station/destination (Note:
Individuals on this contract are not UN staff and are therefore not entitled to DSAs. All
living allowances required to perform the demands of the ToR must be incorporated in the
financial proposal, whether the fees are expressed as daily fees or lump sum amount.)
 The lump sum is fixed regardless of changes in the cost components.

Schedule of Payments:
10% of payment upon approval of the MTR Inception Report
30% upon submission of the draft MTR Report
60% upon finalization of the MTR Report

Or, as otherwise agreed between the Commissioning Unit and the MTR team.

J. Recommended Presentation of Offer

a) Completed Letter of Confirmation of Interest and Availability using the template

provided by UNDP;
b) Personal CV or a P11 Personal History form, indicating all past experience from
similar projects, as well as the contact details (email and telephone number) of the
Candidate and at least three (3) professional references;
c) Brief description of approach to work/technical proposal of why the individual
considers him/herself as the most suitable for the assignment, and a proposed
methodology on how they will approach and complete the assignment; (max 1 page)
d) Financial Proposal that indicates the all-inclusive fixed total contract price, supported by
a breakdown of costs, as per template provided. If an applicant is employed by an
organization/company/institution, and he/she expects his/her employer to charge a
management fee in the process of releasing him/her to UNDP under Reimbursable Loan

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 Agreement (RLA), the applicant must indicate at this point, and ensure that all such costs
are duly incorporated in the financial proposal submitted to UNDP. See Letter of
Confirmation of Interest template for financial proposal template.

Incomplete applications will be excluded from further consideration.

K. Criteria for Selection of the Best Offer

The award of the contract will be made to the Individual Consultant who has obtained the highest
Combined Score and has accepted UNDP’s General Terms and Conditions. Only those
applications which are responsive and compliant will be evaluated. The offers will be evaluated
using the “Combined Scoring method” where:

a) The educational background and experience on similar assignments will be weighted a

max. of 70%;
b) The price proposal will weigh as 30% of the total scoring.

L. Annexes to the MTR ToR

Guidance for Conducting Midterm Reviews of UNDP-Supported, GEF-Financed Projects

A: List of Documents to be reviewed by the MTR Team

1. PIF
2. UNDP Initiation Plan
3. UNDP Project Document
4. UNDP Environmental and Social Screening results
5. Project Inception Report
6. All Project Implementation Reports (PIR’s)
7. Quarterly progress reports and work plans of the various implementation task teams
8. Audit reports
9. Finalized GEF focal area Tracking Tools at CEO endorsement and midterm (fill in specific
TTs for this project’s focal area)
10. Oversight mission reports
11. All monitoring reports prepared by the project
12. Financial and Administration guidelines used by Project Team

The following documents will also be available:

13. Project operational guidelines, manuals and systems
14. UNDP country/countries programme document(s)
15. Minutes of the “Enhancing Biodiversity Conservation and Sustenance of Ecosystem services
in Environmentally Sensitive Areas “Board Meetings and other meetings (i.e. Project
Appraisal Committee meetings)
16. Project site location maps

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ToR ANNEX B: Guidelines on Contents for the Midterm Review Report2
i. Basic Report Information (for opening page or title page)
 Title of UNDP supported GEF financed project
 UNDP PIMS# and GEF project ID#
 MTR time frame and date of MTR report
 Region and countries included in the project
 GEF Operational Focal Area/Strategic Program
 Executing Agency/Implementing Partner and other project partners
 MTR team members
 Acknowledgements
ii. Table of Contents
iii. Acronyms and Abbreviations
1. Executive Summary (3-5 pages)
 Project Information Table
 Project Description (brief)
 Project Progress Summary (between 200-500 words)
 MTR Ratings & Achievement Summary Table
 Concise summary of conclusions
 Recommendation Summary Table
2. Introduction (2-3 pages)
 Purpose of the MTR and objectives
 Scope & Methodology: principles of design and execution of the MTR, MTR
approach and data collection methods, limitations to the MTR
 Structure of the MTR report
3. Project Description and Background Context (3-5 pages)
 Development context: environmental, socio-economic, institutional, and policy
factors relevant to the project objective and scope
 Problems that the project sought to address: threats and barriers targeted
 Project Description and Strategy: objective, outcomes and expected results,
description of field sites (if any)
 Project Implementation Arrangements: short description of the Project Board, key
implementing partner arrangements, etc.
 Project timing and milestones
 Main stakeholders: summary list

4. Findings (12-14 pages)

4. Project Strategy
1  Project Design
 Results Framework/Logframe

2
The Report length should not exceed 40 pages in total (not including annexes).

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 4. Progress Towards Results
2  Progress towards outcomes analysis
 Remaining barriers to achieving the project objective
4. Project Implementation and Adaptive Management
3  Management Arrangements
 Work planning
 Finance and co-finance
 Project-level monitoring and evaluation systems
 Stakeholder engagement
 Reporting
 Communications
4. Sustainability
4  Financial risks to sustainability
 Socio-economic to sustainability
 Institutional framework and governance risks to sustainability
 Environmental risks to sustainability
5. Conclusions and Recommendations (4-6 pages)
5.1 Conclusions
 Comprehensive and balanced statements (that are evidence-based and
connected to the MTR’s findings) which highlight the strengths, weaknesses
and results of the project
5.2 Recommendations
 Corrective actions for the design, implementation, monitoring and evaluation
of the project
 Actions to follow up or reinforce initial benefits from the project
 Proposals for future directions underlining main objectives
6. Annexes
 MTR ToR (excluding ToR annexes)
 MTR evaluative matrix (evaluation criteria with key questions, indicators, sources
of data, and methodology)
 Example Questionnaire or Interview Guide used for data collection
 Ratings Scales
 MTR mission itinerary
 List of persons interviewed
 List of documents reviewed
 Co-financing table (if not previously included in the body of the report)
 Signed UNEG Code of Conduct form
 Signed MTR final report clearance form
 Annexed in a separate file: Audit trail from received comments on draft MTR report
 Annexed in a separate file: Relevant midterm tracking tools (METT, FSC, Capacity
scorecard, etc.)

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ToR ANNEX C: Midterm Review Evaluative Matrix Template

Evaluative Indicators Sources Methodology

Questions
Project Strategy: To what extent is the project strategy relevant to country priorities,
country ownership, and the best route towards expected results?
(include evaluative (i.e. relationships (i.e. project (i.e. document
question(s)) established, level of documents, national analysis, data
coherence between policies or strategies, analysis, interviews
project design and websites, project with project staff,
implementation staff, project partners, interviews with
approach, specific data collected stakeholders, etc.)
activities conducted, throughout the MTR
quality of risk mission, etc.)
mitigation strategies,
etc.)

Progress Towards Results: To what extent have the expected outcomes and objectives
of the project been achieved thus far?

Project Implementation and Adaptive Management: Has the project been implemented
efficiently, cost-effectively, and been able to adapt to any changing conditions thus far?
To what extent are project-level monitoring and evaluation systems, reporting, and
project communications supporting the project’s implementation?

Sustainability: To what extent are there financial, institutional, socio-economic, and/or

environmental risks to sustaining long-term project results?

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ToR ANNEX D: UNEG Code of Conduct for Evaluators/Midterm Review Consultants3

Evaluators/Consultants:
1. Must present information that is complete and fair in its assessment of strengths and
weaknesses so that decisions or actions taken are well founded.
2. Must disclose the full set of evaluation findings along with information on their
limitations and have this accessible to all affected by the evaluation with expressed
legal rights to receive results.
3. Should protect the anonymity and confidentiality of individual informants. They
should provide maximum notice, minimize demands on time, and respect people’s right
not to engage. Evaluators must respect people’s right to provide information in
confidence, and must ensure that sensitive information cannot be traced to its source.
Evaluators are not expected to evaluate individuals, and must balance an evaluation of
management functions with this general principle.
4. Sometimes uncover evidence of wrongdoing while conducting evaluations. Such
cases must be reported discreetly to the appropriate investigative body. Evaluators
should consult with other relevant oversight entities when there is any doubt about if
and how issues should be reported.
5. Should be sensitive to beliefs, manners and customs and act with integrity and
honesty in their relations with all stakeholders. In line with the UN Universal
Declaration of Human Rights, evaluators must be sensitive to and address issues of
discrimination and gender equality. They should avoid offending the dignity and self-
respect of those persons with whom they come in contact in the course of the
evaluation. Knowing that evaluation might negatively affect the interests of some
stakeholders, evaluators should conduct the evaluation and communicate its purpose
and results in a way that clearly respects the stakeholders’ dignity and self-worth.
6. Are responsible for their performance and their product(s). They are responsible for
the clear, accurate and fair written and/or oral presentation of study limitations,
findings and recommendations.
7. Should reflect sound accounting procedures and be prudent in using the resources of
the evaluation.

MTR Consultant Agreement Form

Agreement to abide by the Code of Conduct for Evaluation in the UN System:

Name of Consultant: __________________________________________________________________

Name of Consultancy Organization (where relevant):

__________________________________________

I confirm that I have received and understood and will abide by the United
Nations Code of Conduct for Evaluation.

Signed at _____________________________________ (Place) on ____________________________

(Date)

Signature: ___________________________________

3
www.undp.org/unegcodeofconduct

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ToR ANNEX E: MTR Ratings

Ratings for Progress Towards Results: (one rating for each outcome and for the objective)
Highly The objective/outcome is expected to achieve or exceed all its end-of-
6 Satisfactory project targets, without major shortcomings. The progress towards the
(HS) objective/outcome can be presented as “good practice”.
The objective/outcome is expected to achieve most of its end-of-project
5 Satisfactory (S)
targets, with only minor shortcomings.
Moderately The objective/outcome is expected to achieve most of its end-of-project
4 Satisfactory targets but with significant shortcomings.
(MS)
Moderately The objective/outcome is expected to achieve its end-of-project targets
3 Unsatisfactory with major shortcomings.
(HU)
Unsatisfactory The objective/outcome is expected not to achieve most of its end-of-
2
(U) project targets.
Highly The objective/outcome has failed to achieve its midterm targets, and is
1 Unsatisfactory not expected to achieve any of its end-of-project targets.
(HU)

Ratings for Project Implementation & Adaptive Management: (one overall rating)
Implementation of all seven components – management arrangements,
work planning, finance and co-finance, project-level monitoring and
Highly
evaluation systems, stakeholder engagement, reporting, and
6 Satisfactory
communications – is leading to efficient and effective project
(HS)
implementation and adaptive management. The project can be
presented as “good practice”.
Implementation of most of the seven components is leading to efficient
5 Satisfactory (S) and effective project implementation and adaptive management except
for only few that are subject to remedial action.
Moderately Implementation of some of the seven components is leading to efficient
4 Satisfactory and effective project implementation and adaptive management, with
(MS) some components requiring remedial action.
Moderately Implementation of some of the seven components is not leading to
3 Unsatisfactory efficient and effective project implementation and adaptive, with most
(MU) components requiring remedial action.
Implementation of most of the seven components is not leading to
Unsatisfactory
2 efficient and effective project implementation and adaptive
(U)
management.
Highly Implementation of none of the seven components is leading to efficient
1 Unsatisfactory and effective project implementation and adaptive management.
(HU)

Ratings for Sustainability: (one overall rating)

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 Negligible risks to sustainability, with key outcomes on track to be
4 Likely (L) achieved by the project’s closure and expected to continue into the
foreseeable future
Moderate risks, but expectations that at least some outcomes will be
Moderately
3 sustained due to the progress towards results on outcomes at the Midterm
Likely (ML)
Review
Moderately Significant risk that key outcomes will not carry on after project closure,
2
Unlikely (MU) although some outputs and activities should carry on
Severe risks that project outcomes as well as key outputs will not be
1 Unlikely (U)
sustained

ToR ANNEX F: MTR Report Clearance Form

(to be completed by the Commissioning Unit and UNDP-GEF RTA and included in the final
Midterm Review Report Reviewed and Cleared By:

Commissioning Unit

Name: _____________________________________________

Signature: __________________________________________ Date:

_______________________________

UNDP-GEF Regional Technical Advisor

Name: _____________________________________________

Signature: __________________________________________ Date:

_______________________________

document)

Prepared by: Sugandhi Samarasinghe, Technical Coordinator, ESA Project

(06/06/2018)

Approved by: Tharuka Dissanaike, Policy and Design Specialist, Environment

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