TECHNICAL ASSISTANTS TO SUPPORT THE GEAP PROGRAM
(SELECTION OF NATIONAL INDIVIDUAL PROFESIONAL CONSULTANTS ONLY)
TENDER NUMBER: MESPT/005/GEAP/2021
ISSUE DATE: 02ND AUGUST 2021
DUE DATE: 9TH AUGUST 2021 (5:00 PM KENYAN TIME)
TABLE OF CONTENTS
INTRODUCTION ………………………………………………………. 3
SECTION I – LETTER OF INVITATION ……………….. 4
SECTION II – INFORMATION TO CONSULTANTS…… 5
SECTION III – TERMS OF REFERENCE………………………. 14
SECTION IV – TECHNICAL PROPOSAL………………………. 15
SECTION V – FINANCIAL PROPOSAL……………………….. 16
SECTION VI – STANDARD CONTRACT FORM……………….. 17
- This standard Request for Proposals for selection of individual professional consultants has been found necessary for selection of individual consultants who are also regulated by their professional institutions or associations as opposed to selection of consultants who could be either individuals or body corporate.
- This Request for proposals will be used for open tendering, restricted tendering, or request for proposals.
- The general conditions of contract in the Standard contract Form should not be modified and instead the special conditions of the contract may where necessary be modified by MESPT, for use, to reflect the unique circumstances of the assignment.
SECTION I – LETTER OF INVITATION
Date 2nd August 2021
RE: TECHNICAL ASSISTANTS TO SUPPORT THE GEAP PROGRAM **
1.1 Micro Enterprises Support Programme Trust (MESPT) invites proposals for the following consultancy: for the technical assistants to support the GEAP Program.** Micro-Enterprises Support Programme Trust (MESPT) has since the year 2002 developed a niche in supporting the growth of small holder farmers, Micro, Small and Medium Enterprises (MSMEs) by providing integrated business solutions for sustainable development. The Trust is a multi-donor entity jointly founded by the Government of Kenya and the European Union and later the Royal Danish Embassy in Kenya (DANIDA) through a trust deed of 2013. The Green Employment in Agriculture Programme (GEAP); 2021 – 2025 is a DANIDA funded Programme whose outputs ride on key workstreams of the GGEP programme 2016 – 2020 and AGRIFI programme; 2018 – 2023. The Programme is aligned to and fits the mandate of MESPT, Kenya Vision 2030 as well as the Danish Strategy for Development Cooperation and humanitarian action “*The World 2030*”. Through implementation of GEAP, MESPT envisions to facilitate increased commercialization, decent employment, and green transformation through targeted interventions in the targeted value chains.
1.2 The request for proposal (RFP) includes the following documents;
Section I – Letter of invitation
Section II – Information to Consultants
Section III – Terms of reference
Section IV – Technical proposal
Section V – Financial proposal
Section VI – Standard Forms
1.3 On receipt of this RFP please inform us
(a) that you have received the letter of invitation; and
(b) whether or not you will submit a proposal for the assignment
Chief Executive Officer
SECTION II – INFORMATION TO CONSULTANTS
Table of Contents
2.1 Introduction………………………………………………….. 6
2.2 Clarification and amendments to the RFP documents……….. 7
2.3 Preparation of proposals……………………………………….. 7
2.4 Financial proposal……………………………………………. 8
2.5 Submission receipt and opening of proposals ………………… 9
2.6 Evaluation of proposals (General)…………………………….. 10
2.7 Evaluation of Technical proposals…………………………….. 10
2.8 Opening and evaluation of Financial proposals………………. 11
2.9 Negotiations…………………………………………………… 12
2.10 Award of Contract……………………………………………… 13
2.11 Confidentiality………………………………………………… 13
SECTION II – INFORMATION TO CONSULTANTS
2.1.1 Micro Enterprises Support Programme Trust (MESPT) will select an individual consultant among those invited to submit proposals or those who respond to the invitation for proposals in accordance with the method of selection detailed under this section and consistent with the regulations.
2.1.2 The consultants are invited to submit a technical proposal and a financial proposal for consulting services required for the assignment stated in the letter of invitation (Section I)
2.1.3 In the assignment where MESPT intends to apply standard conditions of engagement and scales of fees for professional services, which scale of fees will have been approved by a relevant authority, a technical proposal only may be invited and submitted by the consultants. In such a case the highest ranked individual consultant in the technical proposals shall be invited to negotiate a contract on the basis of the set scale of fees. The technical proposals will be the basis for contract negotiations and ultimately for a signed contract with the selected individual consultant.
2.1.4 The consultants must familiarize themselves with local conditions as regards the assignment and take them into account in preparing their proposals. To obtain adequate information on the assignment and on the local conditions, consultants are encouraged to liaise with MESPT regarding any information that they may require before submitting a proposal.
2.1.5 The client will provide the inputs and services specified in the special conditions of contract needed to assist the individual consultant to carry out the assignment.
2.1.6 The cost of preparing the proposal and negotiating the contract including any visit to MESPT are not reimbursable as a direct cost of the assignment. MESPT is not bound to accept any of the proposals submitted.
2.1.7 MESPT’s employees, committee members, board members and their relative (spouse and children) are not eligible to participate in the tender.
2.2 Clarification and amendment to the RFP documents
2.2.1 Consultants may request a clarification of any of the RFP documents only up to three  days before the proposal submission date. Any request for clarification must be sent in writing by electronic mail to email@example.com The Client will respond by electronic mail to such requests and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all invited consultants who intend to submit proposals.
2.2.2 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.
2.2.2 Clarification of tenders shall be requested by the tenderer to be received by MESPT not later than 3 days prior to the deadline for submission of tenders.
2.2.3 MESPT shall reply to and clarifications sought by the tenderer within 3 days of receiving the request to enable the tenderer to make timely submission of its tender.
2.3 Preparation of proposals
2.3.1 The individual consultant’s proposal shall be written in English language.
2.3.2 In preparing the Technical proposal, the individual consultants are expected to examine the documents consisting the RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal.
2.3.3 While preparing the Technical proposal, the individual consultant must give particulars attention to the following:
(a) If an individual consultant considers that he/she does not have all the expertise required for the assignment he/she may suggest in the proposals other individual(s) who will assist in the assignment but they will not be party to the contract for the purpose of the performance of the assignment. An individual consultant will not propose other individual consultants invited to submit proposals for the assignment. Any individual consultant in contravention of this requirement shall automatically be disqualified.
(b) For all the staff who will be involved in the exercise of the proposals to consultant must indicate their responsibility in the assignment and, also the staff time, as necessary.
(c) The signed curriculum vitae (CV) of the staff proposed must be submitted with the proposal.
2.3.4 The Technical proposal shall provide the following information;
(a) the individual consultant’s CV and a brief of any recent experience of assignment of a similar nature. For each assignment the brief should indicate the profiles of staff involved, contract amount and the individual consultant’s involvement.
(b) Any comments or suggestions on the Terms of Reference and a list of service and facilities requested to be provided by MESPT.
(c) A description of the methodology and work plan for performing the proposed assignment.
(d) Any additional information requested in the special conditions of contract.
2.3.5 The Technical proposal shall be separate from the Financial proposal and shall not include any Financial information.
2.4 Financial proposal
2.4.1 In preparing the financial proposal, the individual consultants are expected to take into account the time required in completing the assignment as outlined in the RFP documents. The financial proposal will therefore be quoted in fees per day or month. The financial proposal may also include other costs as necessary, which will be considered as reimbursables.
2.4.2 The Financial proposal should include the payable taxes i.e. WHT & VAT.
2.4.3 The fees shall be expressed in Kenya Shillings.
2.4.4 The Financial proposal must remain valid for 90 days after the submission date. During this period the individual consultant is expected to keep available at his/her own cost any staff proposed for the assignment. MESPT will make best efforts to complete negotiations within this period. If MESPT wishes to extend the validity period of the proposals, the consultants who do not agree, have the right not to extend the validity of their proposals.
2.4.5 The financial proposal must comply with the law governing the profession of the consultant.
2.5 Submission, Receipt and opening of proposals
The Financial Proposal and the Technical Proposal files MUST BE COMPLETELY SEPARATE and emailed separately through firstname.lastname@example.org and clearly named as either “TECHNICAL PROPOSAL” or “FINANCIAL PROPOSAL”. The subject of the email should clearly capture the tender number & description. The file with the “FINANCIAL PROPOSAL” must be encrypted with a password so that it cannot be opened nor viewed until the Proposal has been found to pass the technical evaluation stage. Once a Proposal has been found to be responsive by passing the technical evaluation stage, MESPT shall request via email the Proposer to submit the password to open the Financial Proposal.
2.6 Evaluation of the Proposal (General)
2.6.1 From the time the proposals are opened to the time of the contract award, if any individual consultant wishes to contact MESPT on any matter relating to his/her proposal, he/ she should do so in writing at the address indicated in the appendix to the instructions to consultants. Any effort by an individual consultant to influence MESPT’s staff in the evaluation of proposals companion proposals or awards of contract may result in the rejection of the individual consultant proposal.
2.6.2 The evaluation panel shall have no access to the Financial Proposal, which in any case will remain sealed, until the technical evaluation is concluded or finalized.
2.7 Evaluation of Technical Proposals
2.7.1 The evaluation panel appointed by MESPT to evaluate the proposals shall carry out the evaluation of technical proposals following the criteria set out in the terms of reference based on the following points criteria
(i) CV of the individual consultant 30
(ii) specific experience of the individual consultant
related to the assignment 30
(iii) adequacy of methodology and work plan
in response to the Terms of reference 40
Total points 100
2.7.2 Any proposal which will be examined and found not to comply with all the requirements for submission of the proposals will be declared nonresponsive. All the proposals found to have complied with all the requirements for submission of proposal shall be declared responsive by the evaluation committee
2.7.3 Each responsive proposal will be given a technical score (ST). any technical proposal which fails to achieve the total minimum score indicated in the appendix to the information to tenderers shall be rejected at this stage and will not proceed to the next stage of evaluation. The respective financial proposal will be returned to the individual consultant unopened.
2.8 Opening and Evaluation of Financial Proposals
2.8.1 After completion of the evaluation of Technical proposals MESPT shall notify the individual consultants whose proposal did not meet the minimum technical score or were declared nonresponsive to the RFP and terms of reference. The notification will indicate that their financial proposals shall not be opened and will be returned to them unopened after the completion of the selection process and contract award. At the same time, MESPT shall simultaneously notify the consultants who have secured the minimum technical score that they have passed the technical qualifications and inform them the date and time set by MESPT for opening their financial proposal. They will also be invited to attend the opening ceremony if they wish to do so.
2.8.2 The financial proposals shall be opened by MESPT in the presence of the individual consultants who choose to attend the opening. The name of the individual consultant, the technical score and the proposed fees shall be read out aloud and recorded. The evaluation committee shall prepare minutes of the opening of the financial proposals.
2.8.3 The formula for determining the financial score (SF) unless an alternative formula is indicated in the appendix to the information to tenderers shall be as follows:
Sf = 20 x fm/f where
Sf is the financial score
Fm is the lowest fees quoted and
F is the fees of the proposal under consideration.
The lowest fees quoted will be allocated the maximum score of 20
2.8.4 The individual consultants’ proposals will be ranked according to their combined technical score (st) and financial score (sf) using the weights indicated in the appendix to the instructions to consultants. Unless otherwise stated in the appendix to the instructions to consultants the formula for the combined scores shall be as follows;
S = ST xT% + SF x P%
S, is the total combined scores of technical and financial scores
St is the technical score
Sf is the financial score
T is the weight given to the technical proposal and
P is the weight given to the financial proposal
Note P + T will be equal to 100%
The individual consultant achieving the highest combined technical and financial score will be invited for negotiations.
2.9.1 Negotiations will be held at the same address indicated in the appendix to the information to consultants. The purpose of the negotiations is for MESPT and the individual consultant to reach agreements on all points regarding the assignment and sign a contract.
2.9.2 The negotiations will include a discussion on the technical proposals, the proposed methodology and work plan, staff and any suggestions made by the individual consultant to improve the Terms of reference. The agreed work plan and Terms of reference will be incorporated in the description of the service or assignment and form part of the contract.
2.9.3 The negotiations will be concluded with a review of the draft contract. If negotiations fail, MESPT will invite the individual consultant whose proposal achieved the second highest score to negotiate a contract.
2.10 Award of Contract
2.10.1 The contract will be awarded before commencement of negotiations. After negotiations are completed MESPT will promptly notify the other individual consultants that they were unsuccessful and return the financial proposals of the individual consultants who did not pass technical evaluation.
2.10.2 The selected individual consultant is expected to commence the assignment on the date indicated in the appendix to the information to consultants or any other date agreed with MESPT.
2.11.1 Information relating to evaluation of proposals and recommendations of contract award shall not be disclosed to the individual consultants who submitted the proposal or to other persons not officially concerned with the process, until the winning individual consultant has been notified that he/she has been awarded the contract.
SECTION III – TERMS OF REFERENCE (TOR)
TECHNICAL ASSISTANTS TO SUPPORT THE GEAP PROGRAM
I. INTRODUCTION AND BACKGROUND
MEPST was established in 2002 by the Government of Kenya and European Union. EU later relinquished their position to the Royal Danish Embassy in Kenya, Ministry of Foreign Affairs of Denmark (DANIDA) through a Trust Deed of 2013. The Trust is a development organization with a purpose to grow small holder farmers and Agri SMEs to increase productivity, income and enhance competitiveness for job creation especially for youth and women. This is achieved through capacity building which includes skills development, technical support, business advisory, financial and market linkages. Our focus is to facilitate support and provision of integrated financial and business development services for small holder farmers and Agri SMEs in Kenya.
About GEAP Programme
The Green Employment in Agriculture Programme (GEAP); 2021 – 2025 is a DANIDA funded programme whose outputs ride on key workstreams of the GGEP programme 2016 – 2020 and AGRIFI programme; 2018 – 2023. The programme is aligned to and fits the mandate of MESPT, Kenya Vision 2030 as well as the Danish Strategy for Development Cooperation and humanitarian action “The World 2030”. Through implementation of GEAP, MESPT envisions to facilitate increased commercialization, decent employment, and green transformation through targeted interventions in selected value chains.
GEAP programme is partitioned into four output areas: i.) market access and MSME development, ii) improved access to finance/credit, iii) improved food safety and increased productivity and iv) green transformation. Under these output areas, MESPT activities will contribute towards i.) increased farmer and MSME capacity for aggregation, storage, value addition and market Linkages ii.) increased awareness and access for financial services for the value chain actors iii.) enhanced knowledge & competences on food safety and good agricultural practices (GAP) and iv.) increased awareness and commercialization of identified innovative green technologies. To accelerate outreach and impact, the trust intends to achieve the following targets:
a. 3,000 jobs created in the value chains.
b. 40,000 farmers linked to market.
c. KES 6 billion (DKK 381 million) additional sales turnover of value chains aggregated by the targeted SMEs.
d. MESPT capital base increased to KES 4 billion (DKK 255 million).
e. Value chain stakeholders have accessed loans worth KES 4 billion.
f. 20,000 farmers have accessed financial services.
This engagement will ultimately contribute to accelerated decent employment creation in MSMEs and improved competitiveness of the selected value chains in agriculture consequently, transforming the economy towards greener and more inclusive growth.
MESPT is at the inception phase of implementation of the Green Employment in Agriculture Programme (GEAP) which has a coverage of 12 counties, viz, Kakamega, Kisii, Siaya, Nyandarua, Nakuru, Uasin Gishu, Bungoma, Machakos, Kilifi, Trans Nzoia, Makueni and Kwale. One of the key activities has been sensitization and mobilization of relevant and strategic stakeholders in line with the programme objectives. The programme is currently validating target farmer organization (FO) and SMEs for onboarding and setting capacity development plans. Crucial to fast tracking the initiation of key programme activities in line with the capacity development plans, is the profiling of individual target beneficiaries within the Farmer Organizations as well as setting basic record parameters relevant to reporting on programme targets. Therefore, interested resource persons are encouraged to apply indicating which county they prefer to work in.
III. OBJECTIVE OF THE CONSULTANCY
The overall objective of this assignment is to provide grassroot coordination for targeted value chain activities across GEAP counties. This includes provision of training, agribusiness support, data management, reporting and monitoring as required.
IV. SCOPE OF WORK AND METHODOLOGY
The assignment will be carried out in context of GEAP programme’ s thematic areas of focus and objectives, targeted outputs, and outcomes as well as the trust’s strategic focus.
Reporting to the Project Officer and the GEAP Programme Manager, the TA will:
i. Support Project officers in mobilization of target beneficiaries along the target value chains
ii. Map and Profile target beneficiaries within the selected farmer organization capturing their Bio data
iii. Draft customized capacity development plans for the farmer organizations
iv. Review and support farmer organization establish record system for reporting in line with the GEAP programme targets and objectives
v. Support the GEAP programme in beneficiary sensitization on programme objectives and organizing schedule meetings and trainings.
vi. Together with the project officers and relevant county staff, provide value chain development support to targeted agro-enterprises
vii. Support the GEAP programme in building the capacity of the targeted farmer organizations using the TOT model
viii. Support data collection
ix. Report as per programme requirements.
V. KEY DELIVERABLES
Successful performance of this assignment will be based on the production and timely submission of the following deliverables:
- Activity based reports for all activities conducted evidenced by a signed participant list by those in attendance detailing progress and challenges faced submitted to the respective MESPT Project Officers. This includes recommendations made and actual corrective actions undertaken.
- Monthly progress report documenting key activities undertaken in the month and challenges/ lessons learnt
- Final reports and capacity development plans shared to MESPT, at the end of the contract period using the template that will be provided.
VI. REQUIRED SKILLS, EXPERIENCE AND QUALIFICATIONS
The consultant will have the following minimum qualifications:
1) University qualification (Bachelor’s/ Masters) in Agriculture, Agribusiness Management, Community Development, Cooperative Development, Environmental Science, or their equivalent. Prior training and qualification as a TOT is an added advantage.
2) Satisfactory understanding of sustainable development issues including green growth.
3) Practical experience in value chain and market systems development and training for not less than 3 years
4) Knowledge of the devolved county governance structure and experience in working with small holder farmers
5) Ability to work with minimal supervision and under pressure
6) Conversant with result-based facilitation.
7) Excellent communication and reporting skills
VII. DURATION OF ASSIGMENT
The assignment will commence from the date of contract signing and be completed not later than 30th November 2021. There will be monthly review of progress and the technical assistant is expected to work for 15 days every month from the contract signing date. The activities undertaken should be within the framework of practicable work plan, checked by the Project Officers and approved by the Programme Manager and will be accounted for through signed timesheets.
VIII. PAYMENT PLAN
The Technical Assistant(s) will be paid by the end of every month upon submission and approval of a monthly report that has been reviewed and approved by PM. Appropriate tax withholding of 5% payable to KRA will apply.
SECTION IV – TECHNICAL PROPOSAL (TP)
Notes on the Preparation of Technical Proposal
The technical proposal shall be prepared and submitted by the consultants.
It shall contain the following:-
(a) Submission letter
(b) Particulars of the consultant including Curriculum vitae (CV)
(c) Comments and suggestions of the consultant on the terms of reference, personnel, facility and other requirements to be provided by MESPT.
(d) Description of the methodology and work plan for performing the assignment
(e) Any proposed staff to assist in the assignment
(f) Consultancy services activities times schedule.
(to be prepared by the consultant as appropriate)
SECTION V- FINANCIAL PROPOSAL (FP)
Notes on the Preparation Financial Proposal
The financial proposal shall be prepared and submitted by the consultants. It shall contain the following.
(a) Submission letter indicating total fees
(b) Summary of costs
(c) Breakdown of fees per activity
(d) Breakdown of reimbursable costs/expenses per activity
(e) Miscellaneous expenses
(to be prepared by the consultant as appropriate)
SECTION VI – STANDARD CONTRACT FORM
INDIVIDUAL PROFESSIONAL CONSULTANTS
The contract form shall be completed by MESPT after the award of the contract and negotiation of the contract. It will be signed by both parties.
How to apply
The Financial Proposal and the Technical Proposal files MUST BE COMPLETELY SEPARATE and emailed separately through email@example.com by COB 9th August 2021 and clearly named as either “TECHNICAL PROPOSAL” or “FINANCIAL PROPOSAL”. The subject of the email should clearly capture the tender number & description. The file with the “FINANCIAL PROPOSAL” must be encrypted with a password so that it cannot be opened nor viewed until the Proposal has been found to pass the technical evaluation stage. Once a Proposal has been found to be responsive by passing the technical evaluation stage, MESPT shall request via email the Proposer to submit the password to open the Financial Proposal.