Request For Proposals To Conduct In-Depth Study on Exclusion Barriers and Scalability of Social Protection in Kenya
Document Release Date: 05.09.2024
Last Date for Receipt of Proposals: 18.09.2024
Time: 11:00HRS
Tender Number: PRF20369
Submission Method: email to tenders@redcross.or.ke
Tender Opening Venue and Time: Virtually via Microsoft Teams at 1200HRS
The primary purpose is to conduct an in-depth study on Exclusion Barriers and Scalability of Social Protection in Kenya. The study seeks to understand the Kenyan context particularly the errors leading to inclusion or exclusion in the existing social protection systems to address them and ensure that the social protection and disaster preparedness mechanisms reach women and men of all ages, backgrounds, and abilities.
Partners
Finnish Red Cross, Kenya Red Cross Society, and County Government.
Duration
45 days
Estimated Dates
07.10.2024 – 15.11.2024
Geographical Location
Garissa, Tana River and Turkana Counties.
Target Population
Community members and relevant stakeholders
Deliverables
Inception report detailing the proposed methodology and work plan, protocol to be approved by recognized ERB, final study report, facilitation of findings dissemination, and manuscript for publication.
Study Management Team
KRCS MEA&L & Program team, and Finnish RC
Kenya faces recurrent challenges related to multiple hazards, including floods, desert locust invasions, epidemics, and climate change-induced drought. These hazards have severe consequences on vulnerable populations, causing economic losses, increased poverty, and setbacks in development.
In response to these pressing issues, a strategic project has been launched to bolster disaster preparedness, specifically concentrating on the vulnerable communities in Turkana, Garissa, and Tana River counties. This initiative’s core objectives are to empower communities and governments in the targeted counties to foresee, prepare for, and effectively respond to natural and man-made shocks. The project aims to achieve these objectives by enhancing early warning systems (EWS), building anticipatory action capacities, and fortifying the shock-responsiveness of existing social protection (SP) schemes. The envisaged benefits extend to a population of over 2.5 million in the target counties and approximately 460,000 individuals in refugee complexes.
The goal of the project is that vulnerable people in Kenya are better prepared to act early against the impacts of natural and man-made shocks by increasing the capacity of communities in target counties to prepare for, anticipate, and act early on various disasters via improved understanding and better use of early warning information, increased response capacities and cash preparedness, and shock responsiveness of existing structures.
The specific objectives of the project are listed below:
The project’s key stakeholders are Government and Non-Governmental partners and organizations including the National Drought Management Authority (NDMA), the National Disaster Operations Centre (NDOC), the Department of Social Protection, the National Social Protection secretariat, the Ministry of Labor and Social Protection, Ministry of Planning and Devolution, Ministry of Interior and Coordination of National Government, County Governments. At the community level, the project will involve KRCS volunteers and community health promoters, community members comprising women, men, boys, and girls, including those with disabilities, and key stakeholders at the community level.
The proposed in-depth study aims to understand the barriers leading to errors of inclusion and exclusion in the existing social protection systems in Kenya.
The specific objectives of the in-depth study will be to:
Key Questions
To address the specific objectives, some key research questions will be explored for in-depth study to understand the barriers leading to inclusion and exclusion errors in the existing social protection systems in Kenya.
The consultants may however suggest changes/additional questions that address the specific objectives of the study during the proposal submission.
The consulting firm will propose the most suitable study design, sampling methods, sample size, data collection, and analysis approaches that are suitable for the study. This should be clearly outlined in the bidding document/proposal and if qualified for the oral stage, have further discussion with the study management team. The consulting firm will also propose targeted respondents to interview or data sources that can answer the study objectives. The methodology should consider the triangulation of findings, and adequate and representative sample size for the targeted respondents with clear sampling methods. The data analysis plan should be embedded, indicating how the indicators will be analyzed and presented.
The study shall take all reasonable steps to ensure that the evaluation is designed and conducted to respect and protect the rights and welfare of the people and communities involved and to ensure that the findings are technically accurate and reliable, are conducted transparently and impartially, and contribute to organizational learning. Therefore, the research team shall be required to adhere to the ethical protocol and applicable standards and practices as recommended by the International Federation of Red Cross and Red Crescent Societies. Data collected will be stored securely and handled with strict confidentiality throughout the study.
The lead consultant conducting the study on Exclusion Barriers and Scalability of Social Protection in Kenya should possess the following qualifications:
The study will be conducted between 7th October to 15th November 2024 or 45 days from contract signing to delivery of the final report and draft manuscript.
The following deliverables are expected from the study:
Study Management Team
The study management team shall consist of KRCS MEA&L Unit representatives, KRCS program representatives, and Finnish Red Cross representatives. They shall ensure that the deliverables agreed upon and approved in the inception report are achieved on time. KRCS MEA&L representative will be the chair of the respective teams.
Role of KRCS (Project and MEA&L team)
Role of the Finnish Red Cross
All intellectual property and/or copyright material produced by the consultant whilst under contract to KRCS remain the property of KRCS and will not be shared with third parties without the express permission of KRCS. The consultant is required to surrender any copyrighted material created during the term of the contract to KRCS upon completion or termination of the contract.
Application materials shall include:
Please also note that the people whose names appear in the team composition template MUST be the ones to undertake the study. As such, they MUST be the ones to appear in person if the proposal moves to the interview stage.
The consultant shall only quote for the items below as KRCS will manage all other related costs (logistics and payment of enumerators)
Item
Unit
No. of Units
Unit Cost
Total Cost (Ksh.)
Consultancy Fee (for the whole assessment period)
Per day
Office expenses (Printing, photocopy, binding, communication costs, etc.)
Lumpsum
Grand Total
Name of Team Member
Highest Level of
Qualification
General Years of Experience related to the task at hand
Roles under this assignment
A three-stage assessment procedure will be used to evaluate all proposals from bidders. The total number of points that each bidder may obtain for its proposal is:
The proposal shall ONLY be evaluated based on its adherence to the following compulsory requirements, this applies to both local and international firms or individuals.
Document/ Requirements
Yes/No
Tax compliance certificate
Certificate of incorporation/registration (only applicable for firms)
Proceed to the next stage (Yes/No)
The technical proposal shall be evaluated based on its responsiveness to the TOR. Specifically, the following criteria shall apply:
Study Criteria
Maximum Points
Bidder’s score
Remarks
TOTAL SCORE
50
Note: The firms/consultants that attain a score of 35 and above out of 50 in the technical study will be invited to proceed to oral presentation.
At the oral phase, the following criteria shall apply:
Criteria
Maximum points
Bidder’s Score
Remarks
Understanding of the assignment.
Clear and scientific methodology: samplings, data collection, understanding indicators, respondents, tools, data analysis, etc.
20
Presentation of previous similar assignment (Consultant will be required to show/present at least 2 previous completed assignment reports at the oral stage and at least two reference letters)
10
Preparedness and participation of teams. Attendance of team members listed in the bid and whose CVs are availed.
Total Score out of 40
40
Note: From this stage, the technical and oral assessment scores are combined. The firms/consultants that attain a combined score of 70% in the technical & oral presentations will be invited to proceed to the financial stage.
The Financial Proposal shall be prepared in accordance with Annex 2. The maximum number of points for the Financial Proposal shall be 10% (10 points). This maximum number of points will be allocated to the lowest Financial Proposal. All other Financial Proposals will receive points in inverse proportion according to the below formula:
Points for the Financial Proposal being evaluated =
(Maximum number of points for the financial proposal) x (The lowest price)
The price of the proposal being evaluated
A total score obtained including Technical, Oral, and Financial Proposals is calculated for each proposal. The bid obtaining the overall highest score shall be awarded to undertake the assignment – subject to the budget allocated.
GENERAL INSTRUCTIONS
Please read carefully the method of tender submission and comply accordingly.
The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Organization will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
All correspondence related to the contract shall be made in English. Any clarification sought by the bidder in respect of the consultancy shall be addressed at least five (5) days before the deadline for submission of bids, in writing to the Administration Coordinator.
The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders.
Inquiries for clarifications should be sent by e-mail to tenders@redcross.or.ke
At any time before the deadline for submission of bids, KRCS, for any reason, whether at its initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment.
All prospective Bidders that have received the bidding documents will be notified of the amendment in writing, and it will be binding on them. It is therefore important that bidders give the correct details in the format given on page 1 at the time of collecting/receiving the bid document.
To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, KRCS may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments.
Bids should reach tenders@redcross.or.ke on or before 18th September 2024 before 1100HRS. Bids received after the above-specified date and time shall not be considered.
Bidders should provide softcopy technical and financial proposals in two separate folders clearly marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of Consultant”. The subject of your email should read “Tender No. PRF20369 – Call for Consultancy for In-Depth Study on Exclusion Barriers and Scalability of Social Protection in Kenya”
The proposal should be addressed as indicated above to reach the undersigned by 18th September 2024 before 1100HRS for the tender to be opened at 1200HRS
Any bid received by KRCS after this deadline will be rejected.
The bidder shall, in their offer (Financial Proposal), detail the proposed costs as per the template provided above.
No price escalation under this contract shall be allowed. KRCS shall not compensate any bidder for costs incurred in the preparation and submission of this RFP and any subsequent pre-contract process.
The prices and rates in the financial offer will be deemed to be inclusive of all taxes and any other incidental costs.
The responsiveness of the proposals to the requirements of this RFP will be determined. A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document. A bid determined not responsive will be rejected by the Organization and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s).
All bids in response to this RFP should be expressed in Kenya Shillings. Expressions in other currencies shall not be permitted.
Bids determined to be substantially responsive will be checked by KRCS for any arithmetical errors. Errors will be corrected by KRCS as below:
The price amount stated in the Bid will be adjusted by KRCS in accordance with the above procedure for the correction of errors.
Technical proposals will be evaluated before the study of the financial bids. Financial bids of firms whose technical proposals are found to be non-qualifying in whatever respect may be returned unopened.
The Bidder shall treat the existence and contents of this RFP, and all information made available in relation to this RFP, as confidential and shall only use the same for the purpose for which it was provided.
The Bidder shall not publish or disclose the same or any particulars thereof to any third party without the written permission of KRCS unless it is to Bidder’s Contractors for assistance in the preparation of this Tender. In any case, the same confidentiality must be entered into between Bidder and his Contractors.
KRCS requires that tenderers observe the highest standard of ethics during the procurement process and execution of contracts. A tenderer shall sign a declaration that he has not and will not be involved in corrupt or fraudulent practices.
KRCS will reject a proposal for an award if it determines that the tenderer recommended for the award has engaged in corrupt or fraudulent practices in competing for the contract in question.
Further, a tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating, please report any malpractices to complaints@redcross.or.ke
The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. The team composition should conform to Annex 3.
Bidders should provide soft-copy technical and financial proposals in two separate folders clearly marked “Technical Proposal – Name of Consultant” and “Financial Proposal – Name of Consultant”. The subject of your email should read “Tender No. PRF20369 – Call for Consultancy for In-Depth Study on Exclusion Barriers and Scalability of Social Protection in Kenya”
The proposal should be addressed as below to reach the undersigned (by mail) through tenders@redcross.or.keon Wednesday, 18th September 2024 before 1100HRS.
Chairperson, Tender Committee
Kenya Red Cross Society
P.O Box 40712 – 00100
Nairobi, Kenya.
Tagged as: Kenya, Kenya Red Cross Society
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