Long Term Agreement (LTA) for On-Call Writers/Editors (as Individual Consultants) - Various regions

LTA Objective and Set-up

The overall objective to set up these Long Term Agreement (On Call) Contract, is to facilitate and expedite the process by which UNDP will hire the services of writers and editors, once there are specific assignments in the next 3 years. The assignments will typically be to write and edit knowledge products, web stories documenting impact of UNDP initiatives.
It is anticipated that UNDP will have approximately 80-100 writing/editing assignments per year.

Scope of Work:

The scope of work will vary depending on the assignment but would include one or various of the below deliverables:

Draft and/or edit manuscripts to ensure clarity, consistency and readability of the text for the intended audience; Under the guidance of the UNDP task manager and authors/specialists, assemble all chapters/sections; suggesting re-writing as necessary, adding/editing boxes of interest, tables and charts bringing the manuscript to full completion including all necessary components (table of contents, foreword, preface, introduction, bibliography, tables, annexes, boxes, etc.), depending on the product and the tasks set in the Terms of Reference; Travel to UNDP and partner project sites, or attend key conference and knowledge sharing events and write 500 word web stories of grassroots impact/ or policy engagement as the case may be; Draft stories web stories within 1-2 days of completion of assignment that ensure clarity, consistency and readability of the text for the intended audience; Produce draft succinct opinion articles for UNDP public website and other media channels, including blogs, based on key knowledge products, publications and other products under the responsibility of UNDP researchers and senior policy advisors; Support the substantive revision of opinion articles and other materials aimed at media outreach in coordination with the author(s), and communications focal points within relevant UNDP teamsñFollow the UNDP stylesheet which will be provided; Point out factual inconsistencies, inconsistencies in arguments, political nuances, faulty logic, and awkward or unclear passages and suggest solutions;Ensure all references are in order, requesting source information for tables and figures when such information is missing;Ensure timely incorporation of feedback received from internal and external peer reviewers into draft manuscripts; As appropriate, work closely with the consultant graphic designer or photographer to develop ideas for infographics, charts and images that creatively convey key messages/data in the manuscript; Proof-read final texts as laid out by designer to ensure text and associated graphics are error free.

Duration of the Contract

The assignment, under this Long Term Agreement (On Call) Contract, is expected to have a duration of 3 years. The initial contract would be for one year (August 2014 – August 2015) with an option for renewal in subsequent years upon satisfactory performance evaluation. Maximum working days in the 3 year period would be 261.

Geographic Requirements

UNDP seeks writers and editors working in all parts of the country and it is a requirement that these consultants are already based in India. Consultants from UN Development Action Framework states are particularly encouraged to apply. These states are: Assam (and elsewhere in the North-East) Bihar; Chhattisgarh; Jharkhand; Odisha; Madhya Pradesh; Maharashtra; Rajasthan and Uttar Pradesh.
Candidates are requested to clearly state in their Technical proposal the region where they are based, according to the below categorization:

Region 1: New Delhi; Region 2: North India;Region 3: Bihar, Chhattisgarh and Jharkhand;Region 4: South India;Region 5: East India (West Bengal, Odisha, North East); Region 6: Maharashtra.

Note: Non-Indian passport holders are required to provide proof of a valid work permit in India at the time of submitting the application. Please note, applicants holding business visas will not be considered.

Duty Station and Travel

The field writers might be required to travel outside their duty station (as identified in their proposal) for specific project stories/ events in which case the writers would make their own arrangements for travel and lodging, if required. Payment of travel costs including tickets, lodging, etc. should be agreed upon, between the Communications Unit and the writer prior to travel and will be reimbursed on actuals.

LTA Contracting modality and Call-off mechanism:

The LTAs to be signed (with up to 10 writers/editors) will be for a fixed daily fee for one year; however UNDP does not warrant that any quantity of services will be purchased during the term of the LTA as this will depend on forthcoming needs. A percentage increase on the daily fee would, if justified, be agreed at the end of each year at the time of extension of the LTA.

Once the LTA is signed, if there is a specific assignment, the focal person in the UNDP Communications Unit would contact the top ranking LTA writer/ editor (ranking to be set up as per evaluation method and criteria section below). Should this writer/ editor not be available for the assignment (because he/she is engaged by UNDP in concurrent assignments or other reasons) UNDP will contact the second ranked writer/ editor and so on. UNDP also reserves the right to contact lower ranked writer/editors if these are based in regions closer to specific assignments.

Upon receipt of this communication the LTA writer/ editor would have to confirm their availability for the assignment. If positive, s/he would inform UNDP of the expected travel/lodging costs (if applicable if the assignment requires travel). Upon review of the same, UNDP will send the writer a written communication confirming the requirement in the form of a work order or purchase order sent by email. The order will include details on the location of the assignment, number of hours/days to be worked and other practical details. Price in the order will be based on daily fee included in the LTA contract and on the agreed travel costs. After the work order has been sent, no further costs would be reimbursed by UNDP (increased number of work days/hours, or increased travel costs) unless there is prior written authorization by UNDP.

Once the services are completed and have been approved by the Communications Unit, the writer/ editor will send the following documentation for payment purposes: a) complete invoice indicating number of hours/days worked and travel costs (if any); b) supporting documentation (bills/vouchers) for reimbursements of travel costs if applicable; c) copy of the UNDP order for the assignment. Note: for writers/ editors used regularly, UNDP may agree regular (monthly or bi-monthly) payments of all work orders done in the period.

Contract management:

UNDP Communications Unit would request LTA holders to report on a quarterly basis.
UNDP will regularly monitor the performance of these LTA holders, based on the following Key Performance Indicators (KPIs):

KPI 1: Responsiveness: writer/ editors should respond and confirm their availability for an assignment within 2 days of UNDP’s notification by email/telephone; KPI 2: Quality of output as per work order submitted; KPI 3: Accuracy of payment documentation. Writer/editors shall provide complete payment documentation including accurate invoices with correct quantities, unit price, complete travel bills/vouchers for reimbursement, etc.; KPI 4: Communication and Reporting. Writer/editors shall communicate and provide reports in a timely and professional manner.

UNDP would conduct bi-annual performance reviews of these LTAs, which might include meeting with the LTA holders and feedback from other stakeholders.

If the Writer/editors fail to meet UNDP’s performance requirements detailed above, s/he will receive in the first instance a warning to improve their performance. Continued failure to meet performance requirements may result on termination of the LTA.

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