Administrative Administrative Instruction
Individual Contractor Agreement (ICA) AI/HRPG/2010/01
AI/HRPG/2010/01 AI/HRPG/2010/ 01 - ICA Effective Date: 1 May 2010
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Administrative Administrative Instruction
Individual Contractor Agreement (ICA) AI/HRPG/2010/01
AI/HRPG/2010/01 AI/HRPG/2010/ 01 - ICA Effective Date: 1 May 2010
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12 July 2007
Table of Contents Administrative Instruction .................................................................................... ...................................................................................................... .................. 1 Individual Contractor Agreement (ICA) ......................................................................... ................................................................................. ........ 1 Annexes ..................................................................................................... .................................................................................................................................... ............................... 3 Tables ........................................................ .................................................................................................................. ............................................................................... ..................... 3 1.0 Introduction................................................... .............................................................................................................. ..................................................................... .......... 4 2.0 Insurance Provisions ........................................................................................................ ........................................................................................................ 4 2.1 Service-Incurr ed Illness, Illness , Injury and Death Insurance ...................................................... ......................................................4 2.2 Malicious Acts Insurance ................................................................................................. .................................................................................................5 2.3 Health Insurance .............................................................................................................. ..............................................................................................................5 2.4 Insurance Coverage on Contract Extension Extens ion .................................................................... ....................................................................6 2.5 Insurance Coverage Overview ................................................... ......................................................................................... ......................................6 2.6 Statement Stat ement of Medical Fitness for Work W ork ........................................................... ............................................................................ .................7 3.0 Absence Management....................................................... ....................................................................................................... ................................................ 7 3.1 Working Hours ...................................................... ................................................................................................................ ............................................................8 3.2 Overtime ................................................................................................................ ........................................................................................................................... ........... 8 3.3 UN Holidays and W eekends ................................................................ ............................................................................................ ............................8 3.4 Sick Leave (SL) ............................................................... ................................................................................................................ .................................................9 3.5 Annual Leave (AL) ...........................................................................................................9 3.6 Maternity Leave..................................................... ............................................................................................................... ............................................................9 3.7 Paternity Leave ..............................................................................................................1 ..............................................................................................................10 0 3.8 Unpaid Leave ..................................................................................... .................................................................................................................10 ............................10 3.9 Absence Management Overview .......................................................... ...................................................................................11 .........................11 3.10 Leave and Overtime Provisions P rovisions on Contract Extension ..............................................11 3.11 Computation of Annual Annua l and Sick Leave ........................................................ .......................................................................11 ...............11 3.12 Leave Provisions While on Part-time Part-tim e Status ................................................. ................................................................12 ...............12 4.0 Travel Arrangements Arrangements ......................................................... ....................................................................................................... .............................................. 12 4.1 Eligibility ............................................................................................ .........................................................................................................................12 .............................12 4.2 Standards for Travel, Tr avel, Route and Mode of Transportation .............................................13 .............................................13 4.3 Travel T ravel Payments ............................................................................................................1 ............................................................................................................13 3 4.4 Visa and Travel T ravel Documents .......................................................................... ...........................................................................................13 .................13 4.5 Inoculations ....................................................................................................................14 ....................................................................................................................14 4.6 Security Clearance and Travel Notification ..................................................... ....................................................................14 ...............14 5.0 Engagement of Former and Retired Staff Members .................................................... .................................................... 14 5.2 Conditions for Engaging Retired Staff in Receipt of a Pension Benefit .........................15 5.3 Break in service ..................................................... ..............................................................................................................1 .........................................................15 5 5.4 Determining Fees for Former Staff Members ................................................................16 ................................................................16 7.0 Pre-requisites for Starting the Selection Process........................................................ 16 7.1 Checking Availability o f Funds ................................................................................... ........... 16 7.2 Terms of Reference .................................................................... ............................................. 16 7.3 Establishing a Roster of Qualified Contractors ............................................................. .......... 17
8.0 Selection ........................................................ ................................................................................................................... ................................................................... ........ 18 8.1 Open Competition ..........................................................................................................18 ..........................................................................................................18 8.2 Limited Lim ited Competition .......................................................................................................20 .......................................................................................................20 8.3 Pre-selection ..................................................................................................................20 ..................................................................................................................20 8.4 Exceptions ......................................................................................... ......................................................................................................................21 .............................21 9.0 Review and Award ............................................................. ........................................................................................................... .............................................. 23 9.1 Overall O verall Procurement Authority ................................................... .......................................................................................23 ....................................23 9.2 Delegation of Procurement Authority ............................................................... ...................... 23
9.3 Responsibility of the Procurement Authority ................................................... ..................................................................25 ...............25 AI/HRPG/2010/01 AI/HRPG/2010/ 01 - ICA Effective Date: 1 May 2010
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9.4 Award...................................................................................................................................... 25
9.5 Review ....................................................... .................................................................................................................. ....................................................................26 .........26 9.6 Preparation of submission for review and award ....................................................... ...........................................................28 ....28 9.7 Post facto/retroactive approval .................................................. ......................................................................................29 ....................................29 10.0 Contract Issuance ......................................................................................................... ......................................................................................................... 30 10.1 Letter of Intent ............................................................... ..............................................................................................................31 ...............................................31 10.2 Issuance of ICA ................................................... ............................................................................................................3 .........................................................31 1 11.0 Amendment and Extension of ICA .............................................................................. .............................................................................. 32 11.1 Extension of Services / Changed Scope of W ork .................................................... ........................................................32 ....32 11.2 Modification of Contract Provisions..................................................... ..............................................................................33 .........................33 11.3 Procedures for f or Amendment of Contract ......................................................................33 ......................................................................33 12.0. Payment to Individual Contractors .................................................... ............................................................................. ......................... 33 12.1 International ICA Fee Ranges .................................................. ......................................................................................34 ....................................34 12.2 Fee Setting for International Individual Contractors.....................................................36 12.3 Local ICA Fee Ranges .................................................. .................................................................................................38 ...............................................38 12.4 Fee Setting for Local Individual Contractors C ontractors ................................................. ................................................................38 ...............38 12.5 Hazard Allowance ........................................................................................................3 ........................................................................................................39 9 12.6 Adjusting the Fee F ee ....................................................................................... .........................................................................................................39 ..................39 12.7 Method of Payment ....................................................... ......................................................................................................40 ...............................................40 12.8 Calculation Formulae for f or ICA Payments ....................................................... ......................................................................40 ...............40 12.9 Currency of Payment Pa yment ...................................................................................................4 ...................................................................................................41 1 12.10 Final Payment ............................................................................................................4 ............................................................................................................41 1 12.11 Taxes on Income........................................................................................................41 Income........................................................................................................41 13.0 Performance Evaluation ............................................................................................... ............................................................................................... 41 14.0 Termination of ICA ........................................................................................................ ........................................................................................................ 42 15.0 Special Measures .......................................................................................................... .......................................................................................................... 44 a) Lumpsum Contracts ..................................................................... ............................................. 53 b) Retainer Contracts ....................................................................... ............................................. 53 c) Regular Contracts of Less Than One Month .................................................................. ........... 53 d) Regular Contracts of One Month or Longer ............................................................................. 53
Annexes Annex 1: Certification of Sick Leave – Example………………………………………………45 Annex 2: Engagement and Selection Process ……………………..…………………..…….47 Annex 3: Review and Award Matrix ..……………………………………………………...……48 Annex 4: International ICA Ranges – Break down……………………………………………52 Annex 5: Calculation Formulae for Payments………………………………………..……….53 Annex 6: List of Acronyms …………….……………………………….………………….....….55
Tables Table 1: Insurance Coverage for Individual Contractors………………………………….….6 Table 2: Absence Management for Individual Contractors………………………………….11 Table 3: Delegation of Procurement Procurement Authority……………… Authority……………………………………………...…24 ……………………………...…24 Table 4: Thresholds for contracts and property committee review …………….…….…..27 Table 5: Daily Rates for International Individual Contractors …………………………...…34 Table 6: Monthly M onthly Rates for International Individual Contractors………………… Contractors…………………………..35 ………..35 Table 7: Education / Experience Requirements…………..………………………………...…36 Requirements…………..………………………………...…36 Table 8: Requirements for Performance Evaluation Report completion…...…………….42
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1.0 Introduction 1.1 The present Administrative Instruction has been issued in accordance with: (a) OD 21 revision 2, where the Executive Director tasked the Director HRPG to to issue an Administrative Instruction to guide the selection and administration of individual contractor agreements (ICA); (b) OD 11 revision 2, where the Executive Director tasked the Director HRPG to issue an Administrative Instruction to provide guidance on travel to join and repatriation travel of individual contractors; and (c) AI/EO/2010/03, where the Executive Chief Procurement Officer tasked the Director HRPG to issue an Administrative Instruction to provide guidance on the review and award of contracts to individual contractors.
2.0 Insurance Provisions 2.0.1 Ind Individual contractors expected to work in any UNOPS office or other approved work 1 location or travel as part of the performance of services under the individual contractor agreement will be covered by insurance(s) provided or negotiated by UNOPS as described in this section. 2.0.2 When individual contractors are engaged on home-based, retainer or lumpsum contracts, they will be not be covered under the insurances described in this section, except when they travel as part of the performance of services under the individual contractor agreement and when they perform their services at a UNOPS office or work location. 2.0.3 Details of the insurance coverage and benefits are available on the intranet at HR Insurance.. Insurance 2.1 Service-Incurred Illness, Injury and Death Insurance 2.1.1 Individual contractors who are engaged to perform services in an UNOPS office or other approved work location and/or travel as part of the performance of services under the individual contractor agreement are covered in the event of illness, injury or death attributable to the performance of official UNOPS duties anywhere in the world. 2.1.2 Coverage for service-incurred illness, injury and death starts from the time of leaving home (or present place of residence) and continues until arrival back at home (or present place of residence) for as long as the individual contractor is required to travel as part of the performance of services under the individual contractor agreement. Coverage does not include any intervening period that the contractor spends on his/her personal business. 2.1.3 Individual contractors are covered for service-incurred illness, injury and death, subject to paragraph 2.0.2 above, under the following schemes: contractors ; are insured under a Service-Incurred Injury, a) International individual contractors; Illness/Death Insurance; b) Local individual contractors on contract for a period of three (3) months or longer: are insured under a Group Medical, Death & Disability Insurance Plan; and
1
An approved work location shall mean an office space provided by UNOPS or by the client for whom UNOPS is engaging the individual contractor, or a work location such as a construction site or other location where UNOPS or the client for whom UNOPS is engaging the individual contractor requires the individual contractor to perform his or her services.
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c) Local individual contractors on contract for a period of less than three (3) months: are covered under a UNOPS Compensation Scheme offering a one-time payment per occurrence. 2.1.4 Insurance premiums for the above coverages will be charged to the contract source of funding. 2.2 Malicious Acts Insurance 2.2.1 The intent of malicious acts insurance / compensation scheme is to cover incidents resulting in death or disability of individual contractors caused by malicious acts, including war, sabotage and terrorism. 2.2.2 Malicious acts insurance / compensation scheme covers on a twenty-four (24) hour basis those individual contractors who serve at, or travel at UNOPS’ expense to, a designated duty station worldwide, as long as the individual contractor is on official UNOPS business. 2.2.3 All individual contractors must—as a pre-condition for malicious acts insurance / compensation scheme coverage—comply with all UN security directives. Failure to comply with such security directives is grounds for termination of the ICA for cause. The office issuing the ICA shall ensure that the individual contractor is aware of all relevant security directives, including issuance of security clearance prior to travel. 2.2.4 Individual contractors are covered for incidents caused by malicious acts, subject to paragraph 2.0.2 above, under the following schemes: a) International individual contractors : are insured under a Malicious Acts Insurance Policy (MAIP), b) Local individual contractors on contract for a period of three (3) months or longer : are insured under a Malicious Acts Insurance Policy (MAIP) , and c) Local individual contractors on contract for a period of less than three (3) months : are covered under a UNOPS Compensation Scheme offering a one-time payment per occurrence. 2.2.5 Insurance premiums for above policies will be charged to the contract source of funding. 2.3 Health Insurance 2.3.1 UNOPS provides health insurance for all local individual contractors under a Group Medical, Death & Disability Insurance Plan, with the exception of those engaged on: a) b) c) d)
retainer contracts, and home-based contracts, and lumpsum contract, and contracts of less than three (3) months duration.
2.3.2 Dependents of local individual contractors are not covered by the health insurance. 2.3.3 For part-time workers, UNOPS will pay a prorated portion of the health insurance premium and the individual contractor must cover the remaining portion. For example, an eligible local individual contractor who works 50% of the regular daily working hours, the organization will pay 50% of the health insurance premium while the remaining 50% must be covered by the individual contractor and will be deducted from his/her fee.
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2.3.4 For international individual contractors , UNOPS has negotiated an optional health insurance scheme. Coverage is optional and insurance premiums must be fully paid by the international individual contractor. The international individual contractors have the option to extend this coverage, at their personal cost, to their dependents. For more information, please refer to HR Insurances. 2.3.5 Individual contractors not covered by a UNOPS-funded health insurance are responsible for obtaining adequate health insurance for themselves for the entire period of their contract. 2.3.6 International individual contractors on contracts of at least three months’ duration are required to submit proof of valid health insurance coverage prior to contract start. 2.4 Insurance Coverage on Contract Extension 2.4.1 When a local individual contractor agreement is initially issued for a contract period of less than three months and is subsequently extended so that the cumulative contract period reaches or exceeds three months, this will have an impact on the insurance coverage. The following paragraphs 2.4.2 and 2.4.3 will illustrate how. 2.4.2 When a regular local ICA is issued for a contract duration of less than three (3) months the contract holder shall be covered as follows: a) for service-incurred incidents: under UNOPS Compensation Scheme, and b) for malicious acts incidents: under UNOPS Compensation Scheme, and c) health insurance: The individual contractor is responsible for obtaining health insurance for him/herself. 2.4.3 When the local ICA described in paragraph 2.4.2 is subsequently extended to reach or exceed three (3) months, the contract holder will be covered under the following insurance starting on the effective date of the contract extension : a) for service-incurred incidents: under Group Medical, Death & Disability Insurance Plan, and b) Malicious acts: under a Malicious Acts Insurance Policy (MAIP), and c) Health insurance: under a Group Medical, Death & Disability Insurance Plan. 2.5 Insurance Coverage Overview Table 1: Insurance Coverage for Individual Contractors
International ICA
Local ICA
Regular
Home-based, retainer or lumpsum Regular
≥ 3 months
Home-based, retainer or lumpsum AI/HRPG/2010/01 - ICA Effective Date: 1 May 2010
Serviceincurred Service-Incurred Injury, Illness/Death Insurance No*
Group Medical, Death & Disability Insurance Plan No*
Malicious Acts Malicious Acts Insurance Policy
Health insurance No
No*
No
Malicious Acts Insurance Policy
Group Medical, Death & Disability Insurance Plan No
No*
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Local ICA < 3 months
Regular
UNOPS Compensation Scheme No*
UNOPS Compensation Scheme No*
No
Home-based, No retainer or lumpsum * Individual contractors who are engaged to provide services under a home-based, retainer or lumpsum contract are ineligible for coverage against service-incurred illness, injury or death and ineligible for coverage against incidents caused by malicious acts, except when they travel as part of the performance of services under the individual contractor agreement and/or when they are requested to perform their services at a UNOPS office or another approved work location. 2.6 Statement of Medical Fitness for Work 2.6.1 Local individual contractors must—for health insurance purposes—submit a “Statement of Medical Fitness for Work for Local Individual Contractors” from a recognized physician and take full responsibility for the accuracy of that statement. Said statement must be submitted prior to the effective date of the contract or contract amendment that provides for the insurance coverage. Local individual contractors on contracts of less than three (3) months, who are not provided health insurance, will not be required to submit such statement, but will be required to do so upon contract extension if the cumulative contract period exceeds three (3) months. 2.6.2 International individual contractors on contracts of three (3) months or longer must submit a “Statement of Medical Fitness for Work for International Individual Contractor” from a recognized physician prior to commencement of work and take full responsibility for the accuracy of that statement. Said statement should indicate whether the individual is in good health, fit for work, fit to travel, and has had the required inoculations (as applicable) for the country/countries to which the individual is to travel. For international individual contractors travelling to conflict areas, the hiring unit may request a “Statement of Medical Fitness for Work” even if the contract period is less than three (3) months. 2.6.3 The above statements are valid for four (4) years. Should the services of the individual contractor be required for more than four (4) years, a new Statement of Medical Fitness must be provided. The individual contractor may, however, at any time be requested to undergo a medical examination at UNOPS’ expense. 2.6.4 Costs related to obtaining a Statement of Medical Fitness will be reimbursed for local individual contractors. For international individual contractors, this cost will be the responsibility of the individual contractor. 2.6.5 Individual contractors who have retired from a staff member post must undergo a full UN medical examination, including x-rays, and obtain medical clearance from a UN approved 2 physician prior to taking up their assignment .
3.0 Absence Management 3.0.1 This section describes working hours and leave provisions in place for individual contractors. 3.0.2 Individual contractors engaged on retainer and “lumpsum” contracts will be ineligible for leave provisions described in this section.
2
ST/AI/2003/8 section 5.3.
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