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RFP: M&E Consultant of Coalition for African Rice Development (CARD)

Synopsis of the Request for Proposal (Individual Consultant)

Solicitation Reference No.RFP/069/CARD/2021
Title of SolicitationM&E Consultant of Coalition for African Rice Development (CARD)
Issuing Office & AddressAlliance for a Green Revolution in Africa (AGRA) Website: www.agra.org
Vendor Registration linkhttps://ekjd.fa.em2.oraclecloud.com/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=300000001758868
Point of contact for clarificationsAGRA General Procurement, Procurement@agra.org
Email Address for submission of Proposals/ QuotesAGRA General Procurement, Procurement@agra.org
Solicitation Issue DateNovember  25th, 2021
Deadline for submission questions and clarificationsDecember 1st , 2021 1700 hours, East African Time
Deadline for Answering questions and clarificationsDecember 2nd, 2021 1700 hours, East African Time
Deadline for Submission of ProposalsDecember 6th, 2021 1700 hours, East African Time   Please include the subject line “RFP/069/CARD/2021” on the email.
Anticipated Award TypeINDIVIDUAL CONSULTANCY AGREEMENT
Submission and Evaluation CriteriaBidder are encouraged to provide the below listed information:  

Mandatory Eligibility Requirement
1. Consultant should register on the vendor registration link provided above and attach the following:
2. Identification Documentations of Bidder (Valid copy of Passport or National Identification Card)
3. Copies of academic certificates
4. Copy of Personal/Tax Identification Number certificate (Applicable to individuals from Kenya, Rwanda, Ghana, Tanzania and Mozambique)
5. To be a residet in kenya (Kenyan nationality is not indispensable);
6. Shall not be sanctioned or blacklisted by any government or institution  

Evaluation Criteria
We shall have a three-step evaluation process. The first step will be on a pass/fail basis and will be based on the following:

STEP ONE: Mandatory Eligibility Requirement
– Demonstrated experience in carrying out similar assignments.
– Submission of CV
– Academic Qualifications
– Identification Documentations (Valid copy of Passport or National Identification Card)
– Applicant shall be an Individual Consultant
– Copy of Personal/Tax Identification Number certificate (Applicable to individuals from Kenya, Rwanda, Ghana, Tanzania and Mozambique)
– To be a resident in Kenya (Kenyan nationality is not indispensable);
– Reference letters from at least 3 clients of similar assignments carried out in the last three years
– Shall not be sanctioned or blacklisted by any government or institution
Note that consultants who do not fulfil above requirements will not be technically assessed.

STEP TWO:
Summary Evaluation criteria:
1. Consultant’s academic qualifications :……………………………..10%
2. Consultant’s work experience and technical expertise :………….35%
3. A maximum of five-page proposal on the approach, methodology and work-plan for carrying out the assignment:…………………………40%
4. To be fluent in CARD working languages:…………………………15%
Total :……………………………………………………………………….100%

Note that consultants who do not obtain above 75% of the technical score will not progres to the next evaluation stage.

STEP THREE:
Based on the results of step two, the top selected candidates will be intereviewed.
Minimum Technical score required to qualify for financial evaluation75%

Terms of Reference – Annex A

M&E Consultant of Coalition for African Rice Development (CARD)

Background

Coalition for African Rice Development (CARD) is a multi-stakeholder initiative launched at the Fourth Tokyo International Conference on African Development (TICAD IV) in May 2008.  It was co-created by Alliance for a Green Revolution in Africa (AGRA), Japan International Cooperation Agency (JICA) and New Partnership for Africa’s Development (NEPAD, current AUDA-NEPAD). The Coalition aimed to double rice production in Sub-Saharan Africa (SSA) within ten years through increased and better-coordinated investments and assistance in the rice sector.  Major bilateral and multilateral donors, African and international institutions, governmental and non-governmental organizations which attended TICAD IV formed a consensus on the goals and objectives of CARD and showed a deep commitment to working together to respond to the needs of the African rice-producing countries.

The activities of the Coalition were conducted by the CARD Secretariat with the basis of approval by 11 CARD Steering Committee organizations, namely: African Development Bank (AfDB), Africa Rice Center (AfricaRice), AGRA, Food and Agriculture Organization of the United Nations (FAO), Forum for Agricultural Research in Africa (FARA), International Fund for Agricultural Development (IFAD), International Rice Research Institute (IRRI), JICA, Japan International Research Center for Agricultural Sciences (JIRCAS), NEPAD and World Bank.  The CARD Secretariat is hosted in AGRA’s headquarters in Nairobi, Kenya.

The CARD Secretariat provided technical assistance to the formulation and implementation of National Rice Development Strategies (NRDS) in the 23 CARD member countries in SSA, namely: Benin, Burkina Faso, Cameroon, Côte d’Ivoire, Central African Republic, Democratic Republic of the Congo, Ethiopia, the Gambia, Ghana, Guinea, Kenya, Madagascar, Mali, Mozambique, Liberia, Nigeria, Rwanda, Senegal, Sierra Leone, Tanzania, Togo, Uganda and Zambia.  Also, the CARD Secretariat assisted the CARD member countries in formulation of National Rice Seed Development Strategy (RSDS) as well as National Agriculture/Rice Mechanization Strategy and their project Concept Notes.  Fund mobilization activities were conducted to finance project Concept Notes of NRDS, RSDS and Mechanization Strategies. 

In the 7th CARD General Meeting in October 2018, while noting the achievement of the target of doubling rice production in SSA from 14 million to 28 million MT within ten years, all CARD stakeholders recognized the remaining challenges ahead, and therefore unanimously agreed to enter the 2nd phase of CARD.  The new target was set to further double rice production in SSA from 28 million to 56 million MT by 2030. Nine countries joined the initiative, namely Angola, Burundi, Chad, Gabon, Guinea Bissau, Malawi, Niger, Republic of the Congo and Sudan, together with new supporting members, World Food Programme, Islamic Development Bank, and five Regional Economic Communities (RECs), namely COMESA, EAC, ECCAS, ECOWAS and SADC.

The CARD initiative is committed to continue providing its facilitation and technical support to the 32 CARD member countries, in terms of: i) formulation and revision of NRDS, RSDS and Mechanization Strategies, ii) development and revision of project Concept Notes for these strategies, iii) fund mobilization for their implementation, iv) monitoring and evaluation (M&E) of the progress in their implementation, and v) policy advocacy and promotion of regional trade through assisting formulation and revision of Regional Rice Development Strategies (RRDS) by RECs.

In its second phase, CARD is expected to focus more on implementation and M&E of NRDS, RSDS and Mechanization Strategies. During Phase I, CARD developed what is called “Sub-sector/Intervention Elements Matrices (SIEM)” as a tool for M&E. Currently, a new M&E framework is under development, applying the “RICE Approach” (Resilience, Industrialization, Competitiveness and Empowerment), a new strategic approach adopted for CARD Phase II. Furthermore, CARD website is now under renovation so that it will be a useful tool to collect and disseminate information related to the M&E.

The CARD Secretariat is currently preparing for surveys to collect M&E baseline data in 20 out of 32 member countries by the end of 2022. Local consultants will be hired in each country, who will conduct the survey under supervision of the NRDS Focal Point person (FP) and NRDS Taskforce (TF) of the respective countries. 

The CARD Secretariat, through AGRA, would like to engage a qualified consultant, who will be mainly responsible for the M&E-related activities, including the updating CARD M&E website and managing a web-based M&E information management system, as specified below.

Scope of Work

Under the general supervision of the General Coordinator and Technical Coordinator of the CARD Secretariat, the consultant will:

  1. Support NRDS FP and TF in each CARD member country to conduct M&E of the progress in implementing their NRDS, RSDS and Mechanization strategy;
  2. Support renovation of the CARD website;
  3. Support NRDS FP and TF to conduct and supervise the baseline survey in each CARD member country;
  4. Maintain and update the new CARD M&E website, including management of dashboard and provision of support to NRDS FP and TF in each CARD member country and RECs’ FP to update their respective pages on the website;
  5. Maintain and update CARD statistical database;
  6. Prepare periodical CARD Newsletters;
  7. Support NRDS FP and TF in each CARD member country and RECs’ FP to formulate and/or revise their rice-related strategies, from the M&E perspectives;
  8. Support NRDS FP and TF in each CARD member country and RECs’ FP to prepare for rice-related meetings, including Annual Progress Review Meeting, from the M&E perspectives;
  9. Prepare M&E-related documents and reports as instructed by the CARD Secretariat;
  10. Participate in the organization of CARD related meetings, contribute to discussion during these meetings, and develop meeting reports, such as the CARD General Meetings, Steering Committee Meetings, Regional Workshops, Webinars and other meetings as instructed by the CARD Secretariat;
  11. Travel to the CARD member countries and/or RECs to conduct above mentioned tasks(*); and
  12. Undertake other duties relevant to CARD as instructed by the CARD Secretariat.

 (*) The possibility of travel outside the country of residence depends on the measures taken by the destination countries relative to the outbreak of COVID-19 as well as travel regulations applied by JICA

Workplace

The assignment will be based in Nairobi/Kenya.

Office space is not provided, meaning that the consultant is expected to work at her or his own workspace. However, the consultant is expected to visit the office of CARD Secretariat in the AGRA’s headquarters (West End Towers, Kanjata Road, off Muthangari Drive, Off Waiyaki Way, Westlands, Nairobi) for meetings, upon request of the CARD Secretariat. Also, there is a possibility that the office space is provided in the AGRA’s headquarters in the future, depending on the requirement of work. In such a case, the consultant is required to commute.

Contract Period

Entry of Duty:  Earliest possible date

End of Duty: 31 March 2022 (renewable on a yearly basis)

First three months is a trial period, during which the CARD Secretariat can terminate the contract anytime, based on the evaluation of the consultant’s performance.

Remunerations

  • Consultant fee: Daily rate (8 hours), excluding withholding tax (rates should be in USD)
  • Travel allowance, when applied, based on the rate fixed by the CARD Secretariat

The following expenses shall be borne by the consultant and payment arrangements shall be made by herself/himself:

  • Any taxes and insurance fees, other than withholding tax;
  • Work equipment, including personal computer and telephone;
  • Any expenses related to commuting either her/his workplace or the CARD Secretariat office; and
  • Communication fees, such as internet and telephone 

Requirements

Applicants must meet all the following requirements:

  1. To be a resident in Kenya (Kenyan nationality is not indispensable);
  2. To be at least a Master’s degree holder in Information Technologies, Statistics, Agriculture, Economics, or other filed relevant to the above-described Scope of Work;
  3. To have good knowledge and skill managing IT tools (Good command of IT-based data collection tools, statistical packages, social networking services and recent application programing interfaces is advantage);
  4. To be fluent in English (French and Portuguese language skills are advantage);
  5. To be flexible in occasional overtime works, including during weekends and holidays; and
  6. To be healthy both mentally and physically for travelling occasionally and working under a time bound environment.

Evaluation Criteria

We shall have a three-step evaluation process. The first step will be on a pass/fail basis and will be based on the following:

STEP ONE:

  1. Demonstrated experience in carrying out similar assignments.
  2. Submission of CV
  3. Academic Qualifications
  4. Identification Documentations (Valid copy of Passport or National Identification Card)
  5. Applicant shall be an Individual Consultant
  6. Copy of Personal/Tax Identification Number certificate (Applicable to individuals from Kenya, Rwanda, Ghana, Tanzania and Mozambique)
  7. To be a resident in Kenya (Kenyan nationality is not indispensable)
  8. Reference letters from at least 3 clients of similar assignments carried out in the last three years
  9. Shall not be sanctioned or blacklisted by any government or institution

Note that consultants who do not fulfil above requirements will not be technically assessed.

STEP TWO:

The second step will involve a detailed technical evaluation.The consultancy firm shall be selected on the basis of its proven experience, qualifications and ability to deliver  high quality outputs in a timely and efficient manner. The proposal shall be evaluated based on the following criteria:

  1. Consultant’s academic qualifications:…………………………………………………10%
    • To be at least a Master’s degree holder in Information Technologies, Statistics, Agriculture, Economics, or other filed relevant to the Scope of Work
  2. Consultant’s work experience and technical expertise:……………………………..35%
    • To have 3 years of working experience: 10%
    • To have good knowledge and skill managing IT tools (Good command of IT-based data collection tools, statistical packages, social networking services and recent application programming interfaces is advantage):……………25%
  3. A maximum of five-page proposal on the approach, methodology and work-plan for carrying out the assignment:……………………………………………………………40%
    • To have good understanding of the Scope of Work: 25%
    • To have clear image of how to use the Consultant’s work experience and technical expertise to carry out the assignment: 15%
  4. To be fluent in CARD working languages:…………………………………………….15%
    • To be fluent in English: 10%
    • To be fluent in French and Portuguese: 5%

Note that consultants who do not obtain above 75% of the technical score will not be considered for the next evaluation stage.

STEP THREE:

Based on the results of step two, the top selected candidates will be intereviewed.

Proposal Submission

Interested and qualified consultants are invited to submit their proposals comprising of the following:

Technical proposal:

(maximum of 5 pages, excluding c))

  1. An understanding of the consultancy requirements
  2. Delivery plan including description of approach, methodology and work-plan for carrying out the assignment. (the work-plan to be prepared for a one-year period of January to December 2022, assuming the contract renewal in April 2022)
  3. Detailed reference list indicating the scope and magnitude of similar assignments carried out in the last three years

Financial proposal

FINANCIAL PROPOSAL must be provided in the prescribed format, ANNEX B, supported with a breakdown analysis and will provide the following information, but is not limited to:

  1. Professional fees chargeable daily rate
  2. Breakdown of reimbursable expenses if applicable
  3. Must be submitted using the format provided under Annex B: Financial Proposal
  4. Price must be quoted in US Dollars (USD)
  5. Financial proposal shall be valid for a period of 90 days from the date of bid closure.
  6. Financial proposal shall be sent as a separate attachment and MUST be password protected.

Submission requirements

  1. The proposals SHALL be submitted to procurement@agra.org by deadline indicated in the synopsis
  2. The proposal and ALL Attachments submitted via email SHALL NOT exceed 10MB
  3. VALIDITY of the proposal shall be for a period of 90 days from the date of bid closure.
  4. Financial proposal shall be sent as a separate attachment and MUST be password protected. The password shall be requested from only the best candidate after interview for financial negotiations.

Download full RFP:
https://agra.org/wp-content/uploads/2021/11/RFP-069-CARD-2021-Procurement-of-CARD-consultants-ME-Consultant-Final-copy_rev2.docx