Request for Proposals (RFP) Number CNFA-LADA-DATABASE-02

Transcription

1 To: From: RFP Number: Offerors CNFA/LADA Request for Proposals (RFP) Number CNFA-LADA-DATABASE-02 Issuance Date: July 25, 2016 Deadline for Questions: August 2, :00pm GMT Deadline for Offers: August 15, :00pm GMT Reference: USAID/CNFA Cooperative Agreement No. AID-669-A , Liberia Agribusiness Development Activity (LADA) project Dear Offerors: CNFA invites Liberian-based consultants, firms or individuals to submit a best-offer proposal for the Development of Mobile Data Collection and Database System under Cooperative Agreement No. AID-669- A , Liberia Agribusiness Development Activity (LADA) Project, implemented in Bong, Nimba, Lofa and rural Montserrado Counties funded by the United States Agency for International Development (USAID). Submission of Questions: Questions may be submitted no later than August 2, 2016 (5:00 pm GMT). Offerors are invited to address questions to: Mr. J. Boima Barclay, HR, Office and Grants Manager via bbarclay@cnfa-liberia.org. Please cc: Daniel Gies, COP, dgies@cnfa.org and Oscar Flomo, MEM, oflomo@cnfa-liberia.org. Insert in subject line: Request for Proposal (RFP) Number CNFA-LADA-DATABASE-02 Submission of Proposals: All responses must be in English. One hard copy or one soft copy shall be delivered no later than August 8, 2016 (5:00 pm GMT) to Mr. J. Boima Barclay, HR, Office and Grants Manager via bbarclay@cnfa-liberia.org or by hand to CNFA LADA Office, Tubman Boulevard, Behind Cuttington University, Congo Town, Monrovia, Liberia. Insert in subject line: Request for Proposal (RFP) Number CNFA-LADA-DATABASE-02 Additional Information: The project is sourced and funded for a Liberian-based firm, organization or individual service provider. Travel costs to Liberia will not be covered. Travel within Liberia will take place in CNFA/LADA vehicles. LIST OF APPENDICES Appendix A: Appendix B: Appendix C: Appendix D: Proposal Cover Letter template Relevant Experience form Bid Price Quotation form Staffing Plan form Page 1 of 10

2 SECTION A PROPOSAL INSTRUCTIONS The Offeror shall submit its best-offer proposal for the Works in accordance with the Scope of Work described under Section C, and shall contain: 1. Proposal Cover Letter signed by a person authorized to sign on behalf of the Offeror. Use the template in Appendix A. 2. Summary of Relevant Experience: Offerors should list current and previous projects using the template provided in Appendix B. 3. Past Performance References for Similar Work: Offerors should include 1-2 letters from clients verifying the quality of the Offeror s work on client letterhead. (No form provided) 4. Priced Bill of Quantities: The Offeror shall submit its Bid/Price Quotation sheet in Appendix C. Travel costs to Liberia will not be covered. Travel within Liberia will take place in CNFA/LADA vehicles. Hotel and per diem will be covered. 5. Staffing Plan: The Offeror should describe the proposed technical and managerial team. Use the form provided in Appendix D. If submitting a hard copy, the proposal shall be placed in a sealed envelope clearly marked Proposal for Request for Proposal (RFP) Number CNFA-LADA-DATABASE-02, and TO BE OPENED ONLY BY A MEMBER OF THE EVALUATION COMMITTEE. If submitted by , the subject line of the message shall be Proposal for Request for Proposal (RFP) Number CNFA-LADA-DATABASE-02. If multiple messages are required to submit because of the size of the documents, the applicant will number their s. For example, the second submitted should read, Proposal for Request for Proposal (RFP) Number CNFA-LADA-DATABASE-02 No. 2. The completion and submission to CNFA of the above items will constitute an offer (proposal) and will indicate the Offeror s agreement to the disclaimers, terms and conditions in this RFP as stipulated in Section E and in any attachments hereto. Offerors are required to examine all instructions and the specifications contained in this Request for Proposal. FAILURE TO DO SO WILL BE AT THE OFFEROR'S RISK. SECTION B - TYPE OF AWARD B.1 The anticipated award will be a Fixed Price Subcontract. Page 2 of 10

3 SECTION C SCOPE OF WORK C.1 SUMMARY: CNFA is a not-for-profit organization based in Washington, D.C., dedicated to stimulating economic growth in the agricultural sector by nurturing entrepreneurship, private enterprise and market linkages. CNFA specializes in fostering private sector investments in training, new technologies and marketing as a means to increase the overall competitiveness of agricultural value chains, to expand exports, and to develop skills in the rural workforce. CNFA assists smallholders in increasing household-level food security and nutrition through improved agricultural practices, introduction of new varieties, diversification of crop production, food preservation and storage, development of farmer-based organizations (FBOs) and strengthened linkages to markets. LADA is a four-year, $19.3 million USAID-funded project that aims to improve the agricultural development and food security initiatives at the community- and national-level in Liberia. The LADA project aims to strengthen aggregation clusters through facilitating business relationships that link suppliers, producers, processors, buyers, and investors so that all actors along the value chain can benefit from sustainable growth. LADA s goal is to increase agricultural incomes of smallholder farmers (SHFs) through increasing private sector investment in the Liberian agribusiness sector. LADA seeks to accomplish this goal by expanding SHF access to and use of agricultural inputs and post-harvest handling, processing, packaging and marketing services. A complementary objective in support of this goal is to establish the Liberia Agribusiness Investment Network (AIN) to serve as platform for linking actors in the agribusiness sector and advocating for sector-friendly policies that contribute to increased agricultural investment in Liberia. The achievement of LADA s goals will be driven by the attainment of the following three intermediate results (IRs) and six sub-intermediate results (Sub IRs): IR1: Increased private sector investment in agricultural input systems Sub IR 1.1: Increased demand for agro-inputs Sub IR 1.2: Improved capacity of agro-dealers to sell agricultural inputs IR2: Increased private sector investment in post-harvest handling, storage, packaging, transportation, marketing and auxiliary services Sub IR 2.1: Micro small and medium enterprise (MSME) access to finance improved (Sub IR 2.1 also supports IR 1) Sub IR 2.2: Increased knowledge of post-harvest handling practices IR3: Strengthened facilitation, market information services, advocacy and support systems Sub IR 3.1: Increased access to market information and digital financial services Sub IR 3.2: Strengthened capacity of AIN to increase investment in selected value chains C.2 SERVICES TO BE PERFORMED: A. Mobile Data Collection Application: To enable effective and efficient data collection and reporting, CNFA seeks to develop and deploy a user-friendly mobile data collection application for LADA which will allow field team to collect data using mobile devises with the technology to transmit the collected data to a central location in real time. Page 3 of 10

4 Within this scope, the selected offeror will develop the mobile data collection application, test and deploy the technology and train LADA staff to use the application. B. Database Development: To facilitate aggressive data collection, storage and reporting, CNFA seeks to develop a thorough but simplified interactive database system for tracking LADA s inputs, outputs and outcomes through the use of routine data collection and survey tools. The database should have the capability to generate reports including creating dynamic visualizations. This database should be able to link to the mobile data collection application described in (A) above. Within this scope, the selected offeror will develop the interactive database system, and it and train LADA staff to use the system. C.3 TASKS: The development of a mobile data collection application and database for LADA will include the following tasks: Desk review of LADA s program documents including the Technical Proposal, M&E Plan, PY1 Work Plan, etc. Work with LADA s M&E Team to review and adopt draft data collection tools to electronic tools and incorporate additional information/reporting needs of LADA. Develop a mobile data collection and storage tool that is web-based and can be used to create and manage digital forms and collected data. The tool should have the capability of offline accessibility using HMTL5 or other applications. Develop a customized database linked to the data collection and storage tool with capabilities of data analysis and reporting including the ability to display visualizations. Develop a written manual on the functions and use of the data collection and database tools. Build capacity of local M&E Staff and technical team for efficient and effective database administration (locally) Prepares detailed optimal backup and recovery strategies and procedures based in conformity with organizational security policies and procedures Should have designed a Business Continuative plan Training of designated staff to manage the web-based application C.4 DELIVERABLES: The following are the expected deliverables of the tasks stated above: Mobile data collection application (soft copy) Customized database system (soft copy) Manual of mobile data collection application Manual on customized database system C.5 PERIOD OF PERFORMANCE: The selected offeror is anticipated to be on the ground in Liberia for a total of 40 LOE days (work days of a 5-day work week) within the approximate Q period. Page 4 of 10

5 SECTION D INSPECTION AND ACCEPTANCE D.1 Quality Assurance Upon award, the selected offeror shall institute an appropriate inspection system set forth in a quality assurance plan. The plan shall include checklists of duties to be carried out, ensuring these duties are carried out by the supervisory staff and senior employees, and carrying out weekly inspections to determine whether the various services are being performed according to the Subcontract. The selected offeror shall correct and improve promptly any shortcomings and substandard conditions noted during inspection. The selected offeror shall bring any conditions beyond the responsibility of the offeror to the attention of the CNFA Project Manager. SECTION E DISCLAIMERS, TERMS AND CONDITIONS This is a Request for Proposals only. Issuance of this RFP does not in any way obligate CNFA, the LADA project, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. In addition, CNFA reserves the right to the following: a) CNFA may cancel the RFP and not award. b) CNFA may reject any or all responses received. c) Issuance of an RFP does not constitute award commitment by CNFA. d) CNFA reserves the right to disqualify any offer based on offeror failure to follow RFP instructions. e) CNFA will not compensate offerors for their response to this RFP. f) CNFA reserves the right to issue award based on initial evaluation of offers without further discussion. g) CNFA may choose to award only part of the activities in the RFP, or issue multiple awards based on the RFP activities. h) CNFA reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition. i) CNFA will be contacting all offerors to confirm contact person, address and that a bid was submitted for this RFP. This solicitation is subject to CNFA s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply: a) CNFA s standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFP and identified in the resulting award; payment will not be issued to a third party. b) Any award resulting from this RFP will be a firm fixed price subcontract. c) No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria. d) Any international air or ocean transportation or shipping carried out under any award resulting from this RFP must take place on U.S.-flag carriers/vessels. e) United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFP must ensure compliance with these laws. f) The title to any goods supplied under any award resulting from this RFP shall pass to CNFA following delivery and acceptance of the goods by CNFA. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to CNFA. This includes all intellectual property developed under any resulting award. Page 5 of 10

6 SECTION F EVALUATION CRITERIA All proposals received in response to this RFP will be evaluated and scored on Technical and Cost factors. The Subcontract shall be awarded to the firm which has the highest total proposal evaluation score based on a combination of the following categories. 1. Criteria a. Technical: 1. Relevant Experience: The proposals will be evaluated based on relevant experience of the Offeror and staff. 2. Demonstrated Capacity to successfully work in the District/Province/Region: The proposals will be evaluated for current and previous presence and experience in the district/province/region. However, specific province and district experience shall be given preferential scoring. 3. Past Performance References: Indication of work that the organization, firm or its principals have conducted similar to the current assignment s scope. 4. Personnel: The proposals will be evaluated for the suitability and capacity of the proposed technical and managerial teams. b. Cost: 1. Cost: CNFA/LADA will consider the total cost of the project for reasonableness as compared to the deliverables and scope of work. The Offeror shall submit its Bid/Price Quotation sheet in Appendix C. Travel costs to Liberia will not be covered. Travel within Liberia will take place in CNFA/LADA vehicles. Hotel and per diem will be covered. 2. Financial Capability: In evaluating the Offeror s financial capability CNFA will consider whether the Offeror has the financial capacity to meet the requirements of the project to completion. 2. Relative Importance of the Evaluation Factors CNFA/LADA will evaluate the proposals on a best value basis. CNFA/LADA considers the Offeror s capability and other factors to be more important than the price offered. However, CNFA/LADA will not select an Offer for award on the basis of superior capability without consideration of the amount of its price and other cost factors. 3. The evaluation criteria are weighted as follows: Technical (five equal components: Quality of Technical Approach, Knowledge of Appropriate Research Techniques, Quality of Work Planning, Quality of Relevant Experience, and Quality of Staff Proposed) Cost (two equal components: Lowest Offer and Value for Money) 75 Pt 25 Pt Page 6 of 10

7 APPENDIX A PROPOSAL COVER LETTER Monrovia, Liberia <Date> TO: CNFA/LADA Ladies and Gentlemen: We, the undersigned, offer to undertake RFP # CNFA-LADA-DATABASE-02 in accordance with your Request for Proposal dated July 25, 2016 and our Proposal (Technical and Financial). Our attached Proposal is for the sum of <Offeror to insert Sum in Words ($ 0.00 Sum in Figures)>. Our proposal shall be binding upon us subject to the modifications resulting from subcontract negotiations, up to expiration of the validity period of the proposal, i.e., <Offeror to insert Expiration date or Validity period of Offer>. Commissions and gratuities, if any, paid or to be paid by us to agents relating to this Proposal and subcontract execution, if we are awarded the subcontract, are listed below: We understand you are not bound to accept any Proposal you receive. Sincerely yours, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: Page 7 of 10

8 APPENDIX B RELEVANT EXPERIENCE Project #1 Project Name Description Of Work/Location Client Reference Name: Telephone: Type of Contract (e.g. fixed price, time-andmaterials, cost plus fixed fee, etc.) Quality Assured Contract (Yes/No) List Quality/Environmental Standards Applicable Contract Awarded Value And Final Cost Start Date End Date Contract Commencing Date Contract Period (No. Of Weeks) Actual Date Of Practical Completion Applicant Performance Report Available (Yes/No) Final Completion/ Certificate of completion Page 8 of 10

9 APPENDIX C BID PRICE QUOTATION OFFEROR S NAME: 1. Personnel / Labor 2. Equipment 3. Materials and supplies 4. Transportation 5. Communications 6. Services 7. Other Direct Costs TOTAL BUDGET Line Item Unit Quantity Unit Price (US $) Total Price (US $) Notes Page 9 of 10

10 APPENDIX D STAFFING PLAN POSITION NAME TITLE Note: Please attach an updated version of the CVs for proposed Key Personnel Only. Page 10 of 10