call for proposal development of resource … · 2017. 7. 16. · section ii – information to...

Uraia Trust Call for Proposal

Development of Resource Mobilization Strategy July 2017

1

URAIA TRUST

CALL FOR PROPOSAL

DEVELOPMENT OF RESOURCE MOBILIZATION STRATEGY

CLOSING DATE AND TIME 1ST OF AUGUST 2017 BY 2 PM

…………………………………………………………………………



2

Table of Contents SECTION I - LETTER OF INVITATION ....................................................... 3 SECTION II – INFORMATION TO CONSULTANTS (ITC) ...................................... 4 Appendix to Information to Consultants ...................................................... 7 SECTION III: - TECHNICAL PROPOSAL ............................................................ 9 SECTION IV: - FINANCIAL PROPOSAL ........................................................... 17 SECTION V: - TERMS OF REFERENCE FOR THE DEVELOPMENT OF RESOURCE MOBILIZATION STRATEGY .................................................... 19



3

SECTION I - LETTER OF INVITATION

Date: 14th of July 2017 RE: DEVELOPMENT OF A RESOURCE MOBILIZATION STRATEGY 1.1 Uraia Trust invites your firm to submit a Technical Proposal and a Financial Proposal

for the development of Resource Mobilization Strategy. The specific objective of this consultancy is to produce a resource mobilization strategy that will assist Uraia to expand its resource. This objective will be met through the development of a resource mobilization strategy for Uraia Trust that focuses on maximizing the already acquired and available resources of the Trust to enhance the organization’s long term organizational sustainability.

1.2 The Request For Proposals (RFP) includes the following documents:

Section I - Letter of invitation Section II - Information to consultants Appendix to Consultants information Section III - Technical Proposal Section IV - Financial Proposal Section V - Terms of Reference

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 Grace Maingi EXECUTIVE DIRECTOR URAIA TRUST



4

SECTION II – INFORMATION TO CONSULTANTS (ITC) 2.1 Introduction 2.1.1 Uraia Trust invites your organization to submit a Technical Proposal and a Financial

Proposal, for the development of a Resource Mobilization Strategy. 2.1.2 Please note that the costs of preparing the proposal and of negotiating the contract,

including any visit to Uraia Trust are not reimbursable as a direct cost of the assignment. 2.1.3 Uraia Trust’s employees, board members, or any organizations associated with them are

not eligible to participate. 2.1.4 The tender document will be given at no cost.

2.2 Clarification and Amendment of RFP Documents 2.2.1 Your organization may request a clarification of any of the request for proposal

documents only up to 5 days before the proposal submission date. Any request for clarification must be sent in writing by email using the address indicated in the Appendix “Information to Consultants”. Uraia Trust will respond in writing to such requests.

2.3 Preparation of Technical Proposal 2.3.1 Your proposal shall be written in English language. 2.3.2 In preparing the Technical Proposal, you are expected to examine the documents

constituting this request for proposal in detail.

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

(i) A brief description of your organization and an outline of three (3) recent

experiences on assignments of a similar nature. 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 Uraia Trust.

(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.



5

(v) CVs recently signed by the proposed professional staff and certified by the 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 five (5) years.

2.3.4. The Technical Proposal shall not include any financial information.

2.4. Preparation of Financial Proposal 2.4.1 In preparing the Financial Proposal, your organization is expected to take into account

the requirements and conditions outlined in the request for proposal documents.

2.4.2 Financial Proposal should follow Standard Forms (page 18). The Consultant must indicate all costs associated with this assignment i.e. the professional fee and any other cost that will be incurred by the consultant as he/she carries out the assignment.

2.4.3 The Financial Proposal should clearly identify as a separate amount, the local taxes, duties or other charges imposed under the law.

2.4.4 Your organization shall quote the price for the assignment in Kenya Shillings. 2.4.5 The Proposal must remain valid for 90 days after the submission date. During this

period, your organization is expected to keep available, at your own cost, the professional staff proposed for the assignment. Uraia Trust will make its best effort to complete negotiations within this period. If Uraia Trust wishes to extend the validity period of the proposals, your organization shall be consulted to agree to the extension.

2.5 Submission, Receipt, and Opening of Proposals 2.5.1 The original proposal (Technical Proposal and Financial Proposal) shall be prepared in

indelible ink. It shall contain no alterations or overwriting, except as necessary to correct errors made by your firm itself. Any such corrections must be initialed by the persons or person authorized to sign the proposals.

2.5.2 The Technical Proposal shall be placed in a sealed envelope clearly marked

“TECHNICAL PROPOSAL,” and the Financial Proposal in a sealed envelope clearly marked “FINANCIAL PROPOSAL”. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall be labeled TENDER FOR DEVELOPMENT OF RESOURCE MOBILIZATION STRATEGY and shall bear the submission address and other information indicated in the Appendix “Information to Consultants”.

2.5.3 The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated in the Appendix “Information to Consultants”. Any proposal received after the closing time for submission of proposals shall be returned to the respective consultant unopened.



6

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

2.6. Evaluation of Technical Proposal

2.6.1 The evaluation committee appointed by the Uraia Trust shall evaluate the proposals on

the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria as follows

Points 1 Specific experience of the consultant/firm in

undertaking similar assignments 20

2 Clarity and adequacy of the proposed work plan and methodology in responding to the terms of reference

30

3 Qualifications and competence of the key staff for the assignment (min 3)

20

4 Clarity and adequacy of Financial Proposal

30

2.6.2 Each proposal will be evaluated and given a technical score based on the criteria

specified in 2.6.1. The financial proposals will not be opened until all technical proposals have been evaluated and awarded technical score.

2.7. Evaluation of Financial Proposal

2.7.1 The financial proposal will not be opened until all technical proposals have been evaluated and awarded technical scores.

2.7.2. The evaluation of the financial proposal shall be of the price including all costs as well as duties and taxes payable on all the materials to be used in carrying out of the assignment. The total score for the financial proposal is 30 points.

2.8 Negotiations 2.8.1 Negotiations will be held with the winning firm at the same address as “address to send

information to the Client” indicated in the Appendix “Information to Consultants”. The aim is to reach agreement on all points and sign a contract.

2.8.2 Negotiations will include a discussion of the Technical Proposal, the proposed

methodology (work plan), staffing and any suggestions made by your organization to improve the Terms of Reference. Uraia Trust and your organization will then work out final Terms of Reference, indicating activities, 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 your organization can offer within the available budget and to clearly defining the inputs required from Uraia Trust to ensure satisfactory implementation of the assignment.



7

2.8.3 The negotiations will conclude with a review of the draft contract. Upon completion of

negotiations Uraia Trust and the selected firm will initial the agreed Contract. If negotiations fail, Uraia Trust will invite the firm whose proposal received the second highest score to negotiate a contract.

2.9 Award of Contract 2.9.1 The Contract will be awarded following negotiations. After negotiations are completed,

Uraia Trust will promptly notify other organizations on the shortlist that they were unsuccessful.

2.10 Confidentiality

2.10.1 Information relating to evaluation of proposals and recommendations concerning

awards shall not be disclosed to any organization that 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.

2.11 Corrupt or fraudulent practices

2.11.1. The procuring entity requires that the consultants observe the highest standards of ethics

during the selection and award of the consultancy contract and also during the performance of the assignment.

2.11.2. The procuring entity will reject a proposal for award if it determines that the consultant

recommended for award has engaged in any corrupt or fraudulent practices in competing for the contract in question.

Appendix to Information to Consultants

This section 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.

Clause Reference

2.1.1 The name of the Client is: Uraia Trust 2.1.1 Technical and Financial Proposals are expected to be submitted for development of

Resource Mobilization Strategy. The specific objective of this consultancy is to produce a resource mobilization strategy that will assist Uraia to expand its resource. This objective will be met through the development of a resource mobilization strategy for Uraia Trust that focuses on maximizing the already acquired and available resources of the Trust to enhance the organization’s long term organizational sustainability.



8

2.2. The email address to send information to the Uraia Trust is: [email protected]. 2.5.1 Your organization must submit one original copy of each proposal (Technical and

Financial)

2.5.2 The Technical and financial Proposals must be sealed in separate envelope clearly marked “TECHNICAL PROPOSAL,” and “FINANCIAL PROPOSAL”. Both envelopes shall be sealed in an outer envelope labeled TENDER FOR DEVELOPMENT OF RESOURCE MOBILIZATION STRATEGY

2.5.3 The proposal submission address is: EXECUTIVE DIRECTOR Uraia Trust P. O. Box 28151-00100 Nairobi Physical address: Uraia House, Jacaranda Avenue, off Gitanga Road 2.5.3 Proposals must be submitted no later than 1st of August 2017 by 2pm



9

SECTION III: - TECHNICAL PROPOSAL TECHNICAL PROPOSAL SUBMISSION FORM [_______________ Date] To: Uraia Trust Ladies/Gentlemen: We, the undersigned, offer to assist in the development of Uraia’s Resource Mobilization Strategy 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 sealed under a separate envelope. We remain, Yours sincerely, _____________________________________________ [Authorized Signature]: _____________________________________________ [Name and Title of Signatory] _________________________________ ____________ [Name of Firm] _________________________________ _____________ [Address:]



10

FIRM’S REFERENCES

Relevant services carried out for 3 clients in the last five years that best illustrate your qualifications

Using the format below, provide information on each assignment for which your firm 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; ________________________



11

COMMENTS AND SUGGESTIONS OF YOUR FIRM ON THE TERMS OF REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE URAIA TRUST. 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.



12

DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT



13

TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task



14

FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL

STAFF

Name of Firm:

_________________________________________________________________

Name of Staff:

__________________________________________________________________

Profession:

_____________________________________________________________________

Date of Birth:

__________________________________________________________________

Years with Firm: __________________________Nationality: ______________________

Membership in Professional Societies: __________________________________________

Detailed Tasks Assigned:

_______________________________________________________

Key Qualifications:



15

[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.]

Certification:



16

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

my experience.

_________________________________________________________ Date:

________________

[Signature of staff member]

___________________________________________________________________ Date;

______________

[Signature of authorized representative of the firm]

Full name of staff member:

_____________________________________________________

Full name of authorized representative:

_________________________________________



17

SECTION IV: - FINANCIAL PROPOSAL FINANCIAL PROPOSAL SUBMISSION FORM

________________[ Date]

To: Uraia Trust P. O. Box 28151-00100 Nairobi

Ladies/Gentlemen:

We, the undersigned, offer to assist in the development of Uraia’s Resource Mobilization

Strategy 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,



18

SUMMARY OF COSTS

Costs Currency(ies) Amount(s)

Subtotal

Taxes

Total Amount of Financial Proposal

__________________

______________________________________________[Authorized Signature]

________________________________________________ [Name and Title of Signatory]:

_______________________________________________ [Name of Firm]

_______________________________________________ [Address]



19

SECTION V: - TERMS OF REFERENCE FOR THE DEVELOPMENT OF RESOURCE MOBILIZATION STRATEGY Introduction and Background Uraia Trust is a Kenyan owned and run national level organisation leading in democratic transformation. Uraia coordinates multiple actors and stakeholders to make a major contribution to developing an informed and educated citizenry in Kenya that addresses its contextual realities and leads to citizenry engagement in various reform activities at various levels. The Vision of Uraia Trust is “an informed, empowered and democratic nation”. Its Mission is “To provide quality civic education and empower Kenyans to exercise their civic duty in order to realize their constitutional aspirations”. Objective The specific objective of this consultancy is to produce a resource mobilization strategy that will assist Uraia to expand its resource. This objective will be met through the development of a resource mobilization strategy for Uraia Trust that focuses on maximizing on the already acquired and available resources of the Trust to enhance the organization’s long term organizational sustainability. Further to the foregoing, the strategy should identify and recommend other additional new alternatives available that the Trust can feasibly undertake to increase its resource base to support its current and future growth in line with the vision and mission Scope of work

• Carry out a review of Uraia’s current resource mobilisation plan and approaches including staff capacity to identify existing gaps and make recommendations to Uraia in order to achieve organisational sustainability.

• Development of a resource mobilisation strategy. • Development of a work plan for the implementation of the resource mobilisation

strategy and projection of resources required to implement the strategy • Capacity building within the organization to implement the resource mobilization

strategy. • Development of a monitoring and evaluation plan for the implementation of the resource

mobilization strategy.

Requirements In responding to this request for proposal the consultant is expected to provide. (i) A brief description of your firm (ii) An outline of three (3) recent experiences on assignments of a similar nature those

completed within the last five (5) years that are similar in size, scope and complexity to the scope of work in this RFP. Additionally, for the three most recent similar contracts, the Consultant shall provide the customer’s name, contract number, contract value,



20

current postal and e-mail addresses, telephone number for a currently available point of contact. This information should be summarized as per the table in page 10 of this document

(iii) The Consultant shall identify in summary format (as per the table on page 13) the names

of the individuals proposed to perform the requirements described in the scope of work and their roles. The Consultant shall indicate the level of effort for each proposed person who will perform under the contract.

(iv) The Consultant shall submit a complete and current resume for each proposed professional employee using the format (as per page 14 of this document) who will be carrying out the work if award is made. These resumes must clearly describe the individuals’ education, experience, and professional credentials.

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

(vi) A description of the methodology and work plan for performing the assignment. This should clearly indicate the step-by-step approaches the Consultant proposes to use in delivering the assignment.

(vii) The Consultant’s capacity statement clearly indicating any specialized competence the organization/individual possesses with regard to the requirements described in the scope of work with emphasis on resource mobilization strategy development

(viii) The Consultant will also be expected to attach • A copy of the P.I.N • A copy of the VAT certificate where applicable • A copy of the registration document such as incorporation certificate.

(ix) Financial Proposal. The Consultant must indicate all costs associated with this

assignment i.e. the professional fee and any other cost that will be incurred by the Consultant as he/she carries out the assignment. The financial proposal must be in Kenya Shillings and inclusive of all applicable taxes.

Deliverables The key deliverables of this consultancy shall include:

i. An Inception Report detailing the work plan, methodology, key components of the assignment and how the deliverables shall be presented. The Inception Report can also include suggestions and improvements in the Terms of Reference, which shall contribute to better implementation of the project.

ii. A Draft Resource Mobilisation Strategy and Assignment Report to be presented to the Uraia Trust for comments. This should include the draft work plan of implementation.

iii. A Resource Mobilisation Strategy and Assignment Report to be delivered within 14 days after receiving feedback from Uraia Trust.



21

iv. The Consultant will submit three copies of the approved final Resource Mobilisation Strategy and Assignment Report to Uraia Trust with two copies of CDs containing the same in electronic format.

Assignment Duration The assignment shall be conducted within a period of not more than sixty working days effective from the time of signing the contract until when the final report shall be submitted. Qualifications of the Consultant The ideal consultancy firm will be or will have the following attributes;

1. Specialist in financial management and resource mobilisation; 2. Proven specialist experience in undertaking similar assignments; 3. Proven experience of at least three similar and comparable projects with at least three

references; 4. Proven analytical tools to track and measure progress of the resource mobilisation

programme; 5. Ability to evaluate success and viability of income generating projects; 6. Expertise and capacity in developing and managing income generating projects 7. Demonstrate an understanding of the governance and democracy sector especially the

use of civic education in democratic transformation; 8. Capacity and expertise in handling diverse stakeholders.

Management of the Assignment The Consultant shall work closely with the Uraia Trust Resource Mobilisation Strategy Committee and report to the Executive Director of Uraia Trust. When bidding, the Consultant may partner with other reputable firms, which specialize in providing specific services that the Consultant may be lacking in expertise however such an arrangement must be explicitly indicated in that bid.

SECTION I - LETTER OF INVITATIONSECTION II – INFORMATION TO CONSULTANTS (ITC)Appendix to Information to Consultants

SECTION III: - TECHNICAL PROPOSALSECTION IV: - FINANCIAL PROPOSALSECTION V: - TERMS OF REFERENCE FOR THE DEVELOPMENT OF RESOURCE MOBILIZATION STRATEGY