Invitation For Tender

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Invitation For Tender 28 June 2013 Dear Sirs Phase Two of the Sustainable Natural Rubber Project The (IRSG) is an inter-governmental organisation recognised as an international body located in

1 Invitation For Tender 28 June 2013 Dear Sirs Phase Two of the Sustainable Natural Rubber Project The (IRSG) is an inter-governmental organisation recognised as an international body located in Singapore, formally established by a Headquarters Agreement with the Government of Singapore. Membership of the IRSG is open to governments and industry members. Currently 35 countries are contributing members: Republic of Cameroon, Cote d'ivoire, European Union, India, Japan, Nigeria, Russian Federation, Singapore, and Sri Lanka. 120 organisations and companies are industry members representing all sectors of the rubber value chain, including natural rubber and synthetic rubber producers and processors, downstream consumers including many leading tyre companies, traders, financial institutions, consultants etc. Established in 1944, the IRSG is the only inter-governmental organisation that brings the world s rubber producing and consuming stakeholders together. The IRSG is THE FORUM for the discussion of matters affecting the supply and demand for natural as well as synthetic rubber. The IRSG is the authoritative source of statistical data and analysis for all aspects of the rubber industry, including production, consumption and trade in rubber as well as rubber products. The seminal purpose of the IRSG Secretariat is to prepare current estimates and analyse future supply and demand trends, while undertaking statistical and economic studies on specific aspects of the industry so as to continually improve its value-added service to stakeholders. The tender is called to submit your proposal to support the IRSG s Working Group on Sustainable Natural Rubber (SNRWG) to define Voluntary Sustainability Standard (VSS) guidelines, policy and potential mechanisms for implementation of guidelines; cost-benefit analysis of the Sustainable Natural Rubber (SNR) Programme (a programme to enhance sustainable production of natural rubber ) as part of preparing a document of the Project Plan and stakeholders consultative meeting to secure commitments to the Project Plan reference to the Terms of Reference (Annexure A). 1

2 Description of Requirements Context of the Requirement The IRSG decision to develop a sustainable rubber action plan, constituting the SNRWG, development of a preliminary Sustainable Natural Rubber Action Plan by the WG which included agreed sustainable natural rubber criteria and the commitment of the IRSG to continue the further work by fine-tuning the sustainability guidelines, defining appropriate VSS and developing potential mechanisms for implementation for adoption by stakeholders. Implementing Partner Brief Description of the Required Services List and Description of Expected Outputs to be Delivered Supervision of the Work/Performance of the Service Provider Frequency of Reporting Progress Reporting Requirements Location of work Expected duration of work Target start date August 2013 Latest completion End of April 2014 N/A Specific tasks: i. Define voluntary sustainability guidelines, policy and potential mechanisms for implementation of guidelines. ii. Analyse costs and benefits of the SNR programme and its implementation. iii. Consultative meeting with ANRPC/Producer Governments reference to VSS and Cost-Benefit analysis report of the SNR Programme. iv. Preparation of Project design and elaborate project plan. v. Consultative meeting with ANRPC/UNFSS /Producer Governments/ on the detailed Project Action Plan. vi. Consultative meeting with governments and industry stakeholders with a view to secure commitments to the Action Plan. Please find the detailed TOR in Annex A. Document on SNR criteria and implementation mechanism Cost-Benefit analysis of SNR programme Project plan with detailed budget and activity plan SNRWG/IRSG Secretariat Weekly reporting required via and telephone Status and progress reports At Consultant s location Up to 10 months 2

3 Travels Expected To be further defined Expected to undertake 5-6 meetings with: ANRPC (before AGM in October) IRRDB/UNFSS Producing Governments Industry stakeholders (plantation companies, small growers association, processors,tyre and non-tyre companies, NGOs Destination Estimated duration Purpose of Travel Target dates Implementation Schedule indicating breakdown and timing of activities/sub-activities Names and curriculum vitae of individuals who will be involved in completing the services Currency of Proposal Value Added Tax on Price Proposal Validity Period of Proposals (Counting for the last day of submission of quotes) Partial Quotes Required Required Singapore Dollars Must be exclusive of VAT and other applicable indirect taxes 45 days In exceptional circumstances, IRSG may request the Proposer to extend the validity of the Proposal beyond what has been initially indicated in this request for proposal. The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Proposal. Not permitted 3

4 Payment Terms Outputs Draft Documents: 1.Document on SNR Criteria, implementation mechanism and implementing programme 2.Document on cost-benefit analysis of SNR programme and its implementation Consultative meetings with ANRPC/ Producer Governments on CBA Draft project document and consultative meeting on that document Consultative meetings: 1.With ANRPC /UNFSS/Producer Governments/ Industry stakeholders on the detailed Project Action Plan 2.With industry stakeholders to secure commitments to the Action Plan Percentage 20% Timing Mid- Sep 2013 End of- Aug % End of- Sep % TBD (expect ed by end of Sep 2013) 20% Oct- Dec 2013 Jan Mar 2014 Condition for payment release Receipt of invoice from service provider Performance at the end of Project 20% End of- April 2014 Review/inspect/ approve outputs/completed services and authorize the disbursement of payment Criteria for Contract Award SNRWG/IRSG will review/inspect/approve outputs/completed services and will authorize disbursement of payments Highest Combined Score (based on the 70% technical offer and 30% price weight distribution) Full acceptance of the IRSG Contract. 4

5 Criteria for the Assessment of Proposal Technical Proposal (70%) Expertise of the Firm (30%) Methodology, Its Appropriateness to the Condition and Timeliness of the Implementation Plan (20%) Management Structure and Qualification of Key Personnel (20%) Financial Proposal (30%) To be computed as a ratio of the Proposal s offer to the lowest price among the proposals received by IRSG. IRSG will award the contract to: One and only one Service Provider Annexes to this Request Detailed TOR Annex A Contact Person for Inquiries (Written inquiries only) Dr Stephen Evans/ Dr Lekshmi Nair stephen@rubberstudy.com lekshmi@rubberstudy.com Any delay in IRSG s response shall be not used as a reason for extending the deadline for submission, unless IRSG determines that such an extension is necessary and communicates a new deadline to the Proposers. 5

6 Annexure A Terms of Reference Background The IRSG has recently initiated a project on Sustainable Natural Rubber (SNR), with the aim of involving all stakeholders, public and private, and in both producer and consumer countries. The key objective of the Sustainable Natural Rubber project is to promote the use of voluntary sustainable natural rubber standards throughout the global rubber economy. At the World Rubber Summit held in Singapore during May 2013, based on the recommendation of the Heads of Delegation and the Industry Advisory Panel of the IRSG, a Sustainable Natural Rubber Action Plan was announced. Objective/Purpose of the SNR Programme The primary objective of the SNR programme is to promote the growth and use of sustainable natural rubber throughout the global economy. The SNR programme focuses on a voluntary initiative for the natural rubber sector, through multi-stakeholder commitment and participation, that would enable to define voluntary sustainability guidelines, policy and potential mechanisms for implementation of guidelines for adoption by stakeholders. Principles of the Sustainable Natural Rubber (SNR) Action Plan Multi-stakeholder leadership/involvement, reflecting a public-private partnership concept. Complementarity, especially with producer country domestic economic, social & environmental programs. Transparency. Global scope. Principal measures to implement SNR Action Plan The general criteria was evolved on initial consultations with stakeholders and intended to be a primary focus of follow-on consultations with stakeholders for purposes of further defining and refining the relevant criteria and eventual performance standards. Sustainable Natural Rubber Criteria Support Improvement of Productivity. Enhance Natural Rubber Quality. Support Forest Sustainability. Optimise Waste, Energy & Water Management. Human & Labour Rights. 6

7 Scope of Work The next phase of the project aims at to define/fine tune appropriate voluntary sustainability guidelines (discussed in the SNR Action Plan that was developed by the SNRWG) and the policy and potential mechanisms for implementation of those guidelines at the country level; cost-benefit analysis of the SNR Programme and its implementation; preparation of the detailed project document with project design, budget and project plan; and stakeholders consultative meeting to endorse final recommendations on launching the Action Plan, and open the Window for commitments from core Governmental and other key Stakeholders in WRS May The key project activities and deliverables expected are the following: Project Activities/Deliverables Activity one: Define voluntary sustainability guidelines, policy and potential mechanisms for implementation of guidelines Duration : One and half months Timeline : August-mid September 1.1 Consultation and coordination with experts ANRPC/IRRDB/UNFSS to define VSS guidelines and develop indicators for benchmarking. 1.2 Assessment of potential compliance verification mechanisms, reference to early market demand for appropriate mechanisms, to demonstrate compliance with the guidelines and thereby to support supply chains sustainability claims. 1.3 Consultative meeting with ANRPC/UNFSS, for better understanding of the sustainability guidelines focussing on the economics and broader social and development benefits of implementing final sustainability criteria. 1.4 Assessment of Action Plan financing options in consultation with UNFSS (for Implementing body, implementing programme in coordination with national/sectoral programms). 1.5 Consult, review and assess the proposed implementation programme with the key stakeholders. 1.6 Prepare a draft document on SNR Criteria, implementation mechanism (institutional housing/governance) and implementing programme. Activity Two: Analyse costs and benefits analysis of the SNR programme (covering production, processing and end use considerations) Duration : Two weeks Timeline : End of August 7

8 Activity 3: Preparation of Project design and elaborate project plan could run in parallel to activity 1 & 2 Duration : Two weeks Timeline : End of September 3.1 Detailed project budget, including confirmation of the project co-financing with project implementation plan 3.2 Develop a Project Plan for supporting the SNRWG for discussion with Member Governments/industry stakeholders for approval of the that Plan 3.3 Finalise project logical framework and detailed project plan, including concrete targets and indicators taking into account the guidance from SNRWG (need to describe steps in project s institutional framework/implementation mechanism and stakeholder involvement plan) Activity 4: Programme presentation meetings with ANRPC -Producer Governments/Industry stakeholders on the detailed Project Action Plan Duration : 3 months Timeline : October-December Activity 5: Consultative meetings with Governments and industry stakeholders with a view to secure commitments to the Action Plan (to open the Window for commitments) Duration : 3 months Timeline : January March 2013 Duties and Responsibilities In approximately 8 weeks of work throughout the duration of the project process (approximately 10 months), the international consultant will undertake at least 5 or possibly 6 consultative meetings. The first meeting will be undertaken before ANRPC s AGM meeting in October The consultative meeting schedule will be finalised further on discussion with the SNRWG. The number of days for each meeting could change depending on the requirements of the individual meetings. 8

9 The consultant will be entrusted with the following specific tasks: Consultant will be responsible for the timely drafting of the document for submission to the SNRWG strictly adhering to the deadlines agreed to and ensuring quality control. Project Plan document finalisation will be accomplished under the guidance of SNRWG and working in close collaboration with ANRPC, IRRDB, UNFSS and the industry stakeholders. An early draft of the detailed Project Plan will be submitted to the SNRWG/IRSG at a date agreed, by end of September Produce a final Project Document by end of December Propose institutional and implementation arrangements consistent with the project document. Propose co-funding and financing plans. Facilitate the process of confirming the co-funding and co-financing plan. Facilitate consultative meetings under the project activities proposed. List of Deliverables Deliverables Deliverable 1: Document on SNR criteria and implementation mechanism Deliverable 2: Cost Benefit analysis of the SNR Programme Deliverable 3: Project implementation plan with detailed budget and activity plan (including proposals for eligible project funding) Deliverable 4: Stakeholders consultative meeting Report Reporting Requirements The selected consultant will report weekly to the SNRWG/IRSG via calls/ s. Key performance indicators Benchmarking of the SNR Criteria. Effective dialogue in various stakeholder consultative meeting/bilateral meetings with Producer Governments and Industry stakeholders. Implementing mechanism/ procedures of the VSS. Project document approved by the SNRWG/IRSG. Identification/proposal for a body towards management/deplyment of the SNR Programme. Competencies and Qualifications Interested individual consultants or consulting companies should possess the relevant experiences in developing criteria for voluntary standards and labels programs as well as with the ability to effectively dialogue with different stakeholders, Governments, Industries, NGOs and various inter-governmental organisations. The minimum key expertise of the consultant shall cover the following: 9

10 Ability to communicate effectively orally and in writing in order to communicate technical information. Proven record working with a variety of stakeholders, including government agencies, consumer groups, industry stakeholders, NGOs. Strong negotiation and policy advice skills. Demonstrate track record of drafting relevant materials in the mentioned focus areas. Timelines on Deliverables The project will run for a period of 10 months. The whole assignment shall be completed by end of April Deadline for Application Qualified consulting firms/consultants are hereby invited to submit their profiles together with a detailed work-plan for this assignment. Kindly include the clientele and recent experience of the similar projects. Submissions must be received by IRSG office at the address specified underneath no later than Friday 19 th July 2013 at (Singapore), decision by IRSG by 31 st July Dr Stephen Evans / Dr Lekshmi Nair 111 North Bridge Road #23-01Peninsula Plaza Singapore E : stephen@rubberstudy.com E : lekshmi@rubberstudy.com 10

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