REQUEST FOR PROPOSALS (RFP) FOR: PROVISION OF CONSULTANCY SERVICES FOR DEVELOPMENT OF AN ORGANIZATIONAL STRATEGIC PLAN. REF No.

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1 REQUEST FOR PROPOSALS (RFP) FOR: PROVISION OF CONSULTANCY SERVICES FOR DEVELOPMENT OF AN ORGANIZATIONAL STRATEGIC PLAN REF No.: NCLR/OSP/17-18 National Council for Law Reporting (Kenya Law), ACK Garden Annex, 5 th Floor, 1 st Ngong Avenue off Ngong Road. P.O. Box Nairobi. Tel: +254 (0) , procurement@kenyalaw.org 1

2 TABLE OF CONTENTS SECTION I - LETTER OF INVITATION... 3 SECTION II INFORMATION TO CONSULTANTS (ITC) Introduction Clarification and Amendment of RFP Documents Preparation of Technical Proposal Preparation of Financial Proposal Submission, Receipt, and Opening of Proposals Proposal Evaluation General Evaluation of Technical Proposal Public Opening and Evaluation of Financial Proposal Negotiations Award of Contract Confidentiality Corrupt or fraudulent practices Appendix "ITC" Information to Consultants SECTION III: - TECHNICAL PROPOSAL SECTION IV: - FINANCIAL PROPOSAL SECTION V: - TERMS OF REFERENCE

3 SECTION I - LETTER OF INVITATION Date of Issue: 5 th June, 2018 Dear Sir/Madam, RE: PROVISION OF CONSULTANCY SERVICES FOR DEVELOPMENT OF AN ORGANIZATIONAL STRATEGIC PLAN (REF No.: NCLR/OSP/17-18) The National Council for Law Reporting (Kenya Law) invites proposals from interested eligible for the following consultancy services; The Development of a five year organizational strategic plan. The assignment is expected to be completed in four months after signing of contract. The request for proposals (RFP) includes the following documents: Section I - Letter of invitation Section II - Information to consultants Appendix "ITC" to Consultants information Section III - Technical proposals Section IV - Financial proposal Section V - Terms of Reference A complete set of tender documents may be obtained by interested candidates upon payment of non-refundable fees of Kenya Shillings One Thousand (Kshs. 1,000) in cash or Bankers Cheque payable to National Council for Law Reporting. Tender documents may also be downloaded free of charge from the Kenya Law Website at or from the IFMIS portal Bidders who download the document from the IFMIS portal should forward their contact details promptly to procurement@kenyalaw.org in order to receive any addenda/ clarifications where applicable. The Tender Validity period is 120 days. 3

4 Duly completed tender documents, with serialized pages, should be put in plain sealed envelope with TENDER NUMBER & TITLE OF THE TENDER clearly indicated on the envelope should be addressed to: Procurement Unit National Council for Law Reporting (Kenya Law) P.O. Box 10443, Nairobi Or be deposited in the tender box located at Kenya Law s offices on 5 th Floor, A.C.K. Garden Annex, 1 st Ngong Avenue off Ngong Road so as to be received on or before 20 th June, 2018 at a.m. Tenders must be accompanied by a Tender security of Kshs. 100,000 in the form of a guarantee from a reputable bank or insurance company approved by the Public Procurement Oversight Authority. The tender security shall be valid for 150 days from the date of tender opening. Kenya Law reserves the right to accept or reject any tender and does not bind itself to accept the lowest or any tender. Technical proposals will be opened immediately after the deadline for submission of the Request for Proposal documents in the presence of the bidders or their representatives who choose to attend at Kenya Law s Boardroom located on 5 th Floor, A.C.K. Garden Annex, 1 st Ngong Avenue off Ngong Road. Yours sincerely, CHIEF EXECUTIVE OFFICER NATIONAL COUNCIL FOR LAW REPORTING 4

5 SECTION II INFORMATION TO CONSULTANTS (ITC) Table of Contents 2.1 Introduction 2.2 Clarification and amendment of RFP document 2.3 Preparation of Technical Proposal 2.4 Financial proposal 2.5 Submission, Receipt and opening of proposals 2.6 Proposal evaluation general 2.7 Evaluation of Technical proposal 2.8 Public opening and Evaluation of financial proposal 2.9 Negotiations 2.10 Award of Contract 2.11 Confidentiality 2.12 Corrupt or fraudulent practices 5

6 2.1 Introduction The National Council for Law Reporting (Kenya Law) will select a firm among those invited to submit a proposal, in accordance with the method of selection detailed in the appendix "ITC. The method of selection shall be as indicated by Kenya Law in the Appendix "ITC" The consultants are invited to submit a Technical Proposal and a Financial Proposal The consultants must familiarize themselves with local conditions and take them into account in preparing their proposals. To obtain first-hand information on the assignment and on the local conditions, consultants are encouraged to liaise with Kenya Law regarding any information that they may require before submitting a proposal and to attend a pre-proposal conference where applicable. Consultants should contact the officials named in the Appendix "ITC" to arrange for any visit or to obtain additional information on the pre-proposal conference. Consultants should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements Tender Security The tenderer shall furnish, as part of its tender, a tender security for the amount specified in the Appendix to Invitation to Tenderers The tender security shall be in the amount of KSH. 100,000/= in the form of a guarantee from a reputable bank or insurance company authorized by the Public Procurement Oversight Authority The tender security is required to protect the National Council for Law Reporting against the risk of Tenderer s conduct which would warrant the security s forfeiture, pursuant to paragraph The tender security shall be denominated in Kenya Shillings or in another freely convertible currency, and shall be in the form of a bank guarantee or a bank draft issued by a reputable bank located in Kenya or abroad, or a guarantee issued by a reputable insurance company in the form provided in the tender documents or another form acceptable to the National Council for Law Reporting and valid for thirty (30) days beyond the validity of the tender. 6

7 2.1.9 Any tender not secured in accordance with paragraph and will be rejected by the National Council for Law Reporting as non-responsive, pursuant to paragraph Unsuccessful Tenderer s tender security will be discharged or returned as promptly as possible as but not later than thirty (30) days after the expiration of the period of tender validity prescribed by the National Council for Law Reporting The successful Tenderer s tender security will be discharged upon the tenderer signing the contract, pursuant to paragraph 2.10 and furnishing the performance security, where it is required The tender security may be forfeited: (a) if a tenderer withdraws its tender during the period of tender validity specified by the National Council for Law Reporting on the Tender Form; or (b) in the case of a successful tenderer, if the tenderer fails: or (i) to sign the contract in accordance with paragraph 2.10 (ii) to furnish performance security where required in this tender documents Kenya Law will provide the inputs specified in the Appendix "ITC", assist the firm in obtaining licenses and permits needed to carry out the services and make available relevant project data and reports Please note that (i) the costs of preparing the proposal and of negotiating the Contract, including any visit to the National Council for Law Reporting are not reimbursable as a direct cost of the assignment; and (ii) Kenya Law is not bound to accept any of the proposals submitted Kenya Law s employees, committee members, board members and their relative (spouse and children) are not eligible to participate The tenderer shall submit the tender document together with a nonrefundable fee of Kshs. 1,000 and an official receipt shall be issued thereon. 7

8 The receipt number should be indicated on the first page of the tender document. Downloaded documents shall be free of charge Kenya Law shall allow the tenderer to review the tender document free of charge before purchase. 2.2 Clarification and Amendment of RFP Documents Consultants may request a clarification of any of the RFP documents only up to seven [7] days before the proposal submission date. Any request for clarification must be sent in writing by paper mail, cable, telex, facsimile or electronic mail to Kenya Law s address indicated in the Appendix "ITC. Kenya Law will respond by cable, telex, facsimile or electronic mail to such requests and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all invited consultants who intend to submit proposals At any time before the submission of proposals, Kenya Law may for any reason, whether at his own initiative or in response to a clarification requested by an invited firm, amend the RFP. Any amendment shall be issued in writing through addenda. Addenda shall be sent by mail, cable, telex or facsimile to all invited consultants and will be binding on them. Kenya Law may at its discretion extend the deadline for the submission of proposals. 2.3 Preparation of Technical Proposal The Consultants proposal shall be written in English language In preparing the Technical Proposal, consultants are expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal While preparing the Technical Proposal, consultants must give particular attention to the following: i. If a firm considers that it does not have all the expertise for the assignment, it may obtain a full range of expertise by associating with individual consultant(s) and/or other firms or entities in a joint venture or sub-consultancy as appropriate. Consultants shall not associate with the other consultants invited for this assignment. 8

9 Any firms associating in contravention of this requirement shall automatically be disqualified. ii. iii. iv. For assignments on a staff-time basis, the estimated number of professional staff-time is given in the Appendix "ITC". The proposal shall however be based on the number of professional staff-time estimated by the firm. It is desirable that the majority of the key professional staff proposed be permanent employees of the firm or have an extended and stable working relationship with it. Proposed professional staff must as a minimum, have the experience indicated in Appendix "ITC", preferably working under conditions similar to those prevailing in Kenya. v.alternative professional staff shall not be proposed and only one Curriculum Vitae (CV) may be submitted for each position The Technical Proposal shall provide the following information using the attached Standard Forms; i. A brief description of the firm s organization and an outline of recent experience on assignments of a similar nature. For each assignment the outline should indicate inter alia, the profiles of the staff proposed, duration of the assignment, contract amount and firm s involvement. ii. Any comments or suggestions on the Terms of Reference, a list of services and facilities to be provided by Kenya Law. iii. A description of the methodology and work plan for performing the iv. assignment. The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member and their timing. v. The Proposed Lead Consultant and Assistant Consultants should show proof of educational qualifications by attaching relevant documentary evidence e.g. copies of academic certificates. vi. CVs recently signed by the proposed professional staff and the authorized representative submitting the proposal. Key information should include number of years working for the firm/entity and degree of responsibility held in various assignments during the last ten (10) years. 9

10 vii. viii. ix. Estimates of the total staff input (professional and support staff stafftime) needed to carry out the assignment supported by bar chart diagrams showing the time proposed for each professional staff team member. A detailed description of the proposed methodology, staffing and monitoring of training, if Appendix "ITC" specifies training as a major component of the assignment. Any additional information requested in Appendix "ITC" The Technical Proposal shall not include any financial information. For the avoidance of doubt, the Tender Security is part of the Technical proposal and should not be enclosed in the Financial Proposal 2.4 Preparation of Financial Proposal In preparing the Financial Proposal, consultants are expected to take into account the requirements and conditions outlined in the RFP documents. The Financial Proposal should follow Standard Forms (Section D). It lists all costs associated with the assignment including; (a) remuneration for staff (in the field and at headquarters), and; (b) reimbursable expenses such as subsistence (per diem, housing), transportation (international and local, for mobilization and demobilization), services and equipment (vehicles, office equipment, furniture, and supplies), office rent, insurance, printing of documents, surveys, and training, if it is a major component of the assignment. If appropriate these costs should be broken down by activity The Financial Proposal should clearly identify as a separate amount, the local taxes, duties, fees, levies and other charges imposed under the law on the consultants, the sub-consultants and their personnel, unless Appendix "ITC" specifies otherwise Consultants shall express the price of their services in Kenya Shillings Commissions and gratuities, if any, paid or to be paid by consultants and related to the assignment will be listed in the Financial Proposal Submission Form The Proposal must remain valid for 120 days after the submission date. During this period, the consultant is expected to keep available, at his own cost, the professional staff proposed for the assignment. Kenya Law will make its best effort to complete negotiations within this period. If Kenya Law wishes to extend the validity period of the proposals, the consultants shall agree to the extension. 10

11 2.5 Submission, Receipt, and Opening of Proposals The original proposal (Technical Proposal and, if required, Financial Proposal) shall be prepared in indelible ink. It shall contain no interlineation or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the persons or person authorized to sign the proposals For each proposal, the consultants shall prepare the number of copies indicated in Appendix "ITC". Each Technical Proposal and Financial Proposal shall be marked ORIGINAL or COPY as appropriate. If there are any discrepancies between the original and the copies of the proposal, the original shall govern The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked TECHNICAL PROPOSAL, and the original and all copies of the Financial Proposal in a separate sealed envelope clearly marked FINANCIAL PROPOSAL and warning: DO NOT OPEN WITH THE TECHNICAL PROPOSAL. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, tender name & number and other information indicated in the Appendix "ITC" and be clearly marked, DO NOT OPEN, EXCEPT IN PRESENCE OF THE TENDER OPENING COMMITTEE The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated in the Appendix "ITC". Any proposal received after the closing time for submission of proposals shall be returned to the respective consultant unopened After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the opening committee. The Financial Proposal shall remain sealed and deposited with a responsible officer of Kenya Law s procurement unit/department up to the time for public opening of financial proposals. 2.6 Proposal Evaluation General 11

12 2.6.1 From the time the bids are opened to the time the Contract is awarded, if any consultant wishes to contact Kenya Law on any matter related to his proposal, he should do so in writing at the address indicated in the Appendix "ITC". Any effort by the firm to influence Kenya Law in the proposal evaluation, proposal comparison or Contract award decisions may result in the rejection of the consultant s proposal Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded. 12

13 2.7 Evaluation of Technical Proposal Preliminary Evaluation Checklist The evaluation committee appointed by Kenya Law shall evaluate the proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria as follows; MANDATORY REQUIREMENTS No. Requirement Submitted/Not submitted 1. Bidder must submit a copy of certificate of Registration/Incorporation 2. Bidder must submit a copy of current & valid tax compliance certificate issued by the Kenya Revenue Authority 3. Bidder must submit Original & Copy of Technical proposal. 4. Bidder must submit Original & Copy of Financial proposal. 5. Bidder must submit a tender security of Kshs. 100,000 valid for 120 days from the date of Tender opening. 6. The bidder must submit a duly filled, signed & stamped Ethics & Integrity Pact form in the format provided in the tender document. 7. Must submit a duly filled, signed and stamped Confidential business questionnaire in the format provided. In relation to the preliminary evaluation above, only bidders who meet all the preliminary requirements will proceed to the technical evaluation stage. At the Preliminary evaluation stage, a proposal will be considered either responsive or unresponsive. 13

14 TECHNICAL EVALUATION CRITERIA NO. EVALUATION CRITERIA SCORE 1. General qualifications of the consultant and key staff a. Lead Consultant to undertake the assignment Provide details of academic and professional qualification of key consultant to be involved in the development of the Strategic plan. The key personnel should have a minimum of a degree in Management or law or its equivalent and professional qualification relevant to strategic planning with a minimum of 5 years experience in consultancy services in the public sector. A relevant Masters qualification will have an added advantage. (10 mks) b. At least 2 other proposed Associate consultants to undertake the assignment who must have knowledge and experience in legal sector, strategic planning, enterprise risk management, project management, ISO 9001:2015, leadership, Human Resource Management, ICT at consultancy level in the public sector and preferably in the public sector of not less than 3 years each. Other than the above, the key staff should have a minimum of a relevant degree and a relevant professional qualification. (10 mks) Provide evidence of qualification and experience by attaching CVs and certified copies of academic and professional certificates for the Lead Consultant and other proposed team members. 2. Specific Firm Experience a. Minimum 10 years experience in Strategic Planning Consultancies for public sector (5 mks). b. Provide evidence of having carried out at least 5 similar assignments in the public sector in the last five (5) years (Evidenced by LPO/LSO/contracts/ reference letters etc.) The provision of reference letters from firms that the consultant have worked for shall be an advantage (15 mks). c. Demonstrated understanding of the envisaged Kenya Law Strategic Plan (2018/2023) model and how it is to link with the Kenya Vision 2030, Judicial Transformation Framework, The Judiciary Strategic Plan and the Sustaining Judiciary Transformation Report, ISO 9001:2015 and expected key deliverables following review of the existing Strategic Plan 2013/2017 (15 marks)

15 d. Elaboration on proposed approach to tracking risk and performance indicators through the M&E framework (5 marks) e. A clear demonstration of the consultants approach to the design of an automated real time Monitoring and Evaluation framework (5 marks). f. Highlight of proposed or potential benchmark jurisdictions to be analysed to inform strategies to be implemented by the Council to enhance the organizations legal mandate (5 marks). 3. Methodology, work plan and understanding of the Terms of Reference: a. Demonstration of clear understanding of the terms of reference evidenced by thorough knowledge of the local and international legal reporting environment (10 mks ) 30 b. Comprehensive work plan with clear time allocated and designation of responsible consultants for each component of the assignment (10mks). c. Detailed description of techniques and proposed approach to local and international stakeholder engagements (10mks). Maximum Technical Score 100 Each responsive proposal will be given a technical score (St). A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated in the Appendix "ITC". The minimum technical score required to pass is 70 points. 2.8 Public Opening and Evaluation of Financial Proposal After the evaluation, Kenya Law shall notify those consultants whose proposals did not meet the minimum qualifying mark or were considered non-responsive to the RFP and Terms of Reference, indicating that their Financial Proposals will be returned after completing the selection process. Kenya Law shall simultaneously notify the consultants who have secured the minimum qualifying mark, indicating the date and time set for opening the Financial Proposals and stating that the opening ceremony is open to those consultants who choose to attend The opening date shall not be sooner than three (3) days after the notification date. The notification may be sent by registered letter, cable, telex, facsimile or electronic mail. 15

16 2.8.3 The Financial Proposals shall be opened publicly in the presence of the consultants representatives who choose to attend. The name of the consultant, the technical. Scores and the proposed prices shall be read aloud and recorded when the Financial Proposals are opened. Kenya Law shall prepare minutes of the public opening The evaluation committee will determine whether the financial proposals are complete (i.e. whether the consultant has costed all the items of the corresponding Technical Proposal and corrected any computational errors. The cost of any un-priced items shall be assumed to be included in other costs in the proposal. In all cases, the total price of the Financial Proposal as submitted shall prevail While comparing proposal prices between local and foreign firms participating in a selection process in financial evaluation of Proposals, firms incorporated in Kenya where indigenous Kenyans own 51% or more of the share capital shall be allowed a 10% preferential bias in proposal prices. However, there shall be no such preference in the technical evaluation of the tenders. Proof of local incorporation and citizenship shall be required before the provisions of this sub-clause are applied. Details of such proof shall be attached by the Consultant in the financial proposal The formulae for determining the Financial Score (Sf) shall, unless an alternative formulae is indicated in the Appendix "ITC", be as follows:- Sf = 100 X FM /F where Sf is the financial score; Fm is the lowest priced financial proposal and F is the price of the proposal under consideration. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T=the weight given to the Technical Proposal: P = the weight given to the Financial Proposal; T + p = 1) indicated in the Appendix "ITC". The combined technical and financial score, S, is calculated as follows: - S = St x T % + Sf x P %. The firm achieving the highest combined technical and financial score will be invited for negotiations The evaluation committee shall evaluate the tender within 30 days from the date of opening the tender Contract price variations shall not be allowed for contracts not exceeding one year (12 months) Where contract price variation is allowed, the variation shall not exceed 10% of the original contract price 16

17 Price variation requests shall be processed by Kenya Law within 30 days of receiving the request. 2.9 Negotiations Negotiations will be held at the same address as address to send information to Kenya Law indicated in the Appendix "ITC". The aim is to reach agreement on all points and sign a contract Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. Kenya Law and firm will then work out final Terms of Reference, staffing and bar charts indicating activities, staff periods in the field and in the head office, staff-months, logistics and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the Description of Services and form part of the Contract. Special attention will be paid to getting the most the firm can offer within the available budget and to clearly defining the inputs required from Kenya Law to ensure satisfactory implementation of the assignment Unless there are exceptional reasons, the financial negotiations will not involve the remuneration rates for staff (no breakdown of fees) Having selected the firm on the basis of, among other things, an evaluation of proposed key professional staff, Kenya Law expects to negotiate a contract on the basis of the experts named in the proposal. Before contract negotiations, Kenya Law will require assurances that the experts will be actually available. Kenya Law will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff were offered in the proposal without confirming their availability, the firm may be disqualified The negotiations will conclude with a review of the draft form of the Contract. To complete negotiations Kenya Law and the selected firm will initial the agreed Contract. If negotiations fail, Kenya Law will invite the firm whose proposal received the second highest score to negotiate a contract Kenya Law shall appoint a team for the purpose of the negotiations. 17

18 2.10 Award of Contract The Contract will be awarded following negotiations. After negotiations are completed, Kenya Law will promptly notify other consultants on the shortlist that they were unsuccessful and return the Financial Proposals of those consultants who did not pass the technical evaluation The selected firm is expected to commence the assignment on the date and at the location specified in Appendix "ITC" The parties to the contract shall have it signed within 30 days from the date of notification of contract award unless there is an administrative review request Kenya Law may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination Kenya Law shall give prompt notice of the termination to the tenderers and on request give its reasons for termination within 14 days of receiving the request from any tenderer To qualify for contract awards, the tenderer shall have the following: (a) Necessary qualifications, capability experience, services, equipment and facilities to provide what is being procured. (b) Legal capacity to enter into a contract for procurement (c) Shall not be insolvent, in receivership, bankrupt or in the process of being wound up and is not the subject of legal proceedings relating to the foregoing. (d) Shall not be debarred from participating in public procurement Confidentiality Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the consultants who submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been awarded the Contract. 18

19 2.12 Corrupt or fraudulent practices Kenya Law requires that the consultants observe the highest standards of ethics during the selection and award of the consultancy contract and also during the performance of the assignment. The tenderer shall sign a declaration that he has not and will not be involved in corrupt or fraudulent practices Kenya Law will reject a proposal for award if it determines that the consultant recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question Further a consultant who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating in public procurement in Kenya. 19

20 APPENDIX "ITC ; INFORMATION TO CONSULTANTS The following information for procurement of consultancy services and selection of consultants shall complement or amend the provisions of the information to consultants, wherever there is a conflict between the provisions of the information and to consultants and the provisions of the appendix, the provisions of the appendix herein shall prevail over those of the information to consultants. The name, objectives, and description of the assignment are; PROVISION OF CONSULTANCY SERVICES FOR DEVELOPMENT OF AN ORGANIZATIONAL STRATEGIC PLAN (REF No.: NCLR/OSP/17-18). Clause Reference The name of the Client is: NATIONAL COUNCIL FOR LAW REPORTING The method of selection is Quality and Cost Based Selection (QCBS) Technical and Financial Proposals are required from the prospective bidders A pre-proposal conference will not be held. The Prospective bidders can contact Kenya Law using the contacts indicated below; ATT: PROCUREMENT UNIT NATIONAL COUNCIL FOR LAW REPORTING P.O BOX , NAIROBI, KENYA procurement@kenyalaw.org Kenya Law will provide the following inputs; Kenya Law will avail staff member(s) to provide the needed support including reference documents and logistical arrangements where necessary The tenderer shall furnish, as part of its tender, a tender security. For the avoidance of doubt, the Tender Security is part of the Technical proposal and should not be enclosed in the Financial Proposal (i) Training is a not specific component of this assignment: 20

21 (ii) Additional information in the Technical Proposal includes: N/A Consultants must submit an original and 1 (ONE) additional copies of each proposal The proposal submission address is: National Council for Law Reporting, ACK Garden Annex, 5 th Floor, 1 st Ngong Avenue, off Ngong Road, Nairobi. Information on the outer envelope should also include: PROVISION OF CONSULTANCY SERVICES FOR DEVELOPMENT OF AN ORGANIZATIONAL STRATEGIC PLAN & REF No.: NCLR/OSP/ Proposals must be submitted not later than the following date and time: 20 th June, 2018 at 11:00 a.m. 2.7 The minimum technical score required to pass is 70 points Alternative formulae for determining the financial scores is the following: N/A The weights given to the Technical and Financial Proposals are: T=0.8 P= The assignment is expected to commence on; immediately upon award. 21

22 SECTION III: - TECHNICAL PROPOSAL Notes on the preparation of the Technical Proposals 3.1 In preparing the technical proposals the consultant is expected to examine all terms and information included in the RFP. Failure to provide all requested information shall be at the consultants own risk and may result in rejection of the consultant s proposal. 3.2 The technical proposal shall provide all required information and any necessary additional information and shall be prepared using the standard forms provided in this Section. 3.3 The Technical proposal shall not include any financial information unless it is allowed in the Appendix "ITC" to information to the consultants or the Special Conditions of contract. 22

23 Table of Contents 1. Technical proposal submission form 2. Firms references 3. Comments and suggestions of consultants on the Terms of reference and on data, services and facilities to be provided by the National Council for Law Reporting 4. Description of the methodology and work plan for performing the assignment 5. Team composition and Task assignments 6. Format of curriculum vitae (CV) for proposed Professional staff 7. Time schedule for professional personnel 8. Activity (work schedule) 9. Confidential Business Questionnaire 10. Tender Security Form 23

24 1. TECHNICAL PROPOSAL SUBMISSION FORM [ Date] To: NATIONAL COUNCIL FOR LAW REPORTING Ladies/Gentlemen: We, the undersigned, offer to provide Provision of Consultancy Services for Development of an Organizational Strategic Plan in accordance with your Request for Proposal dated [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, [and a Financial Proposal sealed under a separate envelope]. We understand you are not bound to accept any proposal that you receive. We remain, Yours sincerely, [Authorized Signature]: [Name and Title of Signatory] [Name of Firm] [Address:] 24

25 2. FIRM S REFERENCES Relevant Services carried out in the Last Five Years That Best Illustrate Qualifications (at least 3 references) Using the format below, provide information on each assignment for which your firm either individually, as a corporate entity or in association, was legally contracted. Assignment Name: Country Location within Country: Name of client s contact person for the assignment. Professional Staff provided by Your Firm/Entity(profiles): Address: No of Staff-Months; Duration of Assignment: Start Date (Month/Year): Completion Date Approx. Value of Services (Kshs) (Month/Year): Name of Associated Consultants. If any: No of Months of Professional Staff provided by Associated Consultants: Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed: Narrative Description of project: Description of Actual Services Provided by Your Staff: (May be amended as necessary) Firm s Name: Name and title of signatory; (PLEASE FILL IN COPIES FOR AT LEAST THREE REFERENCES) 25

26 3. COMMENTS AND SUGGESTIONS OF CONSULTANTS The Comments & Suggestions Should Be Based On The Terms Of Reference And On Data, Services And Facilities To Be Provided By Kenya Law. On the Terms of Reference: On the data, services and facilities to be provided by Kenya Law:

27 4. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT 27

28 5. TEAM COMPOSITION AND TASK ASSIGNMENTS 1. Professional Staff/ Consultants Name Position Task 2. Administrative/ Support Staff Name Position Task 28

29 6. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations]. Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s] obtained.] 29

30 Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments.] Certification: I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience. Date: [Signature of staff member] Date; [Signature of authorised representative of the firm] Full name of staff member: Full name of authorized representative: 30

31 7. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL Months (in the Form of a Bar Chart) Name Position Reports Due/ Number of months Activities Reports Due: Activities Duration: Signature: (Authorized representative) Full Name: Title: Address: 31

32 8. ACTIVITY (WORK) SCHEDULE (a). Field Investigation and Study Items [1 st,2 nd,etc, are months from the start of assignment) 1 st 2 nd 3 rd 4 th 5 th 6 th 7 th 8 th 9 th 10 th 11 th 12 th Activity (Work) (b). Completion and Submission of Reports Reports Date 1. Inception Report 4. Interim Progress Report (a) First Status Report (b) Second Status Report 3. Draft Report 4. Final Report 32

33 9. CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM (To be filled, signed & stamped by all tenderers) You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2 (c) whichever applies to your type of business You are advised that it is a serious offence to give false information on this form Part 1 General: Business Name Location of business premises. Plot No Street/Road.. Postal Address.. Tel No.. Fax. E mail. Nature of Business.. Registration Certificate No. Maximum value of business which you can handle at any one time Kshs. Name of your bankers.. Branch Part 2 (a) Sole Proprietor Your name in full.. Age.. Nationality Country of origin. Citizenship details. Part 2 (b) Partnership Given details of partners as follows: Name Nationality Citizenship Details Shares Part 2 (c ) Registered Company Private or Public. State the nominal and issued capital of company- Nominal Kshs. Issued Kshs. Given details of all directors as follows Name Nationality Citizenship Details Shares Date.. Signature of Candidate.. * If a Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or registration. 33

34 10. TENDER SECURITY FORM Whereas [Name of the tenderer] (Hereinafter called the tenderer ) has submitted its tender dated. [Date of submission of tender] for the [name and/or description of the tender] (hereinafter called the Tender ).. KNOW ALL PEOPLE by these presents that WE of. having our registered office at (Hereinafter called the Bank ), are bound unto.. National Council for Law Reporting in the sum of.. for which payment well and truly to be made to the said National Council for Law Reporting, the Bank binds itself, its successors, and assigns by these presents. Sealed with the Common Seal of the said Bank this day of 20. THE CONDITIONS of this obligation are:- 1. If the tenderer withdraws its Tender during the period of tender validity specified by the tenderer on the Tender Form; or 2. If the tenderer, having been notified of the acceptance of its Tender by the National Council for Law Reporting during the period of tender validity: (a) (b) fails or refuses to execute the Contract Form, if required; or fails or refuses to furnish the performance security in accordance with the Instructions to tenderers; We undertake to pay to the National Council for Law Reporting up to the above amount upon receipt of its first written demand, without the National Council for Law Reporting having to substantiate its demand, provided that in its demand the National Council for Law Reporting will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. This tender guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Bank not later than the above date. [Signature of the bank] (Amend accordingly if provided by Insurance Company) 34

35 SECTION IV: - FINANCIAL PROPOSAL Notes on preparation of Financial Proposal 4.1 The Financial proposal prepared by the consultant should list the costs associated with the assignment. These costs normally cover remuneration for staff, subsistence, transportation, services and equipment, printing of documents, surveys etc. as may be applicable. The costs should be broken done to be clearly understood by Kenya Law. 4.2 The financial proposal shall be in Kenya Shillings or any other currency allowed in the request for proposal and shall take into account the tax liability and cost of insurances specified in the request for proposal. 4.3 The financial proposal should be prepared using the Standard forms provided in this part 4.4 The Financial Proposal should take into account VAT and other taxes that are applicable. 35

36 Table of Contents 1. Financial proposal submission Form 2. Summary of costs 36

37 1. FINANCIAL PROPOSAL SUBMISSION FORM [Date] To: NATIONAL COUNCIL FOR LAW REPORTING, P.O BOX , NAIROBI, KENYA Ladies/Gentlemen: We, the undersigned, offer to provide Consultancy Services for Development of an Organizational Strategic Plan (REF No.: NCLR/OSP/17-18). Our attached Financial Proposal is for the sum of ( ) [Amount in words and figures] inclusive of the taxes. We remain, Yours sincerely, [Authorized Signature] [Name and Title of Signatory]: [Name of Firm] [Address] 37

38 2. SUMMARY OF COSTS Costs Currency(ies) Amount(s) (Indicate all costs that you will incur) Subtotal Taxes Total Amount of Financial Proposal 38

39 SECTION V: TERMS OF REFERENCE FOR: THE PROVISION OF CONSULTANCY SERVICES FOR THE DEVELOPMENT OF AN ORGANIZATIONAL STRATEGIC PLAN REF No.: NCLR/OSP/

40 1.0 TERMS OF REFERENCE Background The National Council for Law Reporting (Kenya Law) is a State Corporation established under the National Council for Law Reporting Act No. 11 of The mandate of Kenya Law is to monitor and report on the development of Kenya s jurisprudence through the publication of the Kenya Law Reports; to revise, consolidate and publish the Laws of Kenya and to provide access to other public legal information. Kenya Law is a focal point institution in providing access to Kenya s public legal information. In order to achieve its mandate the Council has been developing five year Strategic Plans to guide development of Kenya s legal reporting. The current Strategic plan came to an end in 2017 hence the Council wishes to engage a consultant to develop the next cycle Strategic plan. 2.0 Scope of Work and Methodology The principal aim of the consultancy is to design and develop the next cycle of the Council s Strategic Plan to cover the next Strategic Plan period. Development of the next Strategic Plan will take into consideration the implementation level of the previous strategic plan as well as the Judiciary Strategic Plan and the Sustaining Judiciary Transformation Plan including the identification of challenges, lessons learned and key success factors. The Terms of Reference for the consultancy is to work with the Council of Directors, Management and staff of the Council to develop the next cycle strategic plan by: i. Reviewing the status of implementation of the current Strategic Plan and ii. Holding consultations with the industry players, The Judiciary, The Office of the Attorney General legal sector actors and the Council s Board and Management; 40

41 iii. iv. Carrying out a Situational Analysis in line with current and projected macro environment (PESTLE) and micro environment (SWOT); Review the main stakeholders and beneficiaries of the Council and their expectations of Kenya Law in line with the Constitution, Vision 2030 and Medium Term Plan III; The Judiciary Strategic Plan and the Sustaining Judiciary Transformation Plan v. Review the Vision and Mission statements, core values of the Council and vi. vii. viii. ix. strategic objectives of the Council in line with the updated Situational Analysis and achievement levels; Align the Strategic Plan with national documents including but not limited to the Kenya Vision 2030 and Medium Term Plan III and; The Judiciary Strategic Plan and the Sustaining Judiciary Transformation Plan Identify and quantify viable activities for achieving the strategic objectives and goals with clear timelines and measurable outputs; Align the Strategic Plan to the Council s Enterprise Risk Management Framework and ISO 9001: 2015 Framework; Develop prioritized action plan that has clear roles and responsibilities in the implementation with clear budget, and a monitoring and evaluation plan; x. Recommend appropriate automation of the monitoring and evaluation 2.0 Tasks process that links performance and risk identification and mitigation with priority to leveraging on the available systems within the Council; The specific tasks to be carried out are as indicated here below: a) Have sessions as appropriate with the Council to understand the organizations vision and guidance. b) Undertake an assessment of the implementation status of the current Strategic Plan identifying challenges to full implementation. c) Review any existing documents relevant to the development of the plan. d) Hold consultations with the Council s Board and Management, the Judiciary, the Office of the Attorney General legal and judicial sector players to seek their views. e) Design and develop a draft Strategic Plan in line with the TORs. 41

42 f) Recommend an implementation framework including budget and automated M&E framework. g) Facilitate three workshops, one with the Council and the other two with Management. h) Incorporate Kenya Law s comments and finalize the Strategic Plan. i) Present final draft to Kenya Law for adoption. 3.0 Outputs The key output from this assignment will be a five year Strategic Plan for the Strategic Plan period aligned to the Kenya Vision 2030, Medium Term Plan III, The Judiciary Strategic Plan and the Sustaining Judiciary Transformation Plan and applicable Council frameworks. 4.0 Time Line The consultancy is expected to take four months from the date of signing the contract. The selected consultant will be expected to demonstrate how this will be achieved through the work plan and methodology. The Consultant will be required to indicate the methodology to be applied in implementing the assignment, with a clear indication and justification for the techniques to be used in carrying out the assignment. The consultant is expected to have a work plan clearly detailing all the activities to be conducted during the assignment in a sequential manner, their timelines and the deliverables linked to each. 5.0 Counterpart resources Kenya Law will avail staff member(s) to provide the needed support including reference documents and logistical arrangements where necessary. 6.0 Qualifications of the consultant The Council is looking for a highly qualified firm to undertake the assignment in line with the Technical Evaluation criteria. 42

43 ETHICS AND INTEGRITY PACT TO BE FILLED, DATED, SIGNED, STAMPED AND SUBMITTED BY ALL PERSONS BIDDING FOR THE SUPPLY OF OR PROVISION OF ANY GOODS OR SERVICES TO KENYA LAW Bidder s undertaking on Ethics and Integrity Accepting that transparent business management and fair public administration are the key to social development and national competitiveness, and in an effort to purge corruption and apply sanctions to corrupt businesses, and in full support of the worthy goals of this Integrity Pact, concerning the present proposal for:, (Name or reference of tender) I (lead consultant s name in the case of an individual consultancy) or all personnel of (name of association, partnership, corporation or other entity being a non-individual consultant) and its sub-contractors and agents hereby agree that: 1 I/We understand that the National Council for Law Reporting are lawabiding institutions and I/We undertake to abide by all the Laws of Kenya particularly the laws, rules and regulations governing ethics and integrity and the procurement of goods and services by public agencies in Kenya. I/We shall not conduct any unethical business practices, including but not limited to making false declarations and representations in bidding documents; bid-rigging, collusive bidding, canvassing. 2 I/We shall not offer any bribe, gifts, entertainment or any other undue benefits directly or indirectly to any officials of the National Council for Law Reporting or indeed any other person nor commit any other act 43

44 with a view to unlawfully influencing the process or outcome of procuring for the goods and/or services herein or the performance of any contract arising from the procurement process. 3 I/We undertake to report to the Judiciary Ombudsman and the Kenya Anti-Corruption Commission any acts of corruption and unethical practice by any official of the National Council for Law Reporting, any of my/our employees, agents, associates, affiliates or indeed any other person that come to our knowledge in the course of procuring the supply and provision of the goods and/or services herein or the performance of any contract arising therefrom. 4 In bidding for the goods or services herein and in the course of any contract that may arise therefrom, I/We shall not make any statement which is untrue based on our knowledge, information and belief. I/We shall fully and truthfully declare my/our ability to provide the goods and/or perform the services and we will not bid for the supply of goods or provisions of services which we do not have the capacity to provide whether at all or under the terms required by the National Council for Law Reporting. 5 I/We declare that we have the legal and operational capacity to make a bid for the goods and/or services herein, including but not limited to the fact that I/We am/not an undischarged bankrupt, under receivership or liquidation or otherwise insolvent nor suffering from any such or other incapacity that would make our bid or our ability to provide the goods and/or services herein legally or operationally untenable. 6 We declare and guarantee that no director, sub-contractor or any person who has any controlling interest in our organization has been debarred from participating in a procurement proceeding 44