Somalia: Request for Proposal (RFP) for Livestock Body Condition Assessment in Puntland, Somalia

SECTION 1 – LETTER OF INVITATION TO SUBMIT TECHNICAL AND FINANCIAL PROPOSALS

Nairobi, 6/11/2019

Re: Livestock Body Condition Assessment in Puntland, Somalia

Dear Madam/Sir:

  1. Veterinaries without Borders Germany (“VSF-G”) has received financing from the International Fund for Agricultural Development (“IFAD”) for Food Security and Sustainability in Fragile Situations (FSSFS) Project and intends to apply a portion of the proceeds of this grant to eligible payments under this contract, for which this Request for Proposal is issued.

  2. VSF-G invites you to submit technical and financial proposals in accordance with the documents attached to this letter and the annexed Terms of References (TOR). The Client intends to hire a consulting firm or a no-profit organization (the “Consultant”) to provide consulting services on “Livestock Body Condition Assessment” for the FSSFS Project in Puntland, Somalia.

  3. The Consultant may sub-contract selected activities provided that said services do will not exceed 20% of the total consultancy work.

  4. A firm will be selected under Selection Based on the Consultants’ Qualifications (CQS) method in accordance with the procedures set out in the IFAD Procurement Handbook which are provided on the IFAD website[1].

  5. Submission Procedure: Please submit your Technical and Financial Proposal using the forms provided for this purpose within this Request for Proposals (RFP). Your proposal should comprise one (1) original and one (1) copy of both the technical and financial proposals to the address provided below.

  6. The Technical and Financial proposals shall be submitted no later than 5.00 pm EAT of 6/12/2019 to the address below:

VSF-G Regional Office in Nairobi

Piedmont Plaza, Ngong Road

Attn: Maurice Kiboye – VSFG Country Director

Or alternatively to the following email address:

Email: [email protected]

Yours sincerely,

Lynette Sikulu

Human Resource Manager

SECTION 2 – INFORMATION TO THE CONSULTANTS (ITC)

  1. Introduction

  2. Client for the assignment:

VSF-G – Veterinaries without Borders Germany – Kenya and Somalia

Nairobi, Kenya, Piedmont Plaza, Ngong Road

P.O. Box 25653-00603, Nairobi

Tel/Fax: +254 (0)203873676/3870378.

  1. Title of the Consultancy:

Livestock Body Condition Assessment in Puntland, Somalia

  1. RFP Reference Number:

FSSFS-VSFG01

  1. The Request for Proposals (RFP) for this assignment is open to invited legally constituted consultancy firms or no-profit organizations only.

  2. Objectives and description of the assignment are detailed in the Terms of Reference (TOR) attached to this RFP.

6. The client requests both Technical and Financial proposals

  1. The method of selection is: Selection Based on the Consultants’ Qualifications (CQS) method.

  2. The estimated duration for the assignment is 13 months. Expected commencement date is December 2019.

  3. The client will select a firm/no profit organization among those invited to submit proposals, in accordance with the method of selection and criteria detailed in this RFP document.

  4. The consultants are invited to submit a Technical Proposal and a Financial Proposal in the standard forms provided within this RFP.

  5. The consultants must familiarize themselves with local conditions and take them into account in preparing their proposals.

  6. Please note that the costs of preparing the proposal and of negotiating the Contract, including any visit to the Client are not reimbursable as a direct cost of the assignment; and client is not bound to accept any of the proposals submitted.

  7. There is no price charged for the preparation of these tender documents.

  8. The deadline for submission of the Technical and Financial proposals is: 5.00 pm EAT of 6/12/2019.

  9. Clarification and Amendment of RFP Documents

  10. Consultants may request for clarification on this RFP including the TOR. Request for clarifications should be sent via e-mail to the address [email protected] no later than 5.00pm EAT of 20/11/2019. VSFG will provide responses to all the invited applicants and to all clarification requests by 5.00pm EAT of 25/11/2019.

  11. At any time before the submission of proposals, the Client may for any reason, whether at his own initiative or in response to a clarification requested by an invited firm, amend the RFP. Any amendment shall be issued in writing through addenda. Addenda shall be sent by email to all invited consultants and will be binding on them. The Client may at his discretion extend the deadline for the submission of proposals.

  12. Preparation of Technical Proposal

  13. The Consultants Technical and Financial proposal shall be written in English language.

  14. In preparing the Technical Proposal, consultants are expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal.

  15. The Technical Proposal shall include the following sections using the attached Standard Submission Form (ANNEX 2):

· A Summary of the Consultancy

· Objectives and Expected Results of the Consultancy (max 2 pages)

· Methodology (max. 5 pages)

· Description of Proposed Activities (max 10 pages)

· Deliverables (max 1 page)

· Work plan

· Additional and Complimentary Activities 2021/2022

· Staff assigned to the action

  1. Any information not reported in the required format will not be considered in the evaluation.

  2. The Technical Proposal shall not include any financial information. A technical proposal containing financial proposal/costs shall be declared non-responsive and rejected.

  3. Supporting document to be attached to the Technical Proposal

  4. Each applicant must attach to the Technical Proposal a valid certificate of registration/incorporation in the respective country.

  5. Failure to attach a valid registration/incorporation certificate will result in the rejection of the application.

  6. Preparation of Financial Proposal

  7. Consultants shall express the price of their services in United States Dollar (USD).

  8. In preparing the Financial Proposal, consultants are expected to take into account the requirements and conditions outlined in the RFP documents.

  9. The Financial Proposal should be compiled using the attached Standard Submission Forms (ANNEX 3). Any information not reported in the required format will not be considered in the evaluation.

  10. It lists all costs associated with the assignment including; (a) remuneration for staff; (b) equipment and services, (c) activities costs; (d) administrative costs and taxes

  11. The administrative costs can’t be higher than 10% of the total costs of the consultancy

  12. The Financial proposal must be all inclusive of all the costs envisioned by the Consultant.

  13. The Proposal must remain valid for 60 days after the submission date. During this period, the consultant is expected to keep available, at his own cost, the professional staff proposed for the assignment. The Client will make his best effort to complete negotiations within this period. If the Client wishes to extend the validity period of the proposals, the consultants shall agree to the extension.

  14. Submission and Receipt of Proposals

  15. The original proposals (Technical Proposal and Financial Proposal) shall be prepared in word or excel format. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the persons or person authorized to sign the proposals.

  16. For each proposal, the consultants shall prepare one (1) original copy of both the Technical and Financial proposals.

  17. The original of the Technical Proposal shall be placed in a sealed envelope clearly marked “TECHNICAL PROPOSAL,” and the original and all copies of the Financial Proposal in a sealed envelope clearly marked “FINANCIAL PROPOSAL” and warning: “DO NOT OPEN WITH THE TECHNICAL PROPOSAL”.

  18. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear: (a) the Submission Address, (b) the Tender Name, (c) the RFP Reference Number, and (d) The Applicant Name.

  19. For proposals submitted electronically to email address [email protected] , the following will be the procedure:

· The consultant will write two separate emails

a) 1st email attaching the PDF format of technical proposal with a file name clearly identifying it as a technical proposal while the subject line will bear the following “RFP number – Technical Proposal.”

b) 2nd email attaching the PDF format of financial proposal with a file name clearly identifying it as a financial proposal while the subject line will bear the following “RFP number – Financial Proposal.”

· The first email received by the client will be considered final.

  1. The completed Technical and Financial Proposals must be delivered at the submission address or by email on or before the time and date stated in the invitation letter. Any proposal received after the closing time and date for submission of proposals shall be rejected.

  2. Evaluation of Technical Proposal

  3. An evaluation committee appointed by VSF-G shall evaluate the proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria as follows

Criteria

Technical Evaluation Score

  1. Applicant Experience and Capacity as per the submitted EOI

1.1 General Experience (10 points)

1.2 Specific Experience (20 points)

30 points

  1. Technical Proposal

2.1 Relevance of the proposed activities and methodologies (30 points),

2.2 Proposed staff assigned to the action (30 points)

60 points

  1. Description of Additional and Complimentary Activities for the following years

10 points

TOTAL

100 points

Minimum score for qualification

70 points

  1. The methodology and the description of activities must respond specifically to each of the items in the detailed Terms of Reference (ToR) indicating how the consultant will go about each. The individual time inputs of staff must correspond to the sequence of activities in the work plan and the individual activities must be arranged in logical sequence to result in the desired outputs. Points will be earned on the basis of the fit of the proposed methodology and work plan with the desired inputs, processes and outputs expected from the assignment

  2. The Technical Proposal will carry a weight of 70% in the total evaluation score (70% Technical Proposal and 30% Financial Proposal).

  3. Each responsive proposal will be given a Technical Score (TS) as shown in the template above. A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score (70 points).

  4. CVs of proposed professional staff are requested to be attached and must indicate the relationship they have with the consultancy firm i.e. whether employees or non-employees. CVs of both employees and non-employees must be certified between the date of this invitation to tender and proposal submission deadline and indicate the availability for the assignment with the consultancy firm.

  5. Evaluation of Financial Proposal

  6. After Technical Proposal evaluation, the Client shall open and evaluate the financial proposals for consultants that met the minimum qualifying mark in the technical evaluation (70 points).

  7. The proposals that did not meet the minimum qualifying mark will be considered non-responsive and will not be considered further.

  8. The evaluation committee will determine whether the financial proposals are complete (i.e. whether the consultant has costed all the items of the corresponding Technical Proposal and correct any computational errors. The cost of any unpriced items shall be assumed to be included in other costs in the proposal. In all cases, the total price of the Financial Proposal as submitted shall prevail.

  9. The financial proposal will carry a weight of 30% in the final evaluation score.

  10. The formula for determining the Financial Score (Sf) shall be as follows:

FS = 100 X FM/F

Where, FS is the Financial Score, FM is the Lowest Priced financial proposal, and F is the Price of the Proposal under consideration. Proposals will be ranked according to their combined Technical (TS) and Financial (FS) scores using the weights scores: S=(TS0.7) + (FS0.3). The firm achieving the highest combined technical and financial score will be invited for negotiations.

  1. The Evaluation Committee shall evaluate the tender within 30 days from the date of opening the Technical and Financial Proposal.

  2. This is a fixed sum contract and no variation of prices shall be allowed during the contract execution.

  3. Negotiations

  4. Negotiations will be held at the same address as provided. The aim is to reach agreement on all points and sign a contract.

  5. Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. The Client and firm will then work out final Terms of Reference, staffing and bar charts indicating activities, staff periods in the field and in the head office, staff-months, logistics and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the “Description of Services” and form part of the Contract. Special attention will be paid to getting the most the firm can offer within the available budget and to clearly defining the inputs required from the Client to ensure satisfactory implementation of the assignment.

  6. Having selected the firm on the basis of, among other things, an evaluation of proposed key professional staff, the Client expects to negotiate a contract on the basis of the experts named in the proposal. Before contract negotiations, the Client will require assurances that the experts will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff were offered in the proposal without confirming their availability, the firm may be disqualified.

  7. The negotiations will conclude with a review of the draft form of the Contract. To complete negotiations the Client and the selected firm will initial the agreed Contract. If negotiations fail, the Client will invite the firm whose proposal received the second highest score to negotiate a contract.

  8. The procuring entity shall appoint a team for the purpose of the negotiations.

  9. Award of Contract

  10. The Contract will be awarded following negotiations. After negotiations are completed, the Client will promptly notify other consultants on the shortlist that they were unsuccessful.

  11. The selected firm is expected to commence the assignment 7 days after signing the contract

  12. The client may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination.

  13. To qualify for contract awards, the tenderer shall have the following:

· Necessary qualifications, capability experience, services, equipment and facilities to provide what is being procured

· Legal capacity to enter into a contract for procurement

· Shall not be insolvent, in receivership, bankrupt or in the process of being wound up and is not the subject of legal proceedings relating to the foregoing

· Shall not be debarred from participating in public procurement

  1. Confidentiality

Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the consultants who submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been awarded the Contract.

  1. Corrupt or fraudulent practices

  2. The procuring entity requires that the consultants observe the highest standards of ethics during the selection and award of the consultancy contract and also during the performance of the assignment. The tenderer may be required to sign a declaration that he has not and will not be involved in corrupt or fraudulent practices.

  3. The procuring entity will reject a proposal for award if it determines that the consultant recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

  4. Further a consultant who is found to have indulged in corrupt or fraudulent practices risks being barred from participating in future procurement with the client.

ANNEX 1

Terms of Reference

for

Livestock Body Condition Assessment in Puntland, Somalia

IFAD and AICS funded Project:

Food Security and Sustainability in Fragile Situations

Terms of Reference (ToR) for the consultancy on “Livestock Body Condition Assessment” in Puntland, Somalia

Project name:

Food Security and Sustainability in Fragile Situations (FSSFS)

Title of the consultancy:

Livestock Body Condition Assessment in Puntland, Somalia

Locations of the consultancy:

Puntland State of Somalia, Nugal and Bari regions

Duration of the consultancy:

13 months

Background

Vétérinaires Sans Frontières Germany (VSF-G) is an international Non-Governmental Organization, providing humanitarian aid and development assistance to pastoralists and vulnerable communities in areas where livestock is of importance. Its support is in animal health, livestock related agriculture, marketing, food safety, drought responses and mitigation, capacity development of communities and governmental institutions, peace and conflict management with the ultimate aim of food security and strengthened livelihoods of livestock dependent communities.

The European Committee for Training and Agriculture (CEFA) is an International Italian Non-Governmental Organization established in 1972 and active in 10 Countries in Africa, Latin America and Eastern Europe. CEFA’s medium- and long-term interventions in agricultural, environmental and Human Rights sector are focused on the sustainable development of the communities, achieved by involving local counterparts and by promoting the active participation of the beneficiaries.

Overview of the FSSFS project

The overall goal of the project is to sustainably improve food security, nutrition and livelihoods and to build resilience among vulnerable households and their communities. The development objective is to increase targeted households’ income through improved agricultural production, mainly focusing on the palm dates value chain, and livestock productivity.

The following outcomes are expected:

  1. Irrigation Infrastructures are constructed/rehabilitated as well as properly managed, and climate-smart technologies are adopted (in both Yemen and Somalia).
  2. The production of selected crops is increased (both quality and quantity), and processing and marketing of palm dates in Somalia and vegetables in Yemen is sustainably improved.
  3. Rangeland and small ruminant productivity in project areas of Puntland is increased.

The project consists of the activities grouped under tree components as described below:

Component A: IRRIGATION AND CLIMATE-SMART TECHNOLOGIES DEVELOPMENT

· Support to the sustainable management of the irrigation infrastructures.

· Construction and Rehabilitation of irrigation infrastructures.

· Application of climate smart technologies for irrigation infrastructures.

Component B: SUSTAINABLE AGRICULTURE AND LIVESTOCK DEVELOPMENT

B1: SUSTAINABLE AGRICULTURE DEVELOPMENT

· Training farmers on sustainable agriculture practices and techniques, with a specific focus on the palm dates value chain.

· Support in developing a private sector led supply of inputs.

· Value chain capacity building for private sector traders, businessmen and producers.

· Establishment of a date processing unit.

B2: SUSTAINABLE LIVESTOCK DEVELOPMENT

· Value chain capacity building for private sector traders, businessmen and producers

· Introduction and adoption of a ‘Holistic Natural Resources Management’ (HNRM) approach for sustainable management of rangelands

· Increase small ruminant productivity through genetic improvement and feed technology.

· Capacity building for public (Veterinary Officers) and private (CAHWs – Community Animal Health Workers) and public veterinary service providers on disease control.

· Deployment of a methodology for Livestock Body Condition Scoring and Assessment

Component C: CAPITALIZATION OF KNOWLEDGE MANAGEMENT

· Promote and strengthen collaboration with agricultural extension service providers and local authorities through short courses, workshops and provision of critical research inputs

· Capitalization of Knowledge and Documentation of Best Practices

Objectives of the consultancy

The overall objective of the consultancy is to strengthen the capacity of the Ministry of Livestock of the Puntland State of Somalia to monitor the status of the livestock in the country, through the deployment of a r rapid and quantitative Livestock Body Condition Scoring methodology as well as the improvement of the system of data collection and analysis

The specific objectives of the study are:

1) to produce a clear map of the stakeholders involved in the livestock health and nutrition assessment, identifying the officers that are most suitable to participate in the proposed activities.

2) to strengthen data collection and analysis of livestock body condition

3) to strengthen the dissemination of data on livestock body condition to national and international stakeholders.

Duration and Timeline

The duration of the contract is 13 months, beginning from December 2019 to December 2020. The foreseen contract will cover the inception period, in order to establish the process of involvement of the local authorities and stakeholders and for the first stage of the deployment of the methodology. The selected service provider shall be provided with further contracts up to the end of the project upon timely achievement of high-quality deliverables and confirmation of funds from the donor.

Description of the Proposed Activities

The proposed activities to be implemented are as follows:

1) Mapping and selection of stakeholders.

Desk review on current body condition scoring methodologies and strategies adopted in Somalia, as well as any relevant available data on Somali livestock. Furthermore, the service provider is expected to map out the livestock officers operating in Puntland, whether working with the Ministry of Livestock, with Non-Governmental Organizations or working as CAHWs. Once the mapping is completed, the service provider is requested to work in collaboration with the Ministry of Livestock to select the best officers to participate in the training on the livestock body condition scoring methodology.

2) Capacity building of the selected officers on the Body Condition Score Methodology.

The service provider is requested to carry out capacity building of the selected officers on an appropriate Livestock Body Condition Scoring methodology. This is expected to include both theoretical and practical sessions and to be conducted in the project area, if the security situation allows it.

3) Facilitation and supervision of assessments on Livestock Body Condition and forage availability.

The service provider is expected to work in collaboration with the Ministry of Livestock in order to plan and supervise the implementation of the Livestock Body Condition Assessment carried out under this contract. If the security situation allows it, a member of the service provider should participate in the assessment to ensure its quality.

4) Analysis of data gathered during the assessment and preparation of assessment reports.

The service provider shall also support the assessment by facilitating the data analysis and report writing for the assessments conducted under the FSFFS project.

The service provider shall present a template of the report and discuss it with the local government. Wherever possible, local government feedback should be incorporated into the template, increasing local ownership of the process. For the first assessment, the provider will carry out the data analysis and report writing, while during the next stage of the consultancy (2021), the provider shall also deliver training on these activities to the ministry of Livestock, so that it has the specific knowledge required to conduct these activities in the future.

5) Digital Server adaptation and management.

As well as allowing collection of high quality, objective quantitative data relating to Livestock Body Condition, the proposed methodology has to be linked to an online server, in order to allow the storage of and immediate access to all data collected. It is recommended that both server and data collection tool allow for a certain degree of modification, in order to accommodate possible request from the Government of Puntland or from the Federal Government of Somalia.

6) Support the Ministry of Livestock in establishing/strengthening the structure to collect and analyze data on livestock body condition.

The service provider shall work together with the Ministry in order to strengthen the existing structure for data collection and analysis or to create a specific structure in case this is not existing or working at the moment of implementation. Furthermore, the service provider has to establish a proper link between the Puntland Government and relevant international organizations (i.e. FAO, FSNAU and WFP) in order to ensure the sharing of the collected information and avoid duplications.

Methodology

The service provider has to provide details of the intended livestock body condition scoring methodology and its deployment. It is required to provide the technical details of its proposed methodology, including:

· the scoring methodology and associated rationale,

· the type of data that can be collected, with an example of possible data analysis output,

· A plan of how the assessment, analysis and report should be conducted during the project, and

· A plan of how to ensure the sustainability of activity beyond the life of the project.

The service provider is also required to provide information of previous utilization of the methodology by the provider of other entities, if any. It is also recommended to provide any information on international recognition of the methodology and/or any document referring to it.

The service provider shall make a presentation on the proposed methodology to the project partners and to the Ministry of Livestock of the state of Puntland and Ministry of Livestock of the Federal Government of Somalia. The provider, where feasible, shall incorporate the feedback received.

Expected Deliverables

The expected deliverables to be provided under the initial contract are as follows:

  • Deliverable 1: 1 Mapping and Beneficiary Selection report submitted by the end of the contract.

  • *Deliverable 2**:* 40 beneficiaries trained on Livestock Body Condition Scoring methodology by end of the contract; 1 training report submitted by the end of the contract;

  • Deliverable 3: 1 Livestock Body Condition Scoring assessment carried out by end of contract; 1 Livestock Body Condition Scoring assessment report produced by end of contract; 1 set of feedback compiled the livestock body condition scoring tool and related server;

  • Deliverable 4: 1 Final Report submitted by the end of the contract

All reports should be submitted in Microsoft Word format, in UK English [amend as appropriate]. All text should be unformatted. Graphs or other graphical devices should be editable (i.e. not pictures). All references must be cited according to convention, and detailed in a bibliography, using the Harvard system as set out in the UNESCO Style Manual . All verbatim quotations must appear in quotation marks and must not be of excessive length. All data collected under the consultancy must be submitted with the deliverables, in a widely recognized format such as Microsoft Excel.

Everything submitted to VSF-G and CEFA must be the original work of the consultants. Any plagiarism in any form, or any other breach of intellectual property rights, will automatically disqualify the consultant from receiving any further payments under the contract by VSF-G, and VSF-G will seek to recover any payments already made.

All participants in any study or other interaction will be fully informed about the nature and purpose of the interaction and their requested involvement. Informed consent must be obtained for any photographs, audio or video recordings, etc., in accordance with VSF-G and CEFA’s policy on consent. In addition, the consultant will follow an ethical framework for research in working equids by observing 4 principles: nonmaleficence, beneficence, autonomy and justice for participation of equids owners.

Methods of Payment and Installments

  • 1st installment – 20% of the total amount will be paid upon signature of the contract

  • 2nd installment – 20% of the total amount will be paid upon completion of Deliverable 1 (mapping and selection of stakeholders)

  • 3rd installment – 20% completion of Deliverable 2 (training of the beneficiaries on Livestock Body Condition Score methodology);

  • 4th installment – 20% of the total amount will be paid upon completion of Deliverable 3 (1 Livestock Body Condition scoring assessments);

  • 5th installment – 20% of total amount shall be paid upon completion, submission and approval by VSF-G and CEFA of the final report.

The payments will be made in A/C payee cheques/or direct bank transfer in the name of the consultant or firm as indicated in the signed contract. VSF-G will deduct with-holding tax at source as per the rules of taxation governing VSF-G operations and it will be deposited directly to the custodian of such tax. No other benefits shall be admissible beyond what is stipulated in the contract nor does it guarantee a regular position in VSF-G.

The Consultant will be responsible for their own Insurance during the period of the contract, and CEFA and VSF-G will not be responsible for any injuries or damages incurred during the assignment. The contractor will also meet their own communication and incidental costs (e.g. hot drinks during the assignment). Therefore, the costs submitted must be inclusive of all anticipated expenses: cost of visa processing, transport (air and /or land) to locations of assignment, transfer costs, local transport in assignment sites in both Somalia and Kenya, meals and accommodation, and security limited to securing the armed guards to accompany the consultant and VSF-G and CEFA staff to field as required by the VSF-G and CEFA regulations.

Summary of the activities to be conducted under the first contract of the consultancy

Activity

Timeframe

Deliverable(s)

Activity 1

Mapping and Selection of beneficiaries

Desk review

By end of 2019

  • map of the stakeholders involved in livestock assessment at the beginning of the project.

  • list of beneficiaries to participate to the capacity building and other project activities. The list is produced in collaboration with the Ministry of Livestock of Puntland

Meeting with Puntland relevant government officials to introduce the methodology and the activity.

By end of 2019

Identification of livestock officers operating in Puntland

By end of 2019

Beneficiaries selection in partnership with the Ministry of Livestock

By Feb 2020

Activity 2 Training of selected officers

Capacity building of selected beneficiaries

By mid-2020 (subject to approval from the local government)

40 officers trained on livestock body condition assessment methodology

Activity 3

Facilitation and Supervision of Livestock Body Condition Assessment

Planning of the livestock body condition assessment

By mid-2020 (subject to approval from the local government)

  • 1 livestock body condition assessment conducted

Supervision of the assessment

By mid-2020 (subject to approval from the local government)

Activity 4

Data Analysis and Report Writing

Data analysis through related server

By third quarter of 2020 (subject to approval from the local government)

  • 1 Livestock body condition assessment report

Provision of assessment report

By third quarter of 2020 (subject to approval from the local government)

Activity 5

Digital Server adaptation and management.

Collect feedback on the assessment tool and related server

By end of 2020

-report on feedback

-Revised tool and server or plan for incorporating the feedbacks in the next phase of the consultancy

Feedback analysis and possible incorporation into the tool or the related server.

By end of 2020

General Guidelines for the Description of Additional and Complimentary Activities to be proposed for the following years (2021 and 2022) of project implementation.

With reference to the following years of project implementation (2021 and 2022), and based on the activities described above, the candidate service provider shall propose a set of complimentary and additional activities meant to scale-up, strengthen, and complete the implementation of the activities envisioned for this consultancy.

The expected deliverables to be achieved by the candidate service provider with the additional and complementary set of activities should include (but not be limited to) the followings:

  1. 5 Livestock Body Condition Scoring assessment carried out by end of the FSFFS project
  2. Reports on the 5 Livestock Body Condition Scoring assessments produced by end of the FSFFS project
  3. Revised version of the livestock body condition scoring tool and related server based on feedback provided by users, local government, project partners and relevant stakeholders.
  4. Strengthened information flow on livestock body condition between the local government and the relevant international organizations.

Application Documents

Each applicant must submit the following documents:

  1. A Company/Organization Profile, clearly describing the applicant experience and capacity to perform the proposed tasks and assignment.

  2. A Technical proposal, including a detailed description of the proposed methodology, previous deployment/utilizations and recognitions, and implementing strategy and a clear workplan of the proposed activities.

  3. A detailed budget including all the costs envisioned in the implementation of the proposed assignment and activities.

  4. A Description of Additional and Complimentary Activities, inclusive of a tentative budget, to scale-up, strengthen and complete the activities included in the Technical Proposal in the following two years of project implementation.

ANNEX 2

TECHNICAL PROPOSAL STANDARD FORM

  1. Notes on the preparation of the Technical Proposals

  2. In preparing the technical proposals the consultant is expected to examine all terms and information included in the RFP. Failure to provide all requested information shall be at the consultants’ own risk and may result in rejection of the consultant’s proposal.

  3. The technical proposal shall provide all required information and any necessary additional information and shall be prepared using the standard forms provided in this Section.

  4. The Technical proposal shall not include any financial information.

  5. TECHNICAL PROPOSAL PRESENTATION LETTER

From: __ [Name and address of tenderer)

[___ Date]

To: __ [Name and address of Client)

I, the undersigned, offer to provide the consulting services for ___ [Title of consulting services] in accordance with your Request for Proposals dated __ [Insert date] and our Proposal. I am hereby submitting my Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope/separate email [as appropriate].

I understand you are not bound to accept any Proposal that you receive.

Yours sincerely,

___ [Authorized Signature]:*

__ [Name and Title of Signatory]*

_ [Name of Firm]*

_[Address:]*

  1. TECHNICAL PROPOSAL STANDARD SUBMISSION FORM

  2. Summary Table (1 page)

Please fill the summary table below

Name of the applicant

Country of incorporation/registration

Date of incorporation/registration

Type of organization

Partner for the action (no more than 20% of the total budget)

Objectives of the consultancy

Expected results of the consultancy

Main Activities of the consultancy

Duration of the consultancy

  1. Objectives and Expected Results of the Consultancy (max 2 pages)

Please describe the proposed objective and the expected results of the consultancy

  1. Methodology (max. 5 pages)

Please describe in detail the proposed methodologies that the Consultant will adopt in the implementation of the project activities. Include any best practice or specific experience of the Consultant in adopting such methodologies.

  1. Description of Proposed Activities (max 10 pages)

Please describe in detail all the activities that will be implemented, providing as much information as possible on the proposed implementing strategies and arrangements.

  1. Deliverables (max 1 page)

Kindly describe how the consultant will report on the proposed deliverables for this assignment

  1. Workplan

Please fill the workplan form below (kindly add how many rows are needed).

No

Activity

Timeframe – Months

Deliverable

1

2

3

4

5

6

7

8

9

10

11

12

13

1

2

3

  1. Additional and Complimentary Activities 2021/2022

Please provide a description of the additional and complimentary that the consultants propose to undertake in the following years of project implementation.

  1. Staff assigned to the action

Please fill the templates below with key information of the relevant staff assigned to the action and attach their CVs (kindly add to the template below how many rows are needed).

Technical Staff

No

Name

Position

Task

1

2

3

Support Staff

No

Name

Position

Task

1

2

3

ANNEX 3

FINANCIAL PROPOSAL STANDARD FORM

  1. Notes on the preparation of the financial Proposals

  2. The Financial proposal prepared by the consultant should list all the costs associated with the assignment. These costs normally cover remuneration for staff, transportation, services and equipment, any other costs related to the implementation of the proposed activities. The costs should be broken down to be clearly understood by the procuring entity.

  3. The financial proposal shall be in United States Dollar (USD) and shall take into account the tax liability and cost of insurances specified in the request for proposal.

  4. The financial proposal should be prepared using the Standard forms provided below

  5. FINANCIAL PROPOSAL PRESENTATION LETTER

From: __ [Name and address of tenderer)

___ [Date]

To: __ [Name and address of Client)

I, the undersigned, offer to provide the consulting services for (__) [Title of consulting services] in accordance with your Request for Proposal dated (__) [Date] and our Proposal. Our attached Financial Proposal is for the sum of (__) [Amount in words and in figures] which is inclusive of taxes and liabilities.

Yours sincerely,

_ [Authorized Signature]*

__and title of Signatory]:*

__ [Name of Firm]*

__ [Address]*

  1. FINANCIAL PROPOSAL SUBMISSION FORM

  2. Summary Table (1 page)

Please fill the summary template below

COST ITEM

AMOUNT

(USD)

Sub Total Human Resources

Sub Total Equipment and Services

Sub Total Activities

Sub Total Administrative Costs

Total Amount of the financial proposal

  1. Detailed Budget

Please fill the budget template below (kindly add how many rows are needed).

DEATAILED BUDGET FORM

Title of Consultancy:

Applicant:

Date:

Ref Number:

#

Description

Unit Cost

Quantity

Total Cost

Percentage Budget Line/Total Costs

1

HUMAN RESOURCES

1.1

TECHNICAL STAFF

1.1.1

1.1.2

a

SUB TOTAL TECHNICAL STAFF

1.2

SUPPORT STAFF

1.2.1

b

SUB TOTAL SUPPORT STAFF

c

SUB TOTAL HUMAN RESOURCES (a + b)

2

EQUIPMENT AND SERVICES

2.1

2.2

d

SUB TOTAL EQUIPMENT AND SERVICES

3

ACTIVITIES

3.1

ACTIVITY 1

3.1.1

3.1.2

e

SUB TOTAL ACTIVITY 1

3.2

ACTIVITY 2

3.2.1

3.2.2

f

SUB TOTAL ACTIVITY 2

3.3

ACTIVITY 3

3.3.1

3.3.2

g

SUB TOTAL ACTIVITY 3

3.4

ACTIVITY xx

3.4.1

h

SUB TOTAL ACTIVITY xx

i

SUB TOTAL ACTIVITIES (e + f + g + h + ..)

4

ADMINISTRATIVE COSTS (MAX. 10% OF THE TOTAL AMOUNT) AND TAXES

4.1

ADMINISTRATIVE COSTS

4.2

TAXES

j

SUB TOTAL ADMINISTRATIVE COSTS AND TAXES

k

GRAND TOTAL (c + d + i + j)

ANNEX 4

Company Profile of the Consultant

Consulting Services for Deployment of a methodology for Livestock Body Condition Assessment in Puntland, Somalia

Provide a brief description of the background and organization of your firm/entity and of each Associate for this assignment. Include the organization chart of your firm/entity.

The RFP must demonstrate that the Consultant has the organizational capability and to carry out the assignment.

The Qualifications document shall further demonstrate that the Consultant has the capacity to field and provide experienced replacement Personnel on short notice.

Maximum 10 pages

ANNEX 5

Past experiences of the Consultant

Consulting Services for Deployment of a methodology for Livestock Body Condition Assessment in Puntland, Somalia

Using the format below, provide information on each relevant assignment for which your firm, and each Associate for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under the Abridged Terms of Reference included in this RCQ. The RFP must demonstrate that the Consultant has a proven track record of successful experience in executing projects similar in substance, complexity, value, duration, and volume of services sought in this procurement.

Maximum 20 pages

Assignment name:

Approx. value of the contract (in current US$):

Country:
Location within country:

Duration of assignment (months):

Name of client:

Total No. of staff-months of the assignment:

Address, and contact details (including email address(es)):

Approx. value of the services provided by your firm under the contract (in current US$):

Start date (month/year):
Completion date (month/year):

No. of professional staff-months provided by associated consultants:

Name of associated consultants, if any:

Name of proposed senior professional staff of your firm involved and functions performed (indicate most significant profiles such as project director/coordinator, team leader):

Narrative description of project:

Description of actual services provided by your staff within the assignment:

Name of the Organization: _

ANNEX 6

SAMPLE CONSULTANCY ENGAGEMENT AGREEMENT

Project Contract FSSFS-VSFG01

SAMPLE CONSULTANCY AGREEMENT

BETWEEN: VSF-G represented by ___ (hereinafter referred to as “the NGO”)

AND: ___ (hereinafter referred to as “the Organization”)

IT IS HEREBY AGREED AS FOLLOWS:

In accordance with the conditions set out in this agreement and in the Annexes A, B, and C, which form an integral part thereof, the Organization undertakes the deployment of a methodology for Livestock Body Condition Assessment in Puntland, Somalia, and other activities that are within the framework of the Terms of Reference (ToR) supplied in Annex A.

In numbers: USD __.00

In words: _ US Dollars Only

Gross Amount

of the Contract:

Date of Commencement: ___

Date of Termination: ___

Project Title: Food Security and Sustainability in Fragile Situations – FSSFS

Organization/Company Engaged: __

Nationality: __

Subject: Deployment of a methodology for Livestock Body Condition Assessment in Puntland, Somalia

Annexes: A. Terms of Reference

B. Technical Proposal

C. Financial Proposal

For the Organization: For VSF-G – NGO

­­­­Name: __ Name: __

Sign: _­­­­__ Sign: ___

Date: ___ Date: ___

OBJECTIVE OF THE CONSULTANCY

The main objective of this consultancy is the deployment of a methodology for Livestock Body Condition Assessment in Puntland, Somalia**. The objectives of the consultancy are:

  1. To produce a clear map of the stakeholders involved in the livestock health and nutrition assessment, identifying the officers that are most suitable to participate in the proposed activities;
  2. To strengthen data collection and analysis of livestock body condition;
  3. To strengthen the dissemination of data on livestock body condition to national and international stakeholders.

Article I – Language of the contract

The language of the Contract and all related communication shall be English.

Article II – Indemnities

The Organization’s liability is limited to the amount of the Contract.

Article III – Medical and Insurance arrangements

The Organization shall be solely responsible for providing his own cover for medical and any other insurance and shall be solely responsible for his safety while undertaking the work.

Article IV – Scope of Service.

The Organization shall provide the services described in the ToR (Annex A).

The Organization shall be acting in an advisory function to the NGO: it shall assist in solving any technical problems in relation to the ToR.

The Organization shall provide the NGO with all information concerning the execution of the project within the ToR. Such information shall be given either in the form of a report or by any other means as appropriate to bring such information to the knowledge of the NGO.

For the Organization: For VSF-G – NGO

­­­­Name: __ Name: __

Sign: _­­­­__ Sign: ___

Date: ___ Date: ___

Article V – Period of Performance

The period of performance of the Contract shall be 13 months beginning from ___to ___

Article VI – Personal and Professional Conduct

The Organization shall avoid any action or public statement which may adversely reflect upon the integrity, independence and impartiality that is inherent and essential to the international good standing of the NGO. The Organization shall observe the laws, rules and regulations that apply to the country of this agreement and to the country of project implementation (Somalia). The habits and customs of the beneficiary population must be fully respected. The Organization shall refrain from interfering in the country’s political affairs.

Article VII – Termination of Contract

This Consultancy Agreement may be terminated:

· By either party after giving the other party 1 month of notice – in writing and in hard copy of the intention to terminate it;

· By the NGO at any time and without notice if the Organization:

(a) Is guilty of any serious persistent or gross default or serious persistent or gross misconduct in connection with or affecting the property, the beneficiaries or the dealings of the NGO;

(b) Commits a material breach of any of the provisions hereof;

(c) Refuses or fails to comply with any lawful instruction given by the NGO;

(d) Exhibits continuous or persistent neglect of duty;

(e) Shall become of unsound mind.

Article VIII – Documentation, Publications and Information

The NGO shall be entitled to all property rights with regard to all documents produced by the Organization as part of this Agreement. Such documents, by whatever means produced, may not be published without the prior written permission of the NGO. The Organization shall not make use of any unpublished or confidential information, made known to him in the course of performing his duties under the terms of this Agreement, without prior written permission from the NGO. In order to protect the integrity and international good standing of the NGO, these provisions shall remain in force after the expiry or termination of this Agreement. Further, the project reports generated by the Organization will bear the organizational logos of VSF-G and CEFA.

For the Organization: For VSF-G – NGO

­­­­Name: __ Name: __

Sign: _­­­­__ Sign: ___

Date: ___ Date: ___

Article IX– Submission of supporting documents and report

The Organization shall provide the NGO with the following deliverables:

  • Deliverable 1: 1 Mapping and Beneficiary Selection report submitted by the end of the contract;

  • Deliverable 2: 40 beneficiaries trained on Livestock Body Condition Scoring methodology by end of the contract; 1 training report submitted by the end of the contract;

  • Deliverable 3: 1 Livestock Body Condition Scoring assessment carried out by end of contract; 1 Livestock Body Condition Scoring assessment report produced by end of contract; 1 set of feedback compiled the livestock body condition scoring tool and related server;

  • Deliverable 4: 1 Final Report submitted by the end of the contract.

The Organization shall provide the NGO with electronic copy of the above-mentioned documents.

All reports shall be in either Microsoft Word or Microsoft Excel format or any other format as will be agreed amongst the parties. The reports should be presented within the timeframe specified in the ToR to the following address:

(1) Emails to:

(2) CC:

Article X – General payment provisions

The agreed Consultancy fee is ___.00 USD to be distributed as follows:

  • 1st installment – 20% of the total amount will be paid upon signature of the contract

  • 2nd installment – 20% of the total amount will be paid upon completion of Deliverable 1 (mapping and selection of stakeholders)

  • 3rd installment – 20% completion of Deliverable 2 (training of the beneficiaries on Livestock Body Condition Score methodology);

  • 4th installment – 20% of the total amount will be paid upon completion of Deliverable 3 (1 Livestock Body Condition scoring assessments);

  • 5th installment – 20% of total amount shall be paid upon completion, submission and approval by VSF-G and CEFA of the final report.

This includes all expenses, i.e. professional fee, extra daily subsistence, all consultancy services to this agreement. The amount due will be paid in USD regardless of the official/Unofficial exchange rate of the Somali Shilling on the payment day. No other payment foreseen such as bonus or end of contract lump sum.

For the Organization: For VSF-G – NGO

­­­­Name: __ Name: __

Sign: _­­­­__ Sign: ___

Date: ___ Date: ___

Article XI – Statutory deductions and taxes

VSF-G will be responsible to deduct the due withholding tax on each consultancy instalment to the relevant authorities. Payment of any government taxes and any other statutory deductions under the relevant authorities will be the sole responsibility of the Consultant.

Article XII – Revision of costs

The consultancy fee as per Article X shall be fixed and not subject to revision.

Article XIII – Consultants personal details

Payments will be made in US Dollars by bank transfer addressed to the Consultant’s Bank Account details.

Please provide the details below to assist us in expediting the necessary payments:

Organization’s Name: ___**

Address: ___**

Tel: ___;

Email: ___

Organization’s Banking Details.

Bank: ___**

Bank Branch: ___**

Bank account name: ___**

Bank account number: ___**

I confirm that the above personal details are accurate to the best of my knowledge

*(Name) ***­­­__ Signature: __

For the Organization: For VSF-G – NGO

­­­­Name: __ Name: __

Sign: _­­­­__ Sign: ___

Date: ___ Date: __

Article XIV – Annexes

The following annexes form integral parts of this contract:

A. Terms of Reference

B. Technical Proposal

C. Financial Proposal

CONSULTANCY AGREEMENT NOTE

Having the read all the articles carefully and the annexes to the articles, we the undersigned append our signatures as a bidding agreement to execute all the duties and responsibilities of this consultancy contract.

Signatures:

For the Organization: For VSF-G – NGO

­­­­Name: __ Name: __

Sign: _­­­­__ Sign: ___

Date: ___ Date: __

[1]https://www.ifad.org/documents/38711624/39421018/proc_handbook_e.pdf/2fe…

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