TOR for Tender Procedure

Form 41-10-4-de 1

Technical Cooperation with the Secretariat of the Pacific Community Adaptation to Climate Change in the Pacific Island Region (ACCPIR)

Project number:

PN: 2007.2192.8VN: 81119661

A. Project description

1. Brief description of the project

2. Binding elements 2.1 Overall objective, indicators 2.2 Objectives and indicators for the phase under review 2.3 Target group(s) and intermediaries 2.4 Lead executing agency 2.5 Agreements on cooperation 2.6 Further BMZ directives

3. Key information 3.1 Context 3.2 Relevance to the partner country’s development strategies 3.3 Relevance to MDGs, Program of Action 2015 and to international agreements and

arrangements 3.4 Relevance to BMZ country concept, priority strategy and/or cross-sectoral themes 3.5 Relationship to previous bilateral TC measures 3.6 Interaction with other development measures 3.7 Methodological approach, results chain and components of support 3.8 Other GTZ remarks and directives concerning the programme/project components 3.9 Regional scope 3.10 Term 3.11 Implementing organisation 3.12 Partner inputs 3.13 Combined financing 3.14 Anticipated results 3.15 Important risks

B. Terms of Reference

I. General Terms of Reference for the consultant II. Detailed specifications III. Terms of reference for the experts IV. Specification of inputs and costs V. Partner inputs

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A. Project description 1. Brief description of the project The project ‘Adaptation to Climate Change in the Pacific Island Region’ (ACCPIR) is a regional project providing consultancy services to the Secretariat of the Pacific Community (SPC) and partners in its Member States, with a view to building capacity to adapt to climate change.

Owing to their small size and low height, the Pacific island states are particularly vulnerable to the impacts of climate change. The increasing frequency and intensity of extreme weather events (storms, floods and droughts) and the rise in sea level are threatening the sustainable development of this region, which is heavily dependent on its natural resources. Physical infrastructure, human settlements, farm land and freshwater resources are under particular threat. The rise in temperature and lack of precipitation are impacting directly on agriculture, human health and biodiversity. The combination of low adaptation capacity (core problem) and intensive climate impacts is threatening the region’s sustainable development. The project’s overall objective is thus as follows: ‘The capacities of SPC Member States to cope with the adverse effects of climate change and to avoid deforestation are strengthened as a fundamental element of the sustainable management of land-based natural resources’.

The project is designed to strengthen the capacity of SPC Member States to adapt to current and future climate impacts and to reduce the volume of greenhouse gas emissions as part of the sustainable management of land-based natural resources.

Given the outstanding thematic prominence of the climate theme, especially in the Pacific region, as a globally important challenge to sustainable development, there has been an increase in the number of and level of interest by stakeholders in the field of climate change in the region. For this reason, coordinating and aligning activities with ongoing and scheduled measures is very important. For effective knowledge management and mainstreaming at regional level, it is planned to cooperate closely with the other organisations in the Council of Regional Organisations in the Pacific (CROP): namely with the South Pacific Regional Environment Programme (SPREP), the University of South Pacific (USP) and the Pacific Islands Applied Geoscience Commission (SOPAC).

Promotion components include consultancy, basic and further training, the supply of materials and equipment and local subsidies for international and national short-term expertise, events and travel expenses.

The project is scheduled to run for an overall period of four years (Jan. 2009 through to Dec. 2012). The phase under review covers the entire project term. The cost of the German technical cooperation contribution amounts to EUR 4,200,000.

2. Binding elements The information given in this section has been agreed on by GTZ and BMZ as so-called ‘binding elements’ and forms the basis of the project. It cannot be modified by GTZ – and hence not by the consultant either – without authorisation from BMZ.

2.1 Overall objective, indicators

Module objective

The capacities of SPC Member States to cope with the adverse effects of climate change and to avoid deforestation are strengthened as a fundamental element of the sustainable

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management of land-based natural resources.

Indicators 1. The sector programmes and working teams of SPC Land

Resources Division systematically integrate climate change adaptation and mitigation concerns into their strategic approach and advisory services. Verification: LRD strategy, service offer, process documentation mainstreaming

2. At least 3 member countries access and utilize the new services and knowledge provided by SPC as a regional knowledge hub to develop and subsequently implement (at least 1 member country) efficient and effective national adaptation strategies. Verification: Documentation on strategy formation in SPC Member States, surveys, documentation on pilot measures

3. Existing strategies, planning documents and related processes on land-use planning in the pilot countries of Tonga and Vanuatu integrate climate change issues, taking account of gender aspects; these are then subsequently implemented. Verification: land-use plans, reports/action plans on LNP implementation, LNP gender analysis

4. Using international carbon fincancing instruments, Fiji signs at least one contract based on certificates for avoided deforestation. Verification: Contract, either with voluntary market, CDM or international fund

The purpose of this tender is to develop national adaptation strategies and to establish databases to systematise, process and disseminate climate-related information. These outputs are directly related to indicator 2. Existing SPC capacities are to be integrated into the consultancy process. On top of this, SPC capacity for responding to climate change is to be strengthened within the scope of the service package (indicator 1).

2.2 Phase objective and indicators/ phase-related indicators and programme components

The phase objective and indicators are identical to the module objective and indicators.

2.3 Target group(s) and intermediaries

The project target group consists of the poor population groups affected by climate change in the Pacific island states in which climate adaptation measures are launched by the project.

Intermediaries are the political decision-makers and SPC employees, as well as staff at the line ministries in the pilot countries of Fiji, Tonga and Vanuatu.

Regional organisations are of considerable importance in the

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South Pacific owing to the small size of the island states. For this reason, a series of functions is to be executed in regional organisations. Therefore, to be successful, it is important to cooperate well with organisations from the Council of Regional Organisations in the Pacific (CROP) given their thematic affinity, with the South Pacific Regional Environment Programme (SPREP), the University of South Pacific (USP) and the Pacific Islands Applied Geoscience Commission (SOPAC). SPREP is the inter-governmental organisation in the region with the remit to promote the protection and management of natural resources. Inter alia, SPREP manages the Pacific Islands Framework for Action on Climate Change, Climate Variability and Sea-Level Rise (PIFACC). Cooperation and close coordination with regard to adaptation and land management are planned in the field of agriculture, food security and forest management. SOPAC is an inter-governmental organisation whose mandate is to foster sustainable development in the Member States. Cooperation is aimed for in the water sector and in particular with the Integrated Water Resources Management (IWRM) programme. (As of January 2010, SOPAC will, for the most part, have been integrated into SPC; a small unit will join SPREP). USP is conducting research in the field of climate change and is involved in the hands-on implementation of various projects. USP is in a position to support the project under review in the fields of training and capacity development as well as through specific research inputs.

At national level, the main intermediaries in Fiji include the Ministry of Primary Industries (agriculture and forest management), the Ministry of Agriculture, Natural Resources and Environment and the national climate change country team. Intermediaries in Tonga are the newly created Ministry of Environment and Climate Change as well as the Ministry of Agriculture, Food, Forests and Fisheries (MAFFF) and the Ministry of Lands, Survey and Natural Resources. Intermediaries in Vanuatu are the Ministry of Agriculture, Quarantine, Forestry Fisheries (MAQFF) and the Ministry of Lands and Natural Resources (MLNR) and the National Advisory Committee on Climate Change.

2.4 Lead executing agency

This is a regional project. The project is integrated into SPC’s organisational structure. SPC is a regional, inter-governmental organisation consisting of 22 island states and territories as well as the remaining four founding members Australia, France, New Zealand and USA. SPC is the lead executing agency for this project; the main implementing partner for the regional component is SPC’s Land Resources Division (LRD) along with ministerial departments in the Member States of Fiji, Tonga and Vanuatu.

With the project under review, the Secretariat of the Pacific Community (SPC) links up in institutional terms with forest-sector collaboration with German development cooperation that has been ongoing since 1994. The SPC’s Land Resources Division supports Member States and territories with the implementation of sustainable agricultural and forest management. LRD’s

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strategy plan maps out the strategic way forward for the years 2005 through to 2008. LRD has formulated the following objective as part of this strategy: ‘To improve food security, increase trade and assist the Pacific Community to be more prosperous, healthy and manage its agricultural and forest resources in a sustainable way.’ At a meeting of the Pacific Heads of Agriculture and Forestry Services (HOAFS) in September 2006, it was recommended to raise the adaptation capacity of the Pacific community to the impacts of climate change and to integrate the theme of climate change in the next LRD strategy plan. This new plan is now under construction and will replace the existing one. In September 2008, the Heads of Agriculture and Forestry adopted the new strategy plan in which climate change is defined as a cross-sectoral task of SPC.

Once the order is placed, the lead executing agency is entitled to demand delivery of the services to be provided directly by GTZ. GTZ and the lead executing agency shall agree on the details in an implementation agreement. BMZ may exercise its rights arising from the order, particularly those under the General Agreement, without the consent of the lead executing agency.

2.5 Agreements on cooperation

None

2.6 Further BMZ directives

Declaration The relevant directives contained in the BMZ country strategies, priority area strategy papers, binding sector strategies and cross-sectoral strategies have been taken into account in planning the TC measure and will be complied with during implementation.

3. Key information

3.1 Context

Owing to their small size and low height, the Pacific island states are particularly vulnerable to the impacts of climate change. The increasing frequency and intensity of extreme weather events (storms, floods and droughts) and the rise in sea level are threatening the sustainable development of this region, which is heavily dependent on its natural resources. Physical infrastructure, human settlements, farm land and freshwater resources are under particular threat. The rise in temperature and lack of precipitation are impacting directly on agriculture, human health and biodiversity. These climate changes are aggravating existing environmental problems and are affecting a particularly vulnerable region that is characterised by:

• High population density and concomitant strong

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population growth

• Limited natural (in particular land), financial and human resources

• Weak infrastructure

• Vulnerability to changing trade conditions, liberalisation, migration

• Fragile statehood and governance

Changes in land use reduce the natural resistance of eco-systems. The combination of low adaptation capacity (core problem) and intensive climate impacts is threatening the region’s sustainable development.

Experience gained through forest-sector collaboration with German development cooperation that has been ongoing since 1994 has shown that one of the reasons for the low capacity to adapt to/mitigate the impacts of climate change has to do with the poor management of land-based natural resources. This, in turn, is due to the fact that there are not enough financial and human resources on hand to pursue sustainable resource management and land-use planning. On top of this, capacity for mainstreaming climate change adaptation/mitigation into planning processes and strategies is limited. Information on climate change and vulnerability is lacking both at national level in the Member States of the Pacific Community and at regional level. There are no framework conditions in place to allow participation in the international carbon emissions market, say through avoided deforestation on Fiji.

Access to and/or the provision and processing of climate-related information for the systematic integration of climate concerns in the hands-on management of natural resources, especially in agriculture and land use, have been lacking in the region to date and are regarded as direct preconditions that have to be met if adaptation capacity is to be enhanced effectively. The fact that many of the Pacific islands are spread over large distances and are difficult to reach poses an enormous challenge in this context.

The UN Framework Convention on Climate Change also takes account of the particular vulnerability of small island states and supported three regional workshops for ‘Small Island Development Countries’ (SIDS), so as to promote the exchange of information and identify priority areas of action.

3.2 Relevance to the partner country’s development strategies

In June 2005, the heads of the Pacific island states adopted the Pacific Island Framework for Action on Climate Change 2006-2015 (PIFACC) which aims to strengthen local capacity to adapt to the impacts of climate change. The project under review contributes to PIFACC.

Fiji’s National Communication (report on the implementation status of the UN Climate Change Convention at national level) identifies the following sectors as being particularly hard hit by the impacts of climate change: water, coast, agriculture and

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health. Sustainable land-use planning as well as land and water resource management are pinpointed as priority adaptation options here. Tonga’s National Communication also gives knowledge transfer and awareness-raising as priority adaptation options. As a Least Developed Country (LDC), Vanuatu has also formulated a National Adaptation Programme for Action (NAPA). Sustainable land management and land-use planning is identified here as one of the priority areas of action. Through the project under review, German development cooperation is supporting the implementation of these areas of action and options.

3.3 Relevance to MDGs, Program of Action 2015 and to international agreements and arrangements

Through its measures designed to promote adaptation to climate change, the project contributes directly to the implementation of the UN Framework Convention on Climate Change which states that small island states are particularly susceptible to the impacts of climate change.

Furthermore, adaptation measures secure access to vital resources and promote an intact environment, thereby advancing implementation of the Program of Action 2015 and helping to achieve the Millennium Development Goals.

3.4 Relevance to BMZ country concept, priority strategy and /or cross-sectoral themes

Protecting the environment and conserving natural resources constitutes a priority area of activity in German development cooperation. Adaptation to climate change and the reduction of greenhouse gas emissions through avoided deforestation are of strategic importance in the BMZ’s Action Programme on ‘Climate and Development’. Climate change is one of the supraordinate goals of German development cooperation’s Asia concept which emphasizes the special support needs of smaller island states with regard to adaptation to climate change.

3.5 Relationship to previous bilateral TC measures

In institutional terms, the project links up with the Pacific-German Regional Forestry Project. However, its contents have been given a new orientation to climate and natural resource management.

3.6 Interaction with other development measures

At present there are no other German TC or IC projects in the region.

Given the outstanding thematic prominence of the climate theme, especially in the Pacific region, as a globally important challenge to sustainable development, there has been an increase in the number of and level of interest by stakeholders in the field of climate change in the region. For this reason, coordinating and aligning activities with ongoing and scheduled inputs is of high importance.

For effective knowledge management and mainstreaming at regional level, it is planned to cooperate closely with other organisations in the Council of Regional Organisations in the Pacific (CROP): namely with the South Pacific Regional Environment Programme (SPREP), the University of South Pacific (USP) and the Pacific Islands Applied Geoscience Commission (SOPAC)

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At donor level, Australia with its new government and a newly ratified Kyoto Protocol, is aiming to play a much more pro-active role in climate protection; this includes the provision of financial resources to the Pacific region for climate protection. Both Australia and New Zealand exert a strong influence in the region and play an important role in cooperation as donors and as members of the SPC. The European Union is planning to expand its activities beyond its present support for disaster preparedness to include adaptation to climate change. Close cooperation will be the order of the day here too.

Ongoing climate change programmes include, inter alia, the Pacific Adaptation to Climate Change Project (PACC), the Pacific Islands Climate Change Assistance Programme (PICCAP), both of which are backed by the Global Environment Facility (GEF), and the CLIMAP measure promoted by the Asian Development Bank (Climate Change Adaptation Programme for the Pacific). All of these programmes are engaged in an area of climate change and aim to strengthen adaptation capacity in the region. The activities and objectives in the project under review complement these activities, which have until now been geared heavily to studies, with hands-on support for the management of natural resources and knowledge management.

3.7 Methodological approach and components of support

The key aspects of the project concern knowledge management, with a view to systematising, processing and disseminating climate-related information. Furthermore, they also include land-use planning, sustainable agricultural and forest management and access to the carbon emissions market in the forest sector. At the regional level, the project uses studies and workshops to promote the identification of capacity development needs. It is also engaged in results monitoring, on-the-job training, organisational consultancy and exchange programmes with climate research institutions in a bid to make SPC into a climate change knowledge hub. With regard to hands-on implementation at national level, it is promoting pilot measures on Fiji, Tonga and Vanuatu. These countries were selected on the basis of feasibility criteria (accessibility and political stability) and are intended to serve as the basis for wider dissemination in the region. At national level, logistic support is given to coordination processes whilst the design and implementation of land-use plans is also promoted. At local level, basic and further training together with capacity building measures are used to promote the implementation of land-use plans and sustainable forest management measures in the context of avoided deforestation.

Promotion components include consultancy, basic and further training, the provision of materials and equipment and local subsidies for international and national short-term experts, events and travel expenses.

3.8 Other GTZ remarks and directives concerning the

See Part B of ToR.

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programme/project components

3.9 Regional scope

This is a regional project in the Pacific island region. Pilot countries are Fiji, Tonga and Vanuatu.

3.10 Term

Overall term: from Jan. 2009 through to Dec. 2012 (4 years)

3.11 Implementing organisations

This is a regional project that is integrated into the SPC organisational structure. SPC is a regional, inter-governmental organisation consisting of 22 island states and territories and the remaining four founding members, i.e. Australia, France, New Zealand and USA. SPC is the lead executing agency; implementing organisations are the SPC’s Land Resources Division (LRD), which is responsible for the regional component, along with ministerial departments in the Member States Fiji, Tonga and Vanuatu.

With the project under review, the Secretariat of the Pacific Community (SPC) links up in institutional terms with forest-sector collaboration with German development cooperation that has been ongoing since 1994. SPC’s Land Resources Division supports Member States and territories with the implementation of sustainable agricultural and forest management. LRD’s strategy plan maps out the strategic way forward for the years 2005 through to 2008. LRD has formulated the following objective as part of this strategy: ‘To improve food security, increase trade and assist the Pacific Community to be more prosperous, healthy and manage its agricultural and forest resources in a sustainable way.’ At a meeting of the Pacific Heads of Agriculture and Forestry Services (HOAFS) in September 2006, it was recommended to raise the adaptation capacity of the Pacific community to the impacts of climate change and to integrate the theme of climate change in the next LRD strategy plan. This new plan is now under construction and will replace the existing one. In September 2008, the Heads of Agriculture and Forestry adopted the new strategy plan in which climate change is defined as a cross-sectoral task of SPC.

For information on other intermediaries and implementing organisations, see Section 2.3.

3.12 Partner inputs

SPC provides the project with office space and takes on some of the running costs. SPC makes available sufficient personnel in the Land Resources Division to enable project implementation. SPC will also establish the function of coordinator for climate change; inter alia this coordinator will be responsible for project coordination on the SPC side. The partner inputs over the entire duration of the project correspond approximately to a budget of EUR 800,000.

3.13 Combined financing

None

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3.14 Anticipated results

Measures and consultancy in the field of organisational development and the specialist inputs concerning the concrete impacts of climate change and the technical options for adaptation - together with the generation of knowledge networks and the integration of collected knowledge in the ongoing planning processes (draft versions), e.g. land-use plans that take special account of gender equality and basic and further training on the given themes, including on the CDM complex (output) – promote the development, processing and use of methods and processes, leading to the integration of climate change adaptation in regional and national planning processes and strategies and help improve the knowledge base on climate change impacts and vulnerability in the Pacific Region. They promote the introduction and use of land-use plans that take account of gender aspects and instruments for processing and applying climate information. They help build up capacity for instruments on the carbon emissions market with regard to forests and land use. Furthermore, they aim to better integrate climate concerns in the SPC-LRD sector programmes and working teams. Member States use the climate change services and knowledge provided by SPC (e.g. information on the effects of climate change, vulnerability analyses or training sessions) to develop national strategies for managing natural resources which are then implemented, at least in the pilot countries of Tonga and Vanuatu. Thanks to capacity building, access to the international carbon emissions market is achieved on Fiji, resulting in the mobilisation of financial resources to avoid deforestation (use of outputs).

As a consequence, SPC Member State capacity for dealing with the impacts of climate change and for avoiding deforestation is strengthened as an integral component of the sustainable management of natural resources (direct result).

The project’s indirect result concerns the strengthening of adaptation capacity in the Pacific island states and amongst the people living there. It also relates to the reduction in greenhouse gas emissions as a result of avoided deforestation on Fiji. Furthermore, access to the carbon emissions market generates incentives to avoid deforestation.

The project thus helps reduce the negative impacts of climate change in the Pacific island region, thereby helping to secure the region’s sustainable development. It also contributes to international climate policy by backing concrete measures for adapting to climate change in a particularly vulnerable region. The experience thus generated can be incorporated into an international climate regime after 2012 (highly aggregated results).

Anticipated socioeconomic results Adaptation to climate change benefits the poor, vulnerable parts of society in particular. As a result, the project is classified as CPR (comprehensive poverty reduction at the macro and sectoral level). However, the project’s contribution to poverty

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reduction is indirect, because only a very restricted amount of work is conducted at the direct target-group level. Anticipated results in terms of participatory development and good governance The project fits into SPC’s organisational structure (Secretariat of the Pacific Community). Improving Member State capacity to adapt to and mitigate the impacts of climate change within the scope of the sustainable management of land-based natural resources makes participatory development/good governance, both within SPC as well as between SPC and its Member States, absolutely essential and therefore one of the project’s secondary objectives. As a result, the project is rated as PD/GG-1.

Anticipated results in terms of gender equality Climate change affects men and women differently and so their responses to climate change involve different coping strategies. Therefore, the design and implementation of sustainable land-use plans that mainstream measures for climate change adaptation need to take account of these differences and of gender equality. Since the project promotes the inclusion of gender concerns in the formulation of land-use plans, it has been given the marker G-1.

Anticipated peace-building and conflict-reducing results No BMZ evaluation is on hand concerning the potential for conflict and crises in the three pilot countries of Fiji, Tonga and Vanuatu. The countries’ political situation does not give any indication of any immediate increased crisis potential, nevertheless political instability means that a ‘do-no-harm approach’ is scheduled. Given its status as a pilot project to build up adaptation capacity to the impacts of climate change, the project can indirectly help reduce conflict potential and is therefore classed as K-0. Anticipated ecological results The project targets the sustainable management of land-based natural resources whilst taking account of climate change concerns and is therefore classified as UR-2. There is no need for action.

Anticipated results on the implementing/executing agencies The project is designed to assist the SPC’s Land Resources Division (LRD) to build up capacity in the field of climate change. As a result, this promotes the integration, both in conceptual and institutional terms, of climate change issues into LRD structures and hence LRD’s ability to process them on its own. At the intermediaries’ level, capacity for responding to climate change is also being generated as is capacity to integrate climate change concerns in planning and policies and to mobilise funding from the carbon emissions market by way of compensation for avoided deforestation. This, in turn, promotes the conceptual and institutional integration and independent processing of climate change concerns at national level, too.

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3.15 Key risks

Overall risk that objectives will not be achieved very high: high: moderate: X low:

Description and assessment of individual risks A general risk for project success concerns the political instability in the region and the vulnerability to changes in trading conditions. Furthermore, there is considerable pressure on better educated members of the populace to emigrate to Australia and New Zealand. A foreign-trade imbalance, excessive budget deficits and political instability are undermining economic development in the Pacific island states. Ethnic conflicts and the slow headway being made with political reform processes could also generate unrest in future. Yet another risk has to do with the distribution and coordination of responsibilities amongst the regional organisations in the Pacific. Efforts to achieve a more efficient division of labour have been ongoing for a while now, however nothing has been finalised at the regional policy level. The likely outcome is an even stronger SPC, although there is a residual risk that shifts in the political balance of power will mean that SPC’s importance and range of tasks will not increase and – even less likely – SPC might even become less important.

Degree to which risks can be influenced

high: moderate: low: x

Risk-reduction measures

Through its support for SPC, the project is helping, indirectly, to stabilise the region. The project is not able to influence the above-mentioned risks directly.

Within the scope of the scheduled project term, the unlikely risk that SPC might become less influential is regarded as giving little cause for concern owing to the existence of a potential exit strategy.

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B. Terms of Reference I. General Terms of Reference for the Firm of Consultants

Background

The Pacific-German regional programme Adaptation to Climate Change in the Pacific Island Region (ACCPIR) aims to build and strengthen the capacities of Pacific member countries and regional organizations, to adapt to, and mitigate climate change impacts in the agriculture, forestry, and land management sector. The 4-year project, that started in January 2009, has a German contribution of up to 4.2 million Euros and is based with the SPC Land Resources Division (SPC-LRD) in Suva, Fiji. The project will focus activities in Fiji, Vanuatu, and Tonga. At the regional level, the project aligns with the Pacific Island Framework for Action on Climate Change 2006-2015 (PIFACC). The project supports Vanuatu in implementing its National Adaptation Programme for Action (NAPA) and contributes to the implementation of activities identified of the Fiji and Tonga National Communications to UNFCCC.

The overall objective of the programme is as follows: “The capacities of member countries of the SPC to cope with the adverse effects of climate change and to avoid deforestation are strengthened, as a fundamental element for sustainable management of land based natural resources” In achieving its main objective, the following outcomes (or indicators) are expected:

1. The sector programmes and working teams of SPC Land Resources Division systematically integrate climate change adaptation and mitigation concerns into its strategic approach and advisory services

2. At least 3 member countries access and utilize the new services and knowledge provided by SPC as a regional knowledge hub to develop and subsequently implement (at least 1 member country) efficient and effective national adaptation strategies

3. Existing strategies, planning documents and related processes on land use planning in Tonga and Vanuatu integrate climate change issues, with gender aspects taken into consideration, and the subsequent first steps in implementing these land use plans are carried out

4. Fiji signs at least one contract using international carbon market instruments on certificates for avoided deforestation

The “land based natural resources” in the project context has a specific focus on the agriculture sector, forestry sector and land use. There is strong relationship to water catchment and use of water issues.

Areas of Focus

Reference documents for the implementation of the ToR are the result chains (annex 1), the plan of operations (annex 2)1 and the indicator matrix (annex 3).

The Firm of Consultants is responsible for the implementation of the following service packages (for more details see also chapter II, detailed specifications):

(1) elaboration of the National Adaptation strategy drafts for land based natural resources in Fiji, Tonga and Vanuatu (Output 5, O5),

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1 The plan of operations is currently under revision, the submissions should contain a specific work programme for carrying out all necessary activities for all outputs

(2) setting up climate change databases in Fiji, Tonga and Vanuatu (Output 6, O6) and at SPC – LRD (Output 3)

As stipulated in indicator 2, countries should utilize SPC knowledge for the development and implementation of national adaptation strategies. Output 3 envisages the development of information and communication tools on climate change for SPC-LRD. Key activities and indicators are listed in the respective parts of the plan of operations and the indicator matrix. It is therefore paramount to integrate those activities and indicators with a strong link to the service package 1 and 2 in the overall service package of the consultancy firm. These working packages are integral part of the SPC/GTZ programme on Adaptation to Climate Change in the Pacific Island Region as described in part A and are directly linked to indicator 1 and 2 which target the development and implementation of national adaptation strategies and the development of SPC LRD as a regional knowledge hub for climate change.

The Firm of Consultants is expected to:

1. Consult and collaborate closely and regularly with the GTZ project staff based in Fiji and Vanuatu. Internal information mechanisms are obligatory.

2. Ensure that all assigned activities are aligned to the main outcomes and related outputs of the SPC/GTZ programme.

3. Deliver to the GTZ Suva office an inception report no later than eight weeks after commencement of contract. The inception report should include:

• a first draft of an actors’ mapping

• an analysis of the governance structure and existing strategies/policies

• a proposed steering structure and a plan of operations for each pilot country.

4. Regularly organise co-ordination and consultation meetings with GTZ, SPC, and relevant partners in the countries

5. Submit written reports at the end of June and end of December each year based on the format for GTZ progress reports and with strong focus on result based monitoring.

Results-based project implementation The indicator for the successful implementation of the service packages within the context of the SPC/GTZ programme (in the following called project) is the achievement of output 5 and output 6 as well as part of the implementation of activies from output 3 closely linked to indicator 1 acoording to the result chains. The new framework for contracts and cooperation is based on the understanding that a greater focus on results requires mechanisms that allow for greater flexibility on the input side. These two principles (results and greater flexibility) must be addressed in the service package offered by the Firm of Consultants and taken into account when assessing offers.

The above provides for greater flexibility with respect to the method proposed by the Firm of Consultants and to project implementation.

In order to describe the success of a project, we need indicators that can provide evidence of the project results. It is therefore necessary to examine the outset conditions and the situation at the end of the project.

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The service package drawn up by the Firm of Consultants should elaborate on appropriate milestones and indicators that will clearly measure the delivery of the targeted outputs 5 and 6 and the implementation of activities from output 3 closely linked to the achievement of indicator 1. GTZ's principles on results monitoring and the three reference documents (annex 1, 2 & 3).will need to be considered.

The Firm of Consultants is expected to respond to changes flexibly, especially if the project is in danger of straying from the defined results corridor (indicators as outlined above).

Monitoring and evaluation

As in every project/programme, developments that may lead to difficulties in a later project phase should be identified as quickly as possible. Furthermore, in view of the focus on results described above, results monitoring is crucially important. An efficient monitoring and evaluation system must therefore be set up that allows the Firm of Consultants, GTZ and the partners to monitor and steer project development. Care must be taken to ensure that parallel structures are neither created within the project nor to the SPC/GTZ programme, and that use is made of information already on hand in the partner country and the SPC/GTZ programme.

Here, too, the principles of a results-based contract framework must be adhered to. We therefore suggest that the M&E system be geared to the results chains.

II. Detailed specifications Status in the countries The main implementing agencies of the Pacific German regional programme are the Land Resources Division of SPC and GTZ. A regional project management unit has been set up in Suva comprising senior advisors and advisors from the two institutions. National project management units have been set up in the three project countries. SPC and GTZ already have very good working relationships with counterparts in the three project countries.

A series of regional and national workshops was carried out in the first half of 2009 to define the strategic fields of work within the above-mentioned frame. Stakeholders elaborated detailed plans of operation for each of the components and designed and agreed on a monitoring system for the steering and reporting of the programme (see annex 2).

There are few national documents on climate change issues (draft strategies, policies) and some Vulnerability and Adaptation (V&A) assessment reports exist for all three countries. Existing specific and up to date data on the changing climate parameters and their impacts on land based resources as well as major data gaps will need to be determined.

The main reference document on climate change in Fiji is the First National Communication to the UNFCCC. In July 2009, Fiji has started working on its 2nd National Communication (SNC) to the UNFCCC. Under the supervision of the Departement of Environement, the work will be rolled out during the next 3 years, the final report is expected in 2012. Communication and coordination with working teams and DoE responsible for SNC will be essential.

The main reference document on climate change in Tonga is the First National Communication to the UNFCCC. In July 2009, Tonga has established a new Ministry for Environment and Climate Change (see next chapter).

The main reference document on climate change in Vanuatu is the National Adaptation Programme for Action (NAPA). Currently, Vanuatu is preparing the implementation of a project on adaptation to climate change which is funded by EU and GEF/WB and will be implemented from 2010 to 1014.

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A regional project called Pacific Adaptation to Climate Change (PACC) has started working in mid 2009 in 11 Pacific Island Countries including Fiji, Tonga and Vanuatu. The programme aims to strengthen adaptive capacities in key economic sectors with focus on the coastal sector (Vanuatu), agriculture (Fiji) and water supply (Tonga). It also envisages strengthening capacities at policy making level in the project countries. Ongoing activities of the PACC project in Fiji, Tonga and Vanuatu shall be taken into consideration, coordination with relevant stakeholders must be assured.

Stakeholders In Tonga, the project is attached to and will be coordinated by the Ministry of Environment and Climate Change; it also has a focal point in the Ministry of Agriculture, Food, Forests and Fisheries (MAFFF). Another important institutional partner is the Ministry of Lands and Natural Resources. In Vanuatu, the project is attached to and coordinated by the Ministry of Lands and Natural Resources (MLNR) with a strong linkage to the Ministry of Agriculture, Quarantine, Forestry Fisheries (MAQFF) and the National Advisory Committee on Climate Change (NACCC). In Fiji, the project is attached to and will be jointly coordinated by the Department of Environment and the Forestry Department.

The management units at the regional and national levels will assure very close collaboration and active involvement of all stakeholders from other regional organisations ( SPREP, USP), government agencies, NGO, civil society, local communities, and the private sector.

Stakeholder participation is supported by political leaders and requested by NGO and local communities. A few NGO’s are already actively working with communities on climate change-related activities.

Methodology In Fiji, Tonga and Vanuatu, draft national climate change strategic adaptation plans on land based natural resources (service package 1, O5) will be developed.

The development of a national strategic adaptation plan will entail the review of existing relevant policies followed by an extensive consultation process with all relevant stakeholders on all levels. Information gaps will need to be taken into consideration either through synthesising available data and information at national, regional or international level or through proper studies.

The development of national climate change databases (service package 2, O6) will entail assessing existing data and databases, data gaps and determining the scope of the climate data base. Designing the database (considering existing data bases), identification of appropriate hardware and software and training requirements for relevant users will need to be undertaken followed by training and the development of a regular data collection and updating system.

Special attention should be given to the ongoing discussion on mainstreaming climate change adaptation. This is a second major outcome of the SPC/GTZ programme as presented in the reference documents. Hence, the consultant firm has to assure that appropriate linkages exist between the national adaptation strategies and the mainstreaming processes regarding sector policies and strategies (output 9-11, cf. Annex 1). As one methodological guideline, the GTZ Climate Proofing/Climate Check tool should be considered. On policy level the OECD policy guidance “Integrating Climate Change Adaptation into Development Co-operation” offers valuable operational information and advice on how to facilitate the integration of adaptation within development processes.

In order to ensure its implementation and accordingly sustainabiltiy, the development process for national climate change adaptation plans requires a careful analysis of the

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national governance architecture, budget allocation and the different stages of the policy cycle. National coordinating and implementing mechanisms between different government agencies will need to be promoted. In addition, synergies with other national sector strategies and policies will need to be created and supporting regional and international frameworks utilised.

The SPC/GTZ-programme supports the region in the implementation of major strategies such as the Pacific Islands Framework for Action on Climate Change (PIFACC). PIFACC and other existing policies and strategies (like the NAPA in Vanuatu) have to be considered as a base-line and overall-framework (alignment).

Regional and national steering structures for the development of national adaptation strategies for land based natural resources have to be elaborated and established.

High ownership, cost-efficiency and practicability are important quality criteria for both the national adaptation strategies and the climate change databases (service package 2, O6).

Furthermore the SPC/GTZ programme collaborates with other donors, such as the European Union (EU), the Australian Agency for International Development (AusAid), the Food and Agriculture Organization of the United Nations (FAO) and the United Nations Development Programme (UNDP).

Timeline for the consultancy The draft strategies on climate change adaptation (service package 1) should be available by end 2011, the climate change data bases (service package 2) should be available by mid 2011.

-------------------------------------------------------------------------------------------------------------------------- III. Terms of Reference for the experts The service package consists of different tasks and themes and includes all advisory levels from regional through national to local level. Therefore a group of experts covering the different thematic areas and advisory levels and tasks has to be brought in under the leadership of an international senior policy advisor. Regional and national experts have to be included wherever possible. 3.1 The group of experts has to carry out the following tasks and has to cover the

following fields of experiences: With regard to national adaptation strategies (output 5): 1. Analysis of governance architecture and stakeholders to identify, discuss and establish

a steering structure to develop a Draft National Climate Change Strategic Adaptation Plan for land-based natural resources, taking into consideration existent agreements and structures between partner governments, SPC and the SPC/GTZ programme (see point 2)

2. Preparation of ToR for national steering structures and drafting structures

3. Review of existing frameworks, policies and strategies on climate change adaptation related to land based-natural resources (forestry, agriculture and land use as well as cross-cutting fields like water, disaster risk reduction, environment and others) and related fields of other sectors if appropriate in order to identify entry points for adaptation mechanisms and formulate relevant activities

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4. Identify gaps and information needs related to climate change data, impact and V&A assessments and prioritization of adaptation measures and carry out necessary research on available data and information and proper studies

5. Conduct national consultations with all relevant stakeholders at national, regional and local level (generally including research and learning institutions, CSO, NGO and private sector). Consultations processes should be as participatory as possible and address assessment and prioritization of vulnerabilities, adaptation options, entry points and consideration of implementation and integration into development planning.

6. Draft preliminary National Climate Change Strategic Adaptation Plans on land-based natural resources (until the end of 2011).

7. Involve as much as possible SPC-LRD capacities in the consultation and drafting process

8. In strong partnership with SPC-LRD evaluate the processes in the 3 countries and capitalize lessons learnt and good practices for further use by SPC-LRD

With regard to climate change databases (output 6) Underlying principles for designing and establishing climate change databases are:

• All databases should be based on demand arising from the overall needs for climate change adaptation within the context of the SPC/GTZ programme (parallel structures should be avoided).

• Should build on and strengthen any existing database where appropriate

• All databases must be designed economically efficient, easy to apply ( not too technically complex), and be easily accessible to targeted user groups

• Responsible partner institutions should define and allocate budgets for its maintenance and functioning (after its launching)

Specific tasks to be carried out are (not all tasks may be applicable in every country):

1. Defining the scope of climate change database in each country and SPC-LRD

2. Assessing existing databases and needs for extension/ upgrading/ access or development of new databases

3. Elaborating a data sharing agreement between main stakeholder agencies

4. Developing and agree on minimum database requirement (nature of data, format, frequency etc.)

5. Feeding in relevant data

6. Designing a user friendly and accessible database (including websites where required)

7. Proposing necessary equipment (hardware and software) to be purchased by GTZ or partner organisations

8. Establishment of appropriate hard- and software

9. Training of local staff for collecting, analysing, and processing data and overall database management

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3.2 Specific tasks of the international short-term expert for climate change policy

as coordinator and senior adviser, up to 5 person-months

To achieve the specified objectives under service packages 1 and 2, GTZ expects the Firm of Consultants to second a short-term expert (up to 5 person-months, with intermittent missions to Fiji, Tonga and Vanuatu on a regular basis). The short-term expert has to provide consultancy services to all stakeholders involved in the processes with special focus on the policy level. The short-term expert should be an international expert with excellent spoken and written German and English and experience in the Pacific region.

Keys tasks of the short term expert include:

• The international short-term expert is in charge of the planning, implementation and steering of the measures of the service packages 1 and 2, under the responsibility of the GTZ Chief Adviser of the SPC/GTZ programme.

• The International short-term expert has the overall responsibility for the timely delivery of the outputs and services according to the present ToR

• Furthermore the international short-term expert is in charge of contracting and steering a pool of international, regional and national short term experts.

• Providing management and advisory services in the following core area:

- Policy advice on climate change adaptation and stakeholder coordination in close collaboration with GTZ team

‐ Responsibility for carrying out checks on the use of funds and financial planning in consultation with GTZ’s officer responsible for the contract and cooperation 

- Preparing and submitting regular reports: inception report eight weeks after the projects start, progress reports are to be submitted end of June and end of December every year based on the format for GTZ progress reports

- Preparing and holding regular coordination and consultation meetings with SPC/GTZ team order to update and/or adapt the project design

- Coordinating stages of the project with key stakeholders and ensuring transparency for the partner

- Ensuring a monitoring and evaluation system is in place and linked to the overall M&E system of the SPC/GTZ programme

Required qualifications of the short-term expert:

• University degree in social or environmental sciences or public administration

• At least 10 years experience in the field of policy analysis, integrated knowledge management and results based monitoring and evaluation systems

• At least 6 years working experience and knowledge in technical, institutional, socio-economic and policy aspects of climate change adaptation and disaster risk reduction.

• At least 10 years working experience in developing country context and proven working experience in the Pacific

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• Familiarity and up-to-date with international and regional climate change policy developments and with national climate change projects/programmes

• Familiarity with German technical development cooperation and its main implementation tools such as result based planning and monitoring; experience with capacity works is of advantage.

• Excellent command of oral and written English and German

The coordinator/senior advisor is (scheduled) to begin his/her assignment in 04/2010. The assignment is to be coordinated with GTZ and the partner. The project will be phased out in 03/2012.

3.3 A pool of international, regional and national short-term experts,

up to 17 person-months The Firm of Consultants is expected to provide a pool of international, regional and national short-term experts (up to 17 person-months) for consultancy in the above mentioned priority areas and working fields (chapter 3.1). This pool should have the following characteristics:

- One part needs to bring in the expertise on strategy development (service package 1), a second part on climate change databases (service package 2). Both tasks should be linked, where appropriate (e.g. feeding in information on the available information/knowledge from the work on databases should feed into the strategy development). The organisation of the work is the task of the coordinator/senior advisor.

- Regional and national short-term experts should be given priority whenever possible.

The technical and methodological core experiences to be covered are:

- Climate change adaptation

- Climate information (climate trends, impacts, vulnerabilities)

- Tropical forestry, agriculture and agroforestry

- Water resource management

- Rural land use planning and sustainable land management

- Coastal zone management

- Economics of climate change, forestry, agriculture, agroforestry and land use

- Data and information knowledge management, including for spatial data

- Database design and management, data networks

- Geographical Information Systems (GIS)

- Training on database development and management

- Stakeholder consultation and coordination in multilevel systems

- Strategy development

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All technical expertise has to have a strong linkage to the Pacific context.

With regard to studies that might be necessary to develop the national adaptation strategies, a decision for a reallocation of expertise within the global budget of the contract will be taken by all stakeholders after the assessment of the likely gaps.

The dates and duration of assignments in the various priority areas will be coordinated flexibly with the partner and GTZ. Regional short-term experts are expected to have excellent spoken and written English.

The experts offered by the Firms of Consultants must have the necessary socio-cultural skills, experience in public administration, environmental sciences, knowledge management and databases, process facilitation, moderation and documentation and at least 3 years of experience in their areas of expertise. Client and partner orientation, efficient work practices, interdisciplinary thinking and training experience are mandatory.

All experts must have excellent spoken and written English.

The short-term experts are (scheduled) to begin their assignment in 04/2010. The project will be phased out in 03/2012. The assignment of all short-term experts is to be coordinated with GTZ and the partner.

Where the need arises, the Firm of Consultants agrees to support project assistants/guest students who - within the framework of GTZ’s separately financed young professionals programme - work on the project and assume specific project tasks as part of their training.

IV. Specification of inputs 1. Assignment of personnel International short-term expert up to 5 person months International, regional and national short-term experts up to 17 person months 2. Items of equipment Up to EUR 5,000 is planned for small-scale purchases by the Firm of Consultants. Any purchases above and beyond this amount shall be made by GTZ Head Office or the GTZ Office in the partner country. 3. Expendable goods The Firm of Consultants shall assume the operating costs for logistics and ongoing office costs in the partner country (costs for materials and telephone/fax etc.). 4. Training and upgrading • Seminars and workshops for partners and other stakeholders during the consultation

processes up to a total value of 60,000 € • Training seminars on databases up to 30,000 €

5. Flexible remuneration item A budget of 40.000 € is allocated for allowing the Firm of Consultants to flexibly determine – in accordance with on the project results actually achieved and in close collaboration with GTZ team- the quantity of the inputs envisaged in the contract, insofar as this is necessary to achieve the outputs.

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V. Partner inputs Partner organisations provide staff for the implementation of activities on different levels. Partner organisations provide personnel and budget for the operation of the databases, data collection and data processing (after the system has been launched) or seek financial support of other organisations. Partner organisations provide office space and equipment insofar this equipment is not provided by GTZ