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MESPT-001-DMDP-2022 - DEVELOPING BANANA VALUE CHAIN GREENING TRAINING MANUAL AND TRAINING OF TOTs AS GREEN AGENTS

The document is a request for proposals for consultancy services to develop a banana value chain greening training manual and training trainers as green agents. It outlines the background of the organization issuing the RFP, instructions to applicants, evaluation criteria and the terms of reference for the consultancy.

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0% found this document useful (0 votes)
103 views41 pages

MESPT-001-DMDP-2022 - DEVELOPING BANANA VALUE CHAIN GREENING TRAINING MANUAL AND TRAINING OF TOTs AS GREEN AGENTS

The document is a request for proposals for consultancy services to develop a banana value chain greening training manual and training trainers as green agents. It outlines the background of the organization issuing the RFP, instructions to applicants, evaluation criteria and the terms of reference for the consultancy.

Uploaded by

harsh houdhary
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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You are on page 1/ 41

REQUEST FOR PROPOSALS (RFP)

CONSULTING FIRMS ONLY

TENDER TITLE:

CONSULTANCY FOR DEVELOPING BANANA VALUE CHAIN


GREENING TRAINING MANUAL AND TRAINING OF TOTs AS
GREEN AGENTS

TENDER NUMBER: MESPT/001/DMDP/2022

ISSUE DATE: 14TH MARCH 2022

DUE DATE: 1ST APRIL 2022 (5:00 PM KENYAN TIME)

Micro Enterprises Support Programme Trust (MESPT)


TABLE OF CONTENTS

SECTION I - LETTER OF INVITATION ............................................................................................. 3


SECTION II – INFORMATION TO CONSULTANTS (ITC) .................................................................... 4
SECTION III: - TECHNICAL PROPOSAL .............................................................................................. 13
SECTION IV: - FINANCIAL PROPOSAL ............................................................................................... 23
SECTION V: - TERMS OF REFERENCE ................................................................................................ 31
SECTION VI: STANDARD FORMS OF CONTRACT .......................................................................... 31

2
SECTION I - LETTER OF INVITATION

Date 14th March 2022

Dear Sir/Madam,

RE: PROVISION OF RECRUITMENT SERVICES

1.1.1 Micro Enterprises Support Programme Trust (MESPT) invites proposals for the following
consultancy: DEVELOPING BANANA VALUE CHAIN GREENING TRAINING
MANUAL AND TRAINING OF TOTs AS GREEN AGENTS. 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.

1.2 The request for proposals (RFP) includes the following documents:
Section I - Letter of invitation
Section II - Information to consultants
Section III - Terms of Reference
Section IV - Technical proposals
Section V - Financial proposal
Section VI - Standard Contract Form

1.3 Upon receipt, please inform us


(a) that you have received the letter of invitation
(b) whether or not you will submit a proposal for the assignment

Yours sincerely

Chief Executive Officer

3
SECTION II – INFORMATION TO CONSULTANTS (ITC)

2.1 Introduction

2.2 Clarification and amendment of RFP document

2.3 Preparation of Technical Proposal

2.4 Financial proposal

2.5 Submission, Receipt and opening of proposals

2.6 Proposal evaluation general

2.7 Evaluation of Technical proposal

2.8 Opening and Evaluation of financial proposal

2.9 Negotiations

2.10 Award of Contract

2.11 Confidentiality

2.12 Corrupt or fraudulent practices

4
SECTION II: - INFORMATION TO CONSULTANTS (ITC)

2.1 Introduction

2.1.1 Micro Enterprises Support Programme Trust (MESPT) will select a firm among those invited to
submit a proposal, in accordance with the method of selection detailed in the appendix.

2.1.2 The consultants are invited to submit a Technical Proposal and a Financial Proposal as specified
in the Appendix “ITC” for consulting services required for the assignment named in the said
Appendix. The proposal will be the basis for Contract negotiations and ultimately for a signed
Contract with the selected firm.

2.1.3 The consultants must familiarize themselves with local conditions and take them into account in
preparing their proposals. To obtain firsthand information on the assignment and on the local
conditions, consultants are encouraged to liase with the Client regarding any information that they
may require before submitting a proposal and to attend a pre-proposal conference where
applicable. Consultants should contact the officials named in the Appendix “ITC” to arrange for
any visit or to obtain additional information on the pre-proposal conference. Consultants should
ensure that these officials are advised of the visit in adequate time to allow them to make
appropriate arrangements.

2.1.4 MESPT will provide the inputs specified in the Appendix “ITC”, assist the firm in obtaining
licenses and permits needed to carry out the services and make available relevant project data and
reports.

2.1.5 Please note that (i) 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 (ii) the Client is
not bound to accept any of the proposals submitted.

2.1.6 The procuring entity’s employees, evaluation panel members, board members and their relative
(spouse and children) are not eligible to participate.

2.1.7 MESPT shall allow the tenderer to review the tender document free of charge before purchase
(where applicable).

2.2 Clarification and Amendment of RFP Documents


2.2.1 Consultants may request a clarification of any of the RFP documents only up to seven [7] days
before the proposal submission date. Any request for clarification must be sent in writing by
electronic mail to [email protected] 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.

5
2.3 Preparation of Technical Proposal

2.3.1 The Consultants proposal shall be written in English language

2.3.2 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.

2.3.3 While preparing the Technical Proposal, consultants must give particular attention to the
following:

(i) If a firm considers that it does not have all the expertise for the assignment, it may obtain
a full range of expertise by associating with individual consultant(s) and/or other firms or
entities in a joint venture or sub-consultancy as appropriate. Consultants shall not
associate with the other consultants invited for this assignment. Any firms associating in
contravention of this requirement shall automatically be disqualified.

(ii) For assignments on a staff-time basis, the estimated number of professional staff-time is
given in the Appendix. The proposal shall however be based on the number of
professional staff-time estimated by the firm.

(iii) It is desirable that the majority of the key professional staff proposed be permanent
employees of the firm or have an extended and stable working relationship with it.

(iv) Proposed professional staff must as a minimum, have the experience indicated in
Appendix, preferably working under conditions similar to those prevailing in Kenya.

(v) Alternative professional staff shall not be proposed and only one Curriculum Vitae (CV)
may be submitted for each position.

2.3.4 The Technical Proposal shall provide the following information using the attached Standard
Forms;

(i) A brief description of the firm’s organization and an outline of recent experience on
assignments of a similar nature. For each assignment the outline should indicate inter
alia, the profiles of the staff proposed, duration of the assignment, contract amount and
firm’s involvement.

(ii) Any comments or suggestions on the Terms of Reference, a list of services and facilities
to be provided by the Client.

(iii) A description of the methodology and work plan for performing the assignment.

(iv) The list of the proposed staff team by specialty, the tasks that would be assigned to each
staff team member and their timing.

(v) CVs recently signed by the proposed professional staff and the authorized representative
submitting the proposal. Key information should include number of years working for the
firm/entity and degree of responsibility held in various assignments during the last ten (10)
years.
6
(vi) Estimates of the total staff input (professional and support staff staff-time) needed to carry
out the assignment supported by bar chart diagrams showing the time proposed for each
professional staff team member.

(vii) A detailed description of the proposed methodology, staffing and monitoring of training, if
Appendix “A” specifies training as a major component of the assignment.

(viii) Any additional information requested in Appendix “A”.

2.3.5 The Technical Proposal shall not include any financial information.

2.4 Preparation of Financial Proposal

2.4.1 In preparing the Financial Proposal, consultants are expected to take into account the
requirements and conditions outlined in the RFP documents. The Financial Proposal should
follow Standard Forms (Section D). It lists all costs associated with the assignment including; (a)
remuneration for staff (in the field and at headquarters), and; (b) reimbursable expenses such as
subsistence (per diem, housing), transportation (international and local, for mobilization and
demobilization), services and equipment (vehicles, office equipment, furniture, and supplies),
office rent, insurance, printing of documents, surveys, and training, if it is a major component of
the assignment. If appropriate these costs should be broken down by activity.

2.4.2 The Financial Proposal should clearly identify as a separate amount, the local taxes, duties, fees,
levies and other charges imposed under the law on the consultants, the sub-consultants and their
personnel, unless Appendix “A” specifies otherwise.

2.4.3 Consultants shall express the price of their services in Kenya Shillings and shall include all
taxes.

2.4.4 Commissions and gratuities, if any, paid or to be paid by consultants and related to the assignment
will be listed in the Financial Proposal submission Form.

2.4.5 The Proposal must remain valid for 90 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.

2.5 Submission, Receipt, and Opening of Proposals

The Financial Proposal and the Technical Proposal files MUST BE COMPLETELY SEPARATE
and emailed separately through [email protected] 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.

7
2.5.1 The completed Technical and Financial Proposals must be submitted in the prescribed manner on
or before the time and date stated in the Appendix “ITC”. Any proposal received after the closing
time for submission of proposals shall not be considered.

2.5.2 After the deadline for submission of proposals, the Technical Proposal shall be opened
immediately by the opening panel. Passwords for the Financial Proposal shall be requested from
those bidders found to have passed the technical evaluation stage.

2.6 Proposal Evaluation General

2.6.1 From the time the bids are opened to the time the Contract is awarded, if any consultant wishes to
contact the Client on any matter related to his proposal, he should do so in writing at the address
indicated in the Appendix “ITC”. Any effort by the firm to influence the Client in the proposal
evaluation, proposal comparison or Contract award decisions may result in the rejection of the
consultant’s proposal.

2.6.2 Evaluators of Technical Proposals shall have no access to the Financial Proposals until the
technical evaluation is concluded.

2.7 Evaluation of Technical Proposal

2.7.1 The evaluation panel appointed by the Client shall evaluate the proposals on the basis of their
responsiveness to the Terms of Reference, applying the evaluation criteria as follows;

No Criteria Score
1 Overall capability of the firm 10 Points
2 Experience of the firm on similar assignments 25 Points
3 Approach & methodology 20 points
4 Qualification of proposed team 15 points
5 Understanding of the assignment 10 points

Each responsive proposal will be given a technical score (St). 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 indicated in the Appendix “ITC”.

2.8 Opening and Evaluation of Financial Proposal


2.8.1 After Technical Proposal evaluation, the Client shall notify those consultants whose proposals did
not meet the minimum qualifying mark or were considered non-responsive to the RFP and Terms
of Reference. The Client shall simultaneously notify the consultants who have secured the
minimum qualifying mark, requesting them to provide passwords for their financial proposals.

2.8.2 The evaluation panel will determine whether the financial proposals are complete (i.e. whether the
consulting firm 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.

8
2.8.3 While comparing proposal prices between local and foreign firms participating in a selection
process in financial evaluation of Proposals, firms incorporated in Kenya where indigenous
Kenyans own 51% or more of the share capital shall be allowed a 10% preferential bias in
proposal prices. However, there shall be no such preference in the technical evaluation of the
tenders. Proof of local incorporation and citizenship shall be required before the provisions of
this sub-clause are applied. Details of such proof shall be attached by the Consultant in the
financial proposal.

2.8.4 The formulae for determining the Financial Score (Sf) shall, unless an alternative formula is
indicated in the Appendix “ITC”, be as follows: -
Sf = 100 X FM/F where Sf 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 (St) and financial (Sf) scores using the weights (T=the weight given to the
Technical Proposal: P = the weight given to the Financial Proposal; T + p = I) indicated in the
Appendix. The combined technical and financial score, S, is calculated as follows: - S = St x T %
+ Sf x P %. The firm achieving the highest combined technical and financial score will be invited
for negotiations.

2.8.5 The tender evaluation panel shall evaluate the tender within 30 working days of from the date of
opening the tender.

2.8.6 Contract price variations shall not be allowed for contracts not exceeding one year (12 months).

2.8.7 Where contract price variation is allowed, the variation shall not exceed 10% of the original
contract price

2.8.8 Price variation requests shall be processed by the procuring entity within 30 days of receiving the
request.

2.9 Negotiations

2.9.1 Negotiations will be held at the same address as “address to send information to the Client”
indicated in the Appendix “ITC”. The aim is to reach agreement on all points and sign a contract.

2.9.2 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.

2.9.3 Unless there are exceptional reasons, the financial negotiations will not involve the remuneration
rates for staff (no breakdown of fees).

2.9.4 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
9
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.

2.9.5 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.

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

2.10 Award of Contract

2.10.1 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.

2.10.2 The selected firm is expected to commence the assignment on the date and at the location
specified in Appendix “A”

2.10.3 The parties to the contract shall have it signed within 30 days from the date of notification of
contract award unless there is a review request.

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

2.10.5 The procuring entity shall give prompt notice of the termination to the tenderers and on request
give its reasons for termination within 14 days of receiving the request from any tenderer.

2.10.6 To qualify for contract awards, the tenderer shall have the following:
(a) Necessary qualifications, capability experience, services, equipment and facilities to provide
what is being procured.
(b) Legal capacity to enter into a contract for procurement
(c) 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.
(d) Shall not be debarred from participating in public procurement or any procurement by
MESPT.

2.11 Confidentiality

2.11.1 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.

2.12 Corrupt or fraudulent practices

2.12.1 MESPT 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 shall sign a declaration that he has not and will not be involved in corrupt or fraudulent
practices.

2.12.2 MESPT 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.
10
2.12.3 Further a consultant who is found to have indulged in corrupt or fraudulent practices risks being
debarred from participating in future procurement by MESPT.

Appendix to information to consultants

The following information for procurement of consultancy services and selection of consultants shall
complement or amend the provisions of the information to consultants, wherever there is a conflict
between the provisions of the information to consultants and the provisions of the appendix, the
provisions of the appendix herein shall prevail over those of the information to consultants.

2.1 The name of the Client is: Micro Enterprises Support Programme Trust (MESPT)

2.2 The method of selection is: QCBS (Quality and Cost Based Selection)

2.3 Technical and Financial Proposals are requested: Yes

2.4 Details of the assignment:

Name: Consultancy for Developing Banana Value Chain Greening Training Manual and Training
of ToTs as Green Agents

Objectives: to develop a training manual(s) for greening and training of trainers of trainers (TOTs) as
greening agents.

2.5 A pre-proposal conference will be held: No

2.6 Client’s contacts are:

Micro Enterprises Support Programme Trust (MESPT).


MESPT Plaza Plot 1, Tausi Road, Westlands
P.O. Box 187 - 00606 Sarit Center.
Tel: 0722207905/0735333154/0728817315

2.7 The Client will provide the following inputs: Relevant internal documents for review.

2.8 (I) The estimated number of professional staff months required for the assignment is; open.

11
(II) The desired competencies are:

• The consulting firm should have a mix of experts with a background and experience in Natural
Resource Management, Climate Change, Agribusiness and Food safety.
• The consulting firm should have experience in developing Training manuals and Learning guides
(Provide proof)
• At least one of the experts/team members should be well versed and highly experienced in green
growth initiatives/ green transformation.
• At least one team members should have practical working experience in the banana value chain.
• At least one of the team members must be well versed with certification/ food standards and
processes preferably with a certificate in the area.
• Experts to be involved must have hands on experience in training.
• The lead consultant should have high organisational and co-ordination skills

(III) Training is a specific component of this assignment: Yes

(IV) Additional information in the Technical Proposal includes: NA

2.9 Taxes: The Financial Proposal should clearly identify as a separate amount, the local taxes,
duties, fees, levies and other charges imposed under the law on the consultants, the sub-
consultants and their personnel.

2.10 The proposal submission address is: [email protected]

2.11 Proposals must be submitted no later than the following date and time 1st April 2022 and 5:00
pm Kenyan Time

2.12 The address to send information to the Client is:


Micro Enterprises Support Programme Trust (MESPT).
MESPT Plaza Plot 1, Tausi Road, Westlands
P.O. Box 187 - 00606 Nairobi Phone Mob: 0722 207905 / 0735 333154
Email: [email protected],

2.13 The minimum technical score required to pass: 60 points

2.14 Alternative formulae for determining the financial scores is the following:

The weights given to the Technical and Financial Proposals are:


T=0.80
P= 0.20

2.15 The assignment is expected to commence in May 2022 at MESPT Taveta.

12
SECTION III: - TECHNICAL PROPOSAL

Notes on the preparation of the Technical Proposals.

3.1 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
consultant’s own risk and may result in rejection of the consultant’s proposal.

3.2 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.

3.3 The Technical proposal shall not include any financial information unless it is allowed in the
Appendix to information to the consultants or the Special Conditions of contract.

The Technical Proposal has the following sections;

1. Technical proposal submission form

2. Firms references (at least 5 similar assignments)

3. Comments and suggestions of consultants on the Terms of reference and on data, services and
facilities to be provided by the procuring entity.

4. Description of the methodology and work plan for performing the assignment.

5. Team composition and Task assignments

6. Format of curriculum vitae (CV) for proposed Professional staff.

7. Time schedule for professional personnel

8. Activity (work schedule)

13
1. TECHNICAL PROPOSAL SUBMISSION FORM

[_______________ Date]

To: ______________________ [Name and address of Client)

Ladies/Gentlemen:

We, 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. We are hereby submitting our Proposal, which
includes this Technical Proposal, [and a Financial Proposal submitted separately].

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

We remain,

Yours sincerely,

_______________________________[Authorized Signature]:

________________________________[Name and Title of Signatory]


:
_________________________________[Name of Firm]
:
_________________________________[Address:]

14
2. FIRM’S REFERENCES

Relevant Services Carried Out in the Last Five Years


That Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm either individually,
as a corporate entity or in association, was legally contracted.

Assignment Name: Country

Location within Country: Professional Staff provided by Your

Firm/Entity(profiles):
Name of Client: Clients contact person for the assignment.

Address:
No of Staff-Months; Duration of
Assignment:
Start Date (Month/Year): Completion Date Approx. Value of Services (Kshs)
(Month/Year):

Name of Associated Consultants. If any:


No of Months of Professional
Staff provided by Associated Consultants:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions
Performed:

Narrative Description of project:

Description of Actual Services Provided by Your Staff:

Firm’s Name: ___________________________________

Name and title of signatory; ________________________

15
3. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF
REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE
CLIENT.

On the Terms of Reference:

1.

2.

3.

4.

5.

On the data, services and facilities to be provided by the Client:

1.

2.

3.

4.

5.

16
1. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING
THE ASSIGNMENT

17
5. TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff
Name Position Task

2. Support Staff

Name Position Task

18
6. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

Proposed Position: _____________________________________________________________

Name of Firm: _________________________________________________________________

Name of Staff: __________________________________________________________________

Profession: _____________________________________________________________________

Date of Birth: __________________________________________________________________

Years with Firm: ___________________________ Nationality: ______________________

Membership in Professional Societies: __________________________________________

Detailed Tasks Assigned: _______________________________________________________

Key Qualifications:

[Give an outline of staff member’s experience and training most pertinent to tasks on assignment.
Describe degree of responsibility held by staff member on relevant previous assignments and give dates
and locations].

Education:

[Summarize college/university and other specialized education of staff member, giving names of schools,
dates attended and degree[s] obtained.]

Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions held by
staff member since graduation, giving dates, names of employing organizations, titles of positions held,
and locations of assignments.]

19
Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience.

_________________________________________________________ Date: ________________


[Signature of staff member]
___________________________________________________________________ Date;
______________
[Signature of authorised representative of the firm]

Full name of staff member: _____________________________________________________

Full name of authorized representative: _________________________________________

20
7. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL

Months (in the Form of a Bar Chart)


Name Position Reports Due/ Number of months
Activities 1 2 3 4 5 6 7 8 9 10 11 12

Reports Due: _________

Activities Duration: _________

Signature: ________________________
(Authorized representative)

Full Name: ________________________

Title: ______________________________

Address: ___________________________

21
8. ACTIVITY (WORK) SCHEDULE

(a). Field Investigation and Study Items

[1st, 2nd, etc., are months from the start of assignment)


1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

Activity (Work)

(b). Completion and Submission of Reports

Reports Date

1. Inception Report

4. Interim Progress Report


(a) First Status Report
(b) Second Status Report

3. Draft Report

4. Final Report

22
SECTION IV: - FINANCIAL PROPOSAL

Notes on preparation of Financial Proposal.

4.1 The Financial proposal prepared by the consulting firm should list the costs associated with the
assignment. These costs normally cover remuneration for staff, subsistence, transportation,
services and equipment, printing of documents, surveys etc as may be applicable. The costs
should be broken done to be clearly understood by MESPT.
4.2 The financial proposal shall be in Kenya Shillings or any other currency allowed in the request for
proposal and shall take into account the tax liability and cost of insurances specified in the request
for proposal.
4.3 The financial proposal should be prepared using the Standard forms provided in this part.

23
SECTION IV - FINANCIAL PROPOSAL STANDARD FORMS

The Financial Proposal has the following sections:

1. Financial proposal submission Form

2. Summary of costs

3. Breakdown of price/per activity

4. Breakdown of remuneration per activity

5. Reimbursables per activity

6. Miscellaneous expenses

24
1. FINANCIAL PROPOSAL SUBMISSION FORM

________________ [Date]

To: ______________________________________
______________________________________
______________________________________
[Name and address of Client]

Ladies/Gentlemen:

We, 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 figures] inclusive of the taxes.

We remain,

Yours sincerely,

_____________________________[Authorized Signature]
:
_____________________ [Name and Title of Signatory]:

_______________________ [Name of Firm]

______________________ [Address]

25
2. SUMMARY OF COSTS

Costs Currency(Kes) Amount(s)

Subtotal

Taxes

Total Amount of Financial Proposal __________________

26
3. BREAKDOWN OF PRICE PER ACTIVITY

Activity NO.: _______________________ Description:_________________________

Price Component Amount(s)

Remuneration

Reimbursables

Miscellaneous Expenses

Subtotal _______________________________

27
4. BREAKDOWN OF REMUNERATION PER ACTIVITY

Activity No. _________________________________ Name:_______________________

Names Position Input(Staff months, Remuneration Amount


days or hours Rate
as appropriate.)

Regular staff

(i)
(ii)

Consultants

Grand Total

28
5. REIMBURSABLES PER ACTIVITY

Activity No: ________________________________ Name: ______________________

No. Description Unit Quantity Unit Price Total Amount


1. Air travel Trip

2 Road travel Kms

3. Rail travel Kms


____________
4. Subsistence Allowance Day

Grand Total

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6. MISCELLANEOUS EXPENSES

Activity No. ______________________________ Activity Name: _______________________

No. Description Unit Quantity Unit Price Total Amount

1. Communication costs____
_________________________
(telephone, telegram, telex)

2. Drafting, reproduction of reports

Equipment: computers etc.


3.
Software
4.
Grand Total
______________

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SECTION V: - TERMS OF REFERENCE
TERMS OF REFERENCE CONSULTANCY FOR DEVELOPING BANANA VALUE CHAIN
GREENING TRAINING MANUAL AND TRAINING OF TOTs AS GREEN AGENTS

1.0. INTRODUCTION
Micro-Enterprises Support Programme Trust (MESPT) has since the year 2002 developed a niche in
supporting the growth of 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 who later relinquished their position to the Royal Danish
Embassy in Kenya, Ministry of Foreign Affairs of Denmark (DANIDA).

About Danida Market Development Partnership (DMDP) Programme


The Danida Market Development Partnership (DMDP) Programme is designed to give an opportunity to
enterprises that are keen on delivering towards Sustainable Development Goals (SDGs). The programme
brings commercial and non-commercial actors together in partnerships to promote sustainable business,
development and employment opportunities contributing to SDGs 8 (Decent Work and Economic
Growth) and 17 (Partnerships for Sustainable Development).
The overall objective of DMDP programme is to contribute to sustainable economic growth in
developing countries within the framework of the SDG’s. Through broad partnerships, the facility
contributes to the motivation and mobilization of private sector investments. The basis of a partnership
project is a business idea driven by one or several private companies. The support is given to ensure more
combined knowledge and resources from different types of actors to ensure more comprehensive
development results with a focus on SDG 8.
DMPD Banana Programme - Spurring Job Creation in Kenya by Enhancing the Competitiveness of the
Banana Sub Sector. The Market Development Partnership Project will contribute to increased and
sustainable incomes and decent jobs within the banana subsector in Taita Taveta County with emphasis
on women and youth. This will by extension contribute to poverty alleviation. The project will roll out
interventions geared to enhancing the competitiveness of the banana value chain and hence improved
market access for the targeted farmers. Production capacities of small holder farmers and service
providers will be developed, and vertical and horizontal linkages facilitated thereby sustainably creating
value and business efficiencies.
The project will deliver a socially and environmentally responsible fruit pulp processing factory that is
economically viable. The factory whose annual processing capacity is estimated at 40,000MT shall be
fully operational in the fourth year of the project cycle.
The commercial partners will set up aggregation centers and an ICT system for efficient management of
the supply chain. They have and will continuously explore market opportunities for both fresh banana
and pulp. They will invest in a 300-acre organic farm to ensure a consistent supply while also developing
the capacity of small holder farmers on the same. The commercial partners’ interventions will be
anchored on 2,000 small holder farmers organized in 40 farm estates and will oversee the aggregation
centers (business hubs) and offtake farm produce. They will work closely with 20 farm estate advisors
whose capacities are developed by the project. The smallholder farmer and various service providers will
earn incomes from the opportunities generated by the commercial partners. It is expected that at least
2,000 farmers will have their incomes increased by at least 40% from the third year. An estimated 1,200
private service providers providing an array of services to the farmers and other value chain actors will
31
also earn and or diversify incomes because of the opportunities generated by the project. At least 31,500
MT of quality bananas per year will consistently be produced and sold and at least 600 direct decent jobs
created by the commercial partners.
The consortium will promote climate smart and regenerative agricultural practices among smallholder
farmers and work with key stakeholders and market players to institute green compliance framework for
organic/safe food production. 20 demonstration farms will be enhanced to integrate greening solutions
with partnerships on inclusive green growth and circular economy developed and engagement
mechanisms established. The activities will lead to reduced carbon emissions and sequestration,
improvement of soil quality while also enhancing food security amongst targeted households.

2.0. Background of Banana Value Chain


Banana value chain has been identified as a potential driver of socio-economic development within the
Taita Taveta County as per the 2018 -2022 County Integrated Development Plan (CIDP). Out of the total
population in the county, 60% are involved in banana production. As of 2017, it accounted for 32% of the
total value of fruits and recorded 30% growth in revenues from USD 129.3M in 2016 to USD 169.77M
in 2017. This presents a great investment opportunity in the banana value chain.
Due to its suitable agro-climatic conditions, Taita Taveta is a natural choice for an expanded banana
industry. Bananas are grown either on rain-fed open fields or under irrigation. In the County, most
farmers have been growing them traditionally. There are about 4,000 banana farmers in the county with
acreage ranging from 0.25 to 3 acres. The County production per unit area is half the global average due
to low adoption of improved agronomic practices, attack by nematodes and diseases, limited access to
affordable quality inputs, extension and financial services, value addition opportunities and weak
linkages to markets. Only 8% of Banana farmers in the county are in contractual relationship. The
scenario demonstrates the need for support as elaborated in this proposal. This reflects the need for
market development interventions for sustainable models and scale.
Smallholder farmers are struggling to make more productive use of their farmland. Most are unable to
produce enough, to feed their families on an adequate nutritional diet and to sell in the market and
generate sufficient incomes to meet other needs. Additionally, farmers are demotivated by market
inconsistencies caused by the market players. Hence, there is a need for them to adopt good agricultural
sustainable practices and access quality inputs to enhance production as well as linkages to consistent
competitive markets to boost rural economies.
Previous studies have attributed these challenges to the following i) effects of climate change which are
particularly evident in terms of unreliable and erratic rainfall patterns with shifts in planting time,
moisture stress during the crop growing period and heavy rains during harvesting leading to increased
post-harvest losses. Post-harvest losses also arise from the rejection of small finger sizes in banana
bunches by the market, and poor handling during harvesting and transportation ii) unavailability and high
cost of inputs attributed to poor distribution network across the county. Most farmers thus use uncertified
seeds and other planting materials. There is also inadequate use of inputs such as fertilizers iii) poor
marketing system which results from lack of accurate and timely market information and poor
infrastructure across the county especially roads and post-harvest handling facilities iv) inadequate
extension services due to a wide farmer to staff ratio. In addition, the extension officers lack access to
emerging knowledge on modern farming practices.

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3.0. PURPOSE OF THE ASSIGNMENT
Towards the end of 2021 the DMFA introduced a greening component to the DMDP aimed at enhancing
the greening of both the commercial and development cases for improved sustainability. The banana
value chain project will be seeking to do this by among other things increasing adoption of climate smart
and regenerative agricultural practices in banana production amongst the smallholder farmers. Aiming at
improving productivity the project is already rolling a capacity development program for adoption of
good agricultural practices amongst small holder farmers. Whereas GAP addresses certain aspects of the
greening component there is need for a holistic training guide that in a more concrete manner supports
the understanding and application (the theory and practice) of the greening concept to farmers and other
key stakeholders. Most particularly intends to support the application of nature-based solutions to solve
farming problems while also supporting farmers to adopt organic farming and related practices. The
proposed training guide is therefore expected to facilitate content that will deliver a green ecosystem
within a banana farming environment.
The training manual will be available for use by farm estate advisors, lead farmers, extension staff and
farmers themselves. The manual will be subjected to a validation process by a carefully selected team of
stakeholders and will eventually be translated in Swahili and printed.
The purpose of this assignment is to develop a training manual(s) for greening and training of trainers of
trainers (TOTs) as greening agents.

4.0. SCOPE OF ASSIGNMENT


Reporting to the programme manager the consulting firm’s scope of work will include the following at
the minimum:
• Developing training manual template(s) with an elaborate outline to be used (Must be aligned to
best practices)
• Engaging technical experts to develop and incorporate various greening aspects in the manual.

• Discussion of the envisaged content of the manual with MESPT and key partners.

• Developing the training manual(s) for greening.


• Editing, formatting, and proofreading the developed training manual
• Facilitate a key stakeholder forum for validation of the training manual.

• Developing a comprehensive training curriculum / program for training trainers of trainers


(TOTs) on agricultural/banana value chain greening.

• Remote support of the manuals’ translation process.


• Submitting the final Training manual both in soft and hard copies
• Training of 20 lead farmers, 20 farm estate advisors and 5 ward agricultural officers as greening
agents.
• Undertake limited coaching follow ups with the farm estate advisors (TOTs) during farmer
trainings (1 per farm estate advisor)
• Submit a training report

33
5.0. EXPECTED OUTPUT OF THE ASSIGNMENT (DELIVERABLES)

No Activity Deliverables
1 Development and submission of an An inception report detailing the approach, methodology and general
inception report before the concept to the process.
commencement of the assignment
2 Development of the Greening Training A soft copy of the Training Manual in MS Word and PDF formats.
Manual
3 Development of a training curriculum A comprehensive training schedule.
4 Validation of the training manual Stakeholders’ validation report clearly demonstrating incorporation of
stakeholders’ feedback in the manual(s) development process.
5 Training of TOTs as green agents Draft report will be accompanied with photographic evidence of the
(include follow ups). training and signed attendance sheets for the trainees (FEAs, lead farmers
and ward agricultural officers).
6 Follow up and closure of the training Final report submitted in hard bound copy and electronic version
including the following: -
Concise presentation of the training sessions’ content applied methods
and key discussions Conclusions and recommendations based on lessons
learned for future interventions; Training programme evaluation forms
filled in by participants. In addition, the consultant will provide training
certificates to the trainees and a follow up report and other relevant
materials will be submitted to MESPT.
7 Reporting 1. Inception report
2. Manual.
3. Validation report.
4. Training report (draft and final)
5. Final assignment report.

6.0. ASSIGNMENT’S TIMELINE


The assignment will commence immediately after signing the contract with MESPT. The assignment will
be carried out in 60 working days. During implementation of this assignment, periodic updates to the
programme manager will be required.

7.0. EXPECTED PROFILE (QUALIFICATION AND COMPETENCIES) OF THE


CONSULTING FIRM
The scope of the assignment requires a competent team leader able to abide and implement the contract,
to coordinate the work in consultation with MESPT and to ensure that timelines and milestones of the
contract are effectively achieved. The bidding Firm is expected to be domiciled in Kenya with the
following competencies: -
• The consulting firm should have a mix of experts with a background and experience in Natural
Resource Management, Climate Change, Agribusiness and Food safety at least 7 years’
experience.
• The consulting firm should have experience in developing Training manuals and Learning guides
(Provide proof)
• At least one of the experts/team members should be well versed and highly experienced in green
growth initiatives/ green transformation.
• At least one team members should have practical working experience in the banana value chain.
34
• At least one of the team members must be well versed with certification/ food standards and
processes preferably with a certificate in the area.
• Experts to be involved must have hands on experience in training.
• The lead consultant should have high organisational and co-ordination skills

8.0. Approach and Methodology


It is recommended that a facilitative and participatory approach is employed and adopted for this process
however the consulting firm is expected to develop an appropriate methodology and implementation plan
clearly demonstrating how the work will be carried out.
9.0. Logistics
MESPT will facilitate venue hire, meals, and related logistics for trainees / participants during the
training and validation workshops.

10.0. Reporting
The consulting firm will work under the supervision of the programme manager.

11.0. Ownership and Beneficiaries of the consultancy materials


All documents produced under this assignment shall be the sole property of MESPT and may be used for
any purpose whatsoever without the need to consult with the author. The key beneficiaries of the
trainings are the local communities within the project area, as the skills gained will support them in
understanding the local needs on banana clean rootstalk and support those interested in such skills in the
banana and other related value chains.

12.0. Payment Plan


The Consulting firm will be paid in accordance with MESPT guidelines. MESPT will also prepare a
detailed contract for the assignment and will retain 5% Withholding Tax as required by Kenya Revenue
Authority.
The Consulting firm is requested to quote a fee that will cover all their costs including transport,
accommodation where applicable and other incidentals.

The payment plan to the Consulting firm will be as follows: -


a) 30% upon successful mobilization of the assignment and sharing an acceptable inception report
with an implementation plan.

b) 30% upon facilitation and presentation of an acceptable/ validated training manual, curriculum,
and a draft training report with attendance sheets of trainees and photographic evidence.

c) 40% upon finalization of the coaching support and presenting acceptable final reports.

SUBMISSION OF PROPOSALS

Consulting firms are required to submit their proposals by 5.00 p.m. on 1st April 2022, to the e-mail
[email protected]. In case of any clarification please contacts us through [email protected].

Additional Information to be submitted includes:


Registration certificate, PIN No, VAT, Tax Compliance certificate, CR12.

35
SECTION VI: STANDARD FORMS OF CONTRACT

AGREEMENT

FOR

__________________________________

THIS AGREEMENT is made and entered into between MICRO ENTERPRISE SUPPORT
PROGRAMME TRUST registered under Trustees (Perpetual Succession) ACT, CAP 164 the Laws of
the Republic of Kenya of P.O. Box 187 Sarit Centre 00606 Nairobi, aforesaid, and having its offices at
MESPT PLAZA, Tausi Road, Westlands, Nairobi aforesaid (hereinafter referred to ‘Trust’, which
expression shall, where the context so admits include its successors in title and assigns) of the one part;

-And-

____________________________ of P.O. __________________________ (hereinafter referred to as


the ‘Service provider’ which expression shall where the context so admits include its successors in title
and assigns) of the other part.

Whereas the Trust requested bids for _________________________ (“the said services”) and has now
accepted the bids by the Service provider for the provision of the said services at an all-inclusive cost of
Ksh. _________________ (Kenya Shillings _____________________________ Only inclusive of VAT
- the contract price). This amount shall be subjected to a 5% withholding payable directly to KRA.

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. The “Trust Notification of Award Letter” dated _________________ be deemed to form, be read, and
construed as part of this Agreement.

2. The Trust intends to accomplish the following objectives under this Agreement:
________________________________________________________________________

3. The Service provider has undertaken to ensure that the objective(s) in clause 2 are met consequent to
the discharge of its obligations herein.

4. The Service provider shall provide the said services as per the “scope of assignment” below
_____________________________________________________________________

5. The expected deliverables of this assignment are as below:

_____________________________________________________________________

6. The service provider shall commence the said works upon execution of this contract and execute
them for a maximum period of __________ days (from the contract signing date) for the entire
assignment

7. The mode of payment to the Service provider will be as follows:

Deliverable Percentage payable Amount payable


36
Total Kshs. …………../=

All payments will be subject to the submission of an invoice to the Trust.

8. It is understood that the Trust will not be required to make any further payments in addition to the
contract price to the Service provider. The Service provider will bear all costs associated with the
said services, unless otherwise agreed in writing.

9. The Trust shall designate __________________, to oversee the coordination of activities under
this Agreement, ensure quality control and standardization of the assignment’s processes and
outputs.

10. The Service provider shall perform the said services and carry out its obligations herein with all
due diligence, efficiency and economy, in accordance with generally accepted professional
standards and practices, and shall observe sound management practices and employ appropriate
technology, safe and effective equipment, machinery, materials and methods.

11. The Service provider shall always act, in respect of any matter relating to this Contract, as a
faithful advisor to the Trust and shall at all times support and safeguard the Trust ’s legitimate
interests in any dealings with third parties.

12. The Service provider undertakes to perform the said services with the highest standards of
professional and ethical competence and integrity.

13. The Service provider shall not, during and after the term of this Agreement, disclose any
proprietary or confidential information relating to the said services or the Trust’s operations or
business without the prior written consent of the Trust.

14. Any studies, reports or other materials, graphics, software or otherwise prepared by the Service
provider for the Trust under this Agreement shall belong to and remain the property of the Trust.
The Service provider shall not use such property for any other purpose unless prior express consent
is given by the Trust.

15. The Trust may assign this Agreement to another Entity or organ if it becomes necessary to do so,
provided the Service Provider is consulted. The Service provider shall not assign this Agreement
or sub-contract any portion of it without the Trust’s prior written consent.

16. Failure to provide the said services as envisaged in the Agreement within the time provided for in
the Agreement without giving a reasonable explanation will lead to termination of the contract.
Upon such termination, they will refund the contract price already paid to it.

37
17. The Trust will raise any concerns it has with the Service Provider, before terminating the
Agreement, if at any time it is of the opinion that the Service provider is not discharging its
obligations as herein provided.

18. The Trust, may, in consultation with the Service provider, amend this Agreement for the purposes
of achieving the desired objectives in clause 2. However, such amendment will only come into
force after it is reduced in writing and executed by both parties.

19. General:

a) No failure or delay by the Trust in exercising any claim, right, remedy, power or privilege under
this Agreement shall operate as a waiver thereof nor shall any single or partial exercise or waiver
of any claim, right, remedy, power or privilege preclude its further exercise or the exercise of any
other claim, right, remedy, power or privilege.

b) Each of the provisions of this Agreement is severable and distinct from the others and if at any
time one or more of such provisions is or becomes invalid, illegal or unenforceable the validity,
legality and enforceability of the remaining provisions hereof shall not in any way be affected or
impaired thereby.

20. Governing Law and Dispute Resolution

This Agreement shall be governed by and be construed in accordance with the Laws of Kenya.

Should any dispute, controversy or claim arising out of or in connection with this Agreement,
including but not limited to any question regarding its interpretation, existence or validity, the
parties shall in the first instance, seek to resolve such dispute by mutual consultations.

Should such consultations fail to achieve a resolution within seven (7) working days, either party
may declare a dispute by written notification to the other whereupon such dispute shall be referred
to arbitration for final resolution under the provisions of the Arbitration Act, 1995 or any statutory
modification or re-enactment thereof.

The tribunal shall consist of one arbitrator to be appointed by agreement between the parties within
fourteen (14) days of the first date when any party gives notice of the identity of the proposed
arbitrator and failing such agreement, to be appointed by the Chairman for the time being of the
Chartered Institute of Arbitrators, Kenya Branch. The seat of the arbitration shall be Nairobi and
the language of the arbitration shall be English. The award of the arbitration tribunal shall be final
and binding upon the parties to the extent permitted by law and either party may apply to a court of
competent jurisdiction for enforcement of such award.

21. Notwithstanding the foregoing, a party is entitled to seek preliminary injunctive relief or interim or
conservatory measures from any court of competent jurisdiction pending the final decision or
award of the arbitrator.

38
22. Anti-Corruption Clause

No payment, consideration or benefit of any kind, which could be regarded as an illegal or corrupt
practice, shall be made, promised or accepted – directly or indirectly – as an inducement or reward
in relation to activities funded under this contract, including tendering, award, or execution of
contract. Any such practice will be grounds for the immediate cancellation of this contract and for
such additional action, civil and /or criminal as may be appropriate.

If any of the above, comes to the knowledge of MESPT the contract will be terminated with
immediate effect and legal action taken. Any advance payment not accounted for will be requested
to be paid back.

39
IN WITNESS WHEREOF this contract has been duly executed by or on behalf of Parties:

SIGNED for ) ________________________________

MICRO ENTERPRISES SUPPORT )

PROGRAMME TRUST (MESPT) ) Signature __________________________


) Date ______________________________

In the presence of: ) __________________________________


)
And ) Signature __________________________
) Date______________________________

In the presence of: ) __________________________________


)
) Signature __________________________
) Date_____________________________

SIGNED by

________________________ ) Name______________________________

) Signature__________________________

) Date______________________________

In the presence of: ) Name_____________________________


Witness ) Signature __________________________
) Date______________________________

LIST OF APPENDICES

Appendix A: Terms of Reference and Scope of Services

Appendix B: Consultant’s Personnel

Appendix C: Consultant’s Reporting Obligations

40
LETTER OF NOTIFICATION OF AWARD

Micro Enterprises Support Programme Trust (MESPT)


MESPT Plaza, 01 Tausi Road, Westlands
P.O. Box 187, Sarit Centre, 00606, Nairobi

To:

RE: Tender No.

Tender Name

This is to notify that the contract/s stated below under the above-mentioned tender have been awarded to
you.

1. Please acknowledge receipt of this letter of notification signifying your acceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the date of this letter.

3. You may contact the officer(s) whose particulars appear below on the subject matter of this letter
of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

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