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RFP: PROVISION OF RECRUITMENT/ HEADHUNTING SERVICES

RFP-0310-HR-2020

Synopsis of the Request for Proposal

Solicitation Reference No.RFP-0310-HR-2020
Title of SolicitationPROVISION OF RECRUITMENT/ HEADHUNTING SERVICES
Issuing Office & AddressAlliance for a Green Revolution in Africa (AGRA) Website: www.agra.org  
Point of contact for clarifications, questions and ammendmentsAGRA General Procurement, Procurement@agra.org
Email Address for submission of Proposals/ QuotesAGRA General Procurement, Procurement@agra.org
Solicitation Issue DateJune 30, 2020 East African Time.
Deadline for submission questions and clarificationsJuly 02, 2020 5:00PM, East African Time.
Deadline for Answering questions and clarificationsJuly 03, 2020 5:00PM, East African Time.
Deadline for Submission of ProposalsJuly 06, 2020 5:00PM, East African Time. Please include the subject line “RFP-0310-HR-2020” of the email
Anticipated Award TypeConsultancy agreement
 Evaluation CriteriaBidder Must provide the below listed information.   Mandatory Eligibility Requirement Company profileTrading license or certificate of incorporation TAX clearance certificatesAt least three reference letters of similar assignments carried out Evaluation Criteria Organizational Capacity: ………………………………………………………10%General experience and experience in Recruitment/ Headhunting Services…………………………………………………………………………………….30%Proposed methodology and approach criteria: ……………………….30% Experience and Qualification of key personnel: ……………………….30%              Total: ………………………………………………………………………….100% . NB. The minimum technical score shall be 75% to proceed to Financial valuation. Weighted scoring: Technical proposal weight: 70% and Financial proposal weight: 30%

BACKGROUND

Alliance for a Green Revolution in Africa (AGRA) was founded in 2006 with a mission to trigger a uniquely African Green Revolution that transforms smallholder agriculture into a highly productive, efficient, competitive and sustainable system to ensure food security and lift millions out of poverty.

AGRA is currently registered or has operations in the following African countries: Kenya, Tanzania, Ethiopia, Malawi, Mali, Ghana, Burkina Faso, Mozambique, Nigeria, Uganda and Rwanda (“the AGRA Countries”).

OBJECTIVE OF THE ASSIGNMENT

AGRA is seeking to engage a consultancy firm for recruitment/ headhunting for the vacant position of:

  • Head of Strategy, Monitoring & Evaluation and Knowledge Management
  • Head of Resilience, Climate and Soil Fertility Management

SCOPE OF WORK

The selected firm will provide the following recruitment services:

  • Searching and headhunting. The consultant shall explore prospective candidates from its rich database, other sources, and/or by headhunting to match the skills and qualifications required by the specific job description. To achieve this, the firm may be required to undertake labor market analysis, tap networks of professional affiliations, and leverage social media and other non-traditional methods of candidate sourcing.
  • Identifying. The consultant will analyze profiles identified or received through applications or other sources and identify the ones who match the position profile.
  • Shortlisting. The consultant shall then share a shortlist of a maximum of five of the most qualified prospective candidates to AGRA for final interviews and selection. If any of the shortlisted candidates do not meet the hiring managers’ expectations, AGRA may ask for additional candidates to be added to the shortlist.
  • Assessing. The consultant will invite potential candidates to be assessed. The appointed firm will conduct both oral and written assessments aimed at testing each individual’s potential. The consultant will coordinate and setup interview appointments with the AGRA hiring panel and Human Resource Unit.
  • Reference Checking. The consultant shall perform reference checks of the referees provided by the prospect candidates. References checks may be performed for one to three of the top interviewed candidates per position.

PERIOD OF PERFORMANCE

Maximum 30 days from date of award

JOB DESCRIPTION

See Annex B

CONTRACT TYPE

The type of the contract is lump-sum consultancy agreement for the professional fee.

PAYMENT

Proposed payment will be made based on the assignment delivery as follows: –

  1. Work plan and Inception Report: 20% of contract value will be paid to the selected consultant, upon delivery of the inception report/implementation plan, after contract signing.
  2. Shortlist of Interviewees: 40% of the contract value
  3. Hire of the recommended: 40% of contract value

EVALUATION CRITERIA APPLICATION SUBMISSION REQUIREMENTS

During preparation of the proposal, the company shall give particular attention to the following:

  1. AGRA requires that the firm nominate a key expert who would have overall responsibility in the firm for the quality and timeliness in the execution of the project assignments, and for formal communication on the assignment between the firm and AGRA;
  2. AGRA requires that the firm must disclose in their proposal any current situations or existing client relationships that may give rise to perceived or actual conflicts of interest or impairment of independence in undertaking the assignment and
  3. The project team must collectively be capable of working in English. Communication with AGRA during the assignment, and reporting on the results of the assignment, will be in English.
Technical Evaluation CriteriaPoints Allocated
Organizational CapacityCompany profileClient portfolio and company accreditations10%
Experience of the firm:Experience in conducting and facilitating similar risk assessments and planning processes with International NGOs, with experience in international development sector in AfricaPast performance, provide details of at least three similar assignments carried out in the past and reference letters detailing work done and the contact details of three client references. Strong knowledge and demonstrated experience in the field of Recruitment/ Headhunting Services 30%
Proposed approach, methodology and work plan (maximum 10 pages): Understanding the assignment requirementsProposed methodology relative to the context of the assignmentProposed work plan (Should not exceed 30 calendar days from award to recommended hire)30%
Key personnelDetailed Curriculum Vitae of the Team Leader and at least two additional Recruitment/ Headhunting ExpertsQualification and experience of the key staff in carrying out similar assignmentsExcellent communication, analytical, and reporting skills in a cross-cultural environment30%

NB:

  • Only techinical proposals that score above 75% shall be considered for financial evaluation
  • Technical weight shall be evaluated out of  70% and Financial proposals shall be evaluated out of 30%

TECHNICAL AND FINANCIAL PROPOSALS

The proposal should include:

Technical Proposal

  1. Company profile and company accreditations
  2. Proposed methodology and approach
  3. Detailed work plan, including deliverables timing.
  4. Proposed key staff including their CVs
  5. Relevant experience including three client reference letters
  6. Current company registration documents/certificate of incorporation

Financial Proposal

  • Price must be quoted in US Dollars (USD)
  • All applicable taxes (VAT and withholding taxes) and statutory taxes shall be included
  • If the financial proposal is silent on taxes, AGRA shall assume that these are inclusive;
  • Financial proposal shall be valid for a period of 90 days from the date of bid closure
  • Financial proposal shall be sent as a separate attachment from the technical proposal.
  • Bidders Must provide complete financial costing for the entire assignment

FOR PREPARATIONS AND SUBMISSION OF PROPOSALS

Questions and/or clarifications may be submitted to procurement@agra.org.

The proposals SHALL be submitted to procurement@agra.org by deadline indicated in the synopsis

The proposal and ALL Attachments submitted via email SHALL NOT exceed 10MB

VALIDITY of the proposal shall be for a period of 90 days from the date of bid closure.

Financial proposal shall be sent as a separate attachment and MUST be password protected. The password shall be requested from companies meeting the minimum technical score

DISCLAIMER

AGRA reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.

ANNEX A: FINANCIAL PROPOSAL TEMPLATE

  1. Financial proposal Form: Summary of Costs
ItemCost  
 
{Insert Foreign Currency # 1}USD valueTotal cost
Cost of the Financial Proposal, including   
(1) Remuneration (from table A)   
(2)Reimbursables (from table C)   
Total Cost of the Financial Proposal:     
Indirect Local Tax Estimates – to be discussed and finalized at the negotiations if the Contract is awarded
{insert type of tax}   
Total Estimate for Indirect Local Tax:      
  • Financial proposal Form: Breakdown of Remuneration

Provide a breakdown of remuneration fees in the table below

A. Remuneration     
No.NamePositionPerson-month Remuneration RateTime Input in Man-days  {Currenc)USDTotal USD cost
 Key Experts         
K-1  [Home]    
 [Field]    
K-2[Home]    
 [Field]    
K-3[Home]     
   [Field]     
         
    Total Costs    
  • Financial proposal Form: Breakdown of [Reimbursable Expenses]

Provide a breakdown of reimbursable expenses (if applicable)

Type of [Reimbursable Expenses]UnitUnit CostQuantity{Currency}Total value in USD
 {e.g., Per diem allowances**}{Day}    
 {e.g., International flights}{Ticket}    
 {e.g., In/out airport transportation}{Trip}    
 {e.g., Communication costs between Insert place and Insert place}     
 { e.g., reproduction of reports}     
 {econsumables     
 ………………………………     
       
            Total Costs    

ANNEX B: JOB DESCRIPTION

Download the job description here – https://agra.org/wp-content/uploads/2020/06/JD.pdf