CONSULTANCY SERVICES FOR DEVELOPMENT OF REMOTE OPERATING CERTIFICATE (ROC) MANUALS FOR KRCS RPAS UNIT At Kenya Red Cross

1.0 INTRODUCTION

1.1 About Kenya Red Cross Society.

The Kenya Red Cross Society (KRCS) is a humanitarian relief organisation created through an Act of parliament, cap 256 of the Laws of Kenya. Its vision is to be the most effective, most trusted, and self-sustaining humanitarian organisation in Kenya. The KRCS Mission is to work with vigor and compassion through our networks and with communities to prevent and alleviate human suffering and save lives of the most vulnerable.

The organization’s core business areas are broadly classified into five major programs including Disaster Management, Health and Social Services, Water and Sanitation, Organizational Development and Operations.In 2010, KRCS was selected as the Civil Society Principal Recipient to manage resources under the Country’s Global Fund Round 10 Grant for HIV and AIDS. The Global Fund Management Unit of the KRCS manages the Global grant for HIV and AIDS interventions as the Civil Society Principal Recipient and implements through 52 selected sub recipients.

Currently, KRCS has approximately seventy active projects implemented across the country, through 64 branches and within the government county system. The projects are funded by a cross section of donors directly or through participating national societies.

1.2. Description of the project

The Kenya Red Cross Society (KRCS) and the International Centre for Humanitarian Affairs (ICHA) have invested in developing and rolling out a best-in-class, compliant, sustainable, and localized UAV operations unit within the Society to improve the impact in humanitarian emergency response and long-term community development.

Following the license received from the Kenya Civil Aviation Authority (KCAA) granting the KRCS special authority to acquire and operate UAVs for humanitarian activities, the KRCS in partnership with DAC Aviation and Altohelix corporation have successfully conducted an initial pilot training as well as the field operations and applications training in 2019 where they trained 10 pilots internally and 4 pilots externally who were a part of the stakeholders: KDF and KCAA. The trained team of pilots have also been attending practice sessions at the KCB Leadership centre to sharpen their manoeuvring skills as well as putting into practice the Standard Operating Procedures (SOPs)

The KRCS RPAS project seeks to strengthen internal capacity on the arising need of efficient and effective emergency response as well as the need to provide communities with accurate and reliable information that can reduce risk exposure to disasters.

The use cases for the RPAS project are Search and Rescue, mapping, and data collection through imagery and eventually, emergency medical deliveries.

Some notable assignments by the unit:

Documentation of a shelter reconstruction site in Garashi, Kilifi County –2019
Crop monitoring in Magarini, Kilifi –2019
Flood risk mapping in Mosiro, Narok –2019
Mapping and documentation of the IFO2 refugee camp in Dadaab –2019.
Documentation and Search & Rescue during floods response in Moyale –2019.
Mapping and documentation of the Lamu Rehabilitation Center & Lamu Innovations Lab site –2019.
Crop Health mapping for Desert Locust assessment in partnership with FAO – 2020
Search & Rescue during the Landslide in West Pokot – 2020
Mapping & Disinfection of Covid-19 hotspots – 2020
Mapping & Documentation of the ICRC new office construction – 2020/2021
Crop Health mapping in Eswatini & Training of the Eswatini NDMA in RPAS capacities in partnership with RCMRD – 2021
Documentation of the flood simulation exercise in Busia County – 2022
Mapping of the refugee camps and settlements in Turkana County- Ongoing

1.3. Problem statement

After the regulator KCAA granted the KRCS a special license to operate drones for humanitarian purposes, the KRCS has so far been able to use this license to perform their mandate in incorporating innovative approaches to improve humanitarian service delivery and accelerate impact and reach within the communities in the region. As KRCS has now proven use cases for this technology, the society now needs to acquire a Remote Operating Certificate (ROC) that will allow it to continue to conduct drone missions in accordance with the regulations released in 2021. The KRCS, however, does not have the expertise internally to develop these manuals according to the regulations as published by the KCAA in 2021.

2.0 The Consultancy

To develop the required ROC manuals for the KRCS RPAS unit according to the KCCA’s ROC guidelines and procedure within the KCAA’s Manual of Implementing Standards – CAA-M-UAS001 while considering any other recent updates regarding the same.

2.1 Purpose of the Consultancy

The KRCS seeks to develop its manuals for the acquisition of the organisation’s ROC as a requirement from the regulator KCAA. To this end, the consultant will walk the journey with KRCS and share experiences and assist in the actual development of the manuals following the KCAA’s laid out procedures.

The manuals are as follows:

Company Operations Manual

PART A

PART B

PART C

PART D

Safety Management Systems Manual
Quality Management Systems Manual
Security Manual

The manuals development process will also require the KRCS to avail the required personnel from its internal structure who will be responsible for the different positions and provide their CVs when required to. The positions are as follows:

Accountable Manager
Head of Operations
Head of Safety
Head of Quality
Head of Security

2.2 Specific objectives

To engage -with approval- the relevant KRCS personnel to acquire any documents and information that may contribute towards the successful development of the four required manuals
To conduct review meetings with the relevant KRCS personnel to discuss and appraise the manual creation as the process is ongoing until completion
Development of the four required manuals as per the KCAA regulations and submission to the KRCS RPAS team upon completion

2.3 Scope of work

The consultant/consulting firm will be expected to undertake the following tasks with KRCS:

Activity

Responsibility

Initial meeting to review the templates or manuals as is from KRCS

Consultant & KRCS

Development of the manuals

Consultant

Meeting with KRCS to present the draft 0

Consultant & KRCS

Review and corrections based on feedback

Consultant

Meeting to review Draft 1

Consultant & KRCS

Presentation of final draft to KRCS

Consultant

2.4 Deliverables.

Engage -with approval and notice- the relevant KRCS personnel to acquire any documents and information that may contribute towards the successful development of the required manuals and documentation
Organize and conduct review meetings with the relevant KRCS personnel to discuss and appraise the manual creation as the process is ongoing until completion
Develop the four required manuals as per the KCAA regulations and submission to the KRCS RPAS team upon completion
Develop a consultancy report that outlines the different processes and sessions conducted from beginning and until completion of the engagement

2.5 Expertise and minimum team of consultants

Describe the qualification of the firm on specific line of duty to be engaged and the number of years the firm should have been in practice.

Should have proof of knowledge of the Kenyan and International Aviation industry with experience of 3-5 years
Should have an active UAV organisation/consultancy company that has been operational for at least 2-3 years
Should have an issued Remote Operating Certificate (ROC) & Remote Pilot License’s (RPLs) for any drone pilots that are part of the proposed team.
Should have a track record of creating similar manuals for other actors in the field, at least 2-3 similar jobs completed successfully
Should have worked with humanitarian actors in the region, at least 3-5 organisations

2.5.1 Details of Expertise required.

Describe what expertise of the people to be engaged and their qualifications.

Should be licensed pilots Remote Pilot License (RPL)
Should be drone operators with a minimum of 2 years’ experience

2.6 Duration – 4 weeks

Activity

Responsibility

Duration

Initial meeting to conduct any preliminary work

Consultant & KRCS

3 days

Development of the manuals

Consultant

2 weeks

Meeting with KRCS to present the draft 0

Consultant & KRCS

2 days

Review and corrections based on feedback

Consultant

3 days

Meeting to review Draft 1

Consultant & KRCS

3 days

Presentation of final draft to KRCS

Consultant

1 week

3.0 SUBMISSION OF PROPOSAL

The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. Team composition should conform to Annex 3

Bidders should provide technical and financial proposal in two separate folders clearly marked “Technical Proposal” and “Financial Proposal” and emailed to tenders@redcross.or.ke clearly marked in the subject line.

“Tender Number –ICHAPREQ01763 – Consultancy Services for development of Remote Operating Certificate (ROC) manuals Creation for KRCS RPAS Unit”

The Proposal should be addressed as below and emailed to tenders@redcross.or.ke by 02nd November 2022

Chairperson

Tender Committee

Kenya Red Cross Society

4.0 EVALUATION AND AWARD OF CONSULTANCY

The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. Team composition should conform to Annex 3

The bidders MUST provide a technical and financial proposal in two separate folders clearly marked “Technical Proposal + Name of the bidder” and “Financial Proposal + Name of the bidder” and the email subject be marked “Tender No: Development of Remote Operating Certificate Manuals for KRCS RPAS Unit- ICHAPREQ01763

ANNEX 1: RESPONSE PROPOSAL FOMART

(Consultancy firms should use the following format during submission of proposal)

Introduction: Description of the Firm, the Firm’s Qualifications, and statutory compliance
Understanding of the Requirements for Services
Proposed Methodology
Firms Experience in undertaking assignments of similar nature and experience from the geographical area for other major clients
Proposed Team Composition
References
Work Plan

ANNEX 2: BUDGET TEMPLATE

Item

Unit

# of Units

Unit Cost

Total Cost (Ksh.)

Consultancy Fee (No. of days to be engaged) e.g., during the training.

Per day

Technical support fee*- (No. of days to engaged days) – (if necessary)*

Per day

Grand Total

ANNEX 3: PROPOSED TEAM COMPOSITION TEMPLATE

Name of Team Member

Highest Level of Qualification

General Years of Experience related to the task at hand

Number of days to be engaged

Roles under this assignment

ANNEX 4: TENDER EVALUATION CRITERIA

A four-stage evaluation procedure will be used to evaluate all proposals from bidders. The total number of points which each bidder may obtain for its proposal is:

1. Mandatory Requirements

The proposal shall be evaluated based on its adherence to the following compulsory requirements, this applies to both local and international firms and individuals.

Document/ Requirements

Tax compliance certificate

Certificate of incorporation/registration (for firms)

PIN certificate

Proceed to next stage (Yes / No)

Technical Proposal 50 marks –Proceed to the next stage
Oral presentation 50 marks –Proceed to next stage
Financial Proposal -The lowest responsive bidder will be awarded

2. Evaluation of the Technical Proposal

The technical proposal shall be evaluated based on its responsiveness to the TOR. Specifically, the following criteria shall apply:

Criteria

Maximum points

Bidders score

Remarks

(1) Introduction:

Description of the Firm and the Firm’s Qualifications.

(2) Background: Understanding of the project, context, and requirements for services

(3) Proposed Methodology: The proposed methodology MUST provide an indication of its effectiveness and added value in the proposed assignment.

(4) Firms Experience in undertaking assignments of similar nature and experience from related geographical area for other major clients

Provide a summary and supporting information on overall years of experience, and related technical and geographic coverage experience
Provision of 3 recommendation letters for similar assignment.

(5) Proposed Team Composition:

Tabulate the team composition to include the general qualifications, suitability for the specific task to be assigned and overall years of relevant experience to the proposed assignment.
The proposed team composition should balance effectively with the necessary skills and competencies required to undertake the proposed assignment.
Lead Consultant Qualifications – should be as per the TOR
Provide CVs for key Consulting team

(6) Work Plan: A Detailed logical, weekly work plan for the assignment MUST be

provided.

Total Score out of 60

The bidders with at least a score of 35 (70%) from the technical evaluation, will proceed and invited for the second stage – oral presentation.

3. Oral Presentation

Criteria

Maximum points

Bidder’s Score

Remarks

Understanding of the assignment

Understanding of the methodology

Experience in undertaking similar assignment

Qualifications of the teams to execute the assignment

Presentation of previous similar assignment (Organization will be required to show/present 3 previous completed assignments at the oral stage) –Submission of both soft and hard copies

Total Score out of 30

The bidder that will score 70 out of 100 (70%) for the combined technical and oral evaluation scores will proceed for the financial opening.

4. Evaluation of the Financial Proposal

The bidder with the lowest financial proposal will be awarded the tender. The prospective bidders can participate in all the categories and the lowest responsive proposal will be awarded per category.

NOTE: KRCS intends to award the consultancy per category.