German Financial Cooperation with the Republic of Kenya Invitation for Expression of Interest Consulting services for the Drought Resilience Programme in Northern Kenya (DRPNK) BMZ Project Numbers 2012 67 301, 2013 65 360 Republic of Kenya County Governments of Turkana and Marsabit April 2018
Background On behalf of the county governments of Turkana and Marsabit as the Project Executing Agencies (PEA), the Kenyan Ministry of Agriculture and Irrigation (MoAI) hereby invites qualified independent consultants to submit a prequalification document for consulting services for the project Drought Resilience Programme in Northern Kenya (DRPNK). Credit and grant funds have been earmarked for this programme by the German Federal Ministry for Economic Cooperation and Development (BMZ), to be provided through KfW Development Bank. The State Department of Irrigation (SDI) within MoAI provides to this programme policy advice and takes on a coordinating and facilitating role. The programme will be delivered under the framework of German Financial Cooperation (FC). The FC activities will form a complementary German Development Programme with the Technical Assistance (TA) module Drought resilience in Northern Kenya (BMZ PN 2016.2109.3) implemented by GIZ. Aim and Description of the Project and Intended Measures Most of Kenya s surface area (80 per cent) is classified as arid and semi arid land (ASAL) that is home to about 14 million people and approximately 70 per cent of the national livestock herd. The ASAL has experienced 28 droughts in the last century, and with a changing climate the intervals between them have shortened; four droughts occurred in the last 10 years. As time spans between droughts become shorter, the resilience of the population has weakened and their traditional coping strategies are no longer sufficient. Many households are not able to rebuild lost assets after a drought has hit. The arid region that dominates Kenya s North receives highly variable rainfall amounts between 150 and 500 mm per year, and water availability is further reduced as much of the received amounts are lost due to surface runoff after high intensity rainfall events, also causing sheet and gully erosion. The resulting semi desert and savannah environment is characterised by low yields and high risks in (rain fed) agricultural (including livestock) production and long distances to markets and services, and as a result high illiteracy and overall poverty rates. Based on the ASAL Strategic Programming Framework and relevant County Development Plans, the proposed Drought Resilience Programme in Northern Kenya (DRPNK) under Kenyan German Development Cooperation shall strengthen drought resilience and adaptation to climate change in particularly vulnerable arid areas of Northern Kenya as part of a multi sectoral approach, funding climate proof county and possibly community infrastructure. DRPNK has the potential to strengthen the drought resilience and climate change adaptive capacities and herewith the food security of the pastoral and agro pastoral livelihoods and communities in selected areas ("clusters") of Turkana and Marsabit County on a sustainable basis by expanding and rehabilitating relevant infrastructure. In these clusters, the programme is expected to create benefits for a total of 340,000 people in Turkana and 255,000 in Marsabit. Given the particularly high poverty rates of the population in the two counties (92% in Turkana and 80% in Marsabit), DRPNK is likely to have a direct and strong impact on some of the poorest and most vulnerable parts of Kenya's population. In addition, the programme supports self determination, organisation and participation in decision making among the beneficiary population and demands ownership and responsibility for assets created by the programme and managed by the beneficiaries. DRPNK s focus on drought resilience and food security is expected to have a significant and lasting effect on the dominating livelihoods in the target area, thus also improving the economic situation of the region overall. The outcome/programme objective is defined as follows: "Drought resilience and climate change adaptive capacities of the pastoral and agro pastoral production systems and livelihoods in selected areas of Turkana and Marsabit County are strengthened on a sustainable basis by expanding and 2
rehabilitating relevant infrastructure. The expected outputs read as follows: (i) access to water is improved for humans and livestock; (ii) fodder basis is improved; (iii) access to market infrastructure is improved and (iv) rural transportation is improved. In a feasibility study carried out, specific development activities have been identified in the following fields: Water infrastructure: water harvesting and storage; water supply and sanitation; irrigation; Infrastructure for livestock: animal health; rangelands and fodder production; livestock marketing; Other socio economic infrastructure: transportation; rural market facilities; education; health. While investments can cover a wide range of different measures and can be multi sectoral, it is expected that about half of total investment volume will be used for water related infrastructure. Services to be Provided Consulting services are required to support the County Governments of Turkana and Marsabit as the Project Executing Agencies (PEA) in project implementation and management including the development of the governance structure of the programme, provision of advice on technical aspects of project implementation, preparation of ToRs and elaboration of specifications, conduction of tenders, supervision of contracts for works and services, support to the financial management of DRPNK (including management of a disposition fund), and reporting. Moreover, on a needs basis, support shall also be provided to the National Programme Coordinating Unit (NPCU) within MoAI. To this end, the Consultant will be responsible for providing expertise and technical staff for the two County Project Coordinating Units (CPCUs) with offices in Turkana and Marsabit, Kenya and, to a limited extent, to the NPCU in Nairobi. The services are to be delivered by a team being comprised of international and national long term as well as international and national short term expert staff, and other professional and administrative support staff. Consultants are free to associate themselves with other firms to ensure that all required know how and experiences are available to them. In order to enhance project ownership, to strengthen local capacities, to promote the integration of local knowledge, and thus finally also to enhance the efficiency of the project, local companies are encouraged to apply in association with specialised international consulting firms, and international firms are encouraged to form associations with local firms. The duration of the assignment shall be approximately six years. Profile of the Firm/Association Prospective applicants should have a track record of practical experiences in the following fields and have a shown ability to put these experiences to good use in different circumstances: Work experience in pastoral and/or agro pastoral societies (dry lands in particular in Africa); Agriculture in dry areas (including small scale irrigation, water harvesting such as construction of small dams, etc.); Rangeland and livestock management; fodder production, transformation and storage; Rural development including participatory management planning in rural areas; 3
Natural resource management; Experience as implementation and management consultant for international financial cooperation projects. Previous work experience in Kenya, other countries of eastern Africa or at least other African countries with similar ecological and socio economic conditions are regarded an important factor for successful project implementation. Documents to be Submitted The prequalification document in English language shall have the following structure and content and shall be presented in the same sequence as shown below: 1. Covering Letter, comprising the firm s name, address, contact person, telephone, fax and email and if applicable mentions the association for this project. 2. Presentation of firm/association (maximum 10 pages), inclusive clear statement of type and ownership of organisation and key tasks of the firm/association, personnel structure, number of employees by department, division of tasks in the case of associations. The presentation should not exceed 10 pages also in the case of associations. 3. Statements and Declarations: a. Declaration of submitting a proposal in case of being short listed; b. Statement on affiliations of any kind with other firms which may present a conflict of interest in providing the envisaged services; c. In case of an association the intended contractual arrangement with international and local firms, institutions or organisations, nominating the lead consultant and including letters of intent of participating firms. d. Declaration of Undertaking: A declaration to observe the highest standard of ethics during execution of the contract. Applicants should be aware that any fraudulent or corrupt activities disqualify them immediately from participation in the selection process and will be subject to further legal investigation. A template of the declaration is given in the Annex. In case of an association, each member of the association has to submit this Declaration of Undertaking. e. Statement on the financial capacity of the lead consultant and all associated partners showing that the combined average annual turnover of the lead consultant and all associated partners is more than 2,500,000 EUR. The statement should be presented as a table with the information from all members of the association, and should be accompanied by a certified balance sheet or annual tax statement or profit and loss account and a statement of turnover all of the last three years [2014 2016, if documentation for 2017 not yet available]; 4. List of project references carried out in the format as given in the annex covering the last 10 years and related to the envisaged services (investments in the fields of dry land management, small scale irrigation, water harvesting, agricultural and rural development in pastoral and semi 4
pastoral societies, rangeland management, natural resource management, and similar; management of large scale projects) and the region. The number of references must not exceed 15. 5. Backstopping staff: Personnel tentatively foreseen for backstopping and home office support. The applicant should show that he has in his home office enough expertise to provide technical guidance and advice to the in country project team. The applicant should present up to two backstopping personnel with brief CVs (max. 3 pages each). 6. List of Personnel structure of the firm/association: Key experts: Personnel working for the applicant in project related fields. The list of key experts shall allow a profound judgement on the consultants general ability to provide the required personnel having the specific knowledge and experience for the project in case of an offer. In addition to the applicant s own staff, external experts with long standing work relationships with the applicant. Up to 5 key experts should be presented in the list. Personal belonging to the firm or having long term cooperation gets more points. A template for the presentation of key experts is given in the Annex. Short term experts: List of available personnel working with the applicant in projectrelated fields. This list shall allow a profound judgement on the consultants general ability to recruit national, regional and international short term experts covering the entire scope of services that might be required for this assignment. The list of short term experts (up to 15) should be presented as table. A template is given in the Annex. Interested consultants are requested to submit concise and clear, but substantial documents and to adhere to the above structure. Non compliance with this invitation or faulty information shall lead to a deduction of points or non qualification. Any surplus of information not specific to the material requested will be penalized. Requests for Clarification Requests for further information or clarification should be addressed to the tender agent by email. All requests (exclusively in the English language) should be submitted not later than 10 days before the closing date. The response (including an explanation of the query, but without identifying the source of inquiry) will be circulated to all tenderers. Tender Agent: Dr. Max Kasparek, Email: Kasparek@t online.de with cc. to: Ministry of Agriculture and Irrigation, Mr. Peter Samson Gongi, Email: gongisp2012@gmail.com KfW Development Bank, Mrs. Lina Dunzzlaff, Email: Lina.Dunnzlaff@kfw.de Submission of Prequalification Proposals Two hardcopies (one original and one copy) each together with a softcopy of the Prequalification Proposal shall be submitted. The soft copy should consist of a PDF text file on CD ROM. The total file size should not exceed 5 Mb and printing and searching should be allowed. The Prequalification Proposal shall be submitted in the following way: 5
1. The original Prequalification Proposal (a printed and signed copy, marked with the word Original ) shall be submitted to the Ministry of Agriculture and Irrigation until 11 June 2018 (14:00 hours, Kenya local time) to the following address: Ministry of Agriculture and Irrigation State Department for Irrigation Maji House Upper Hill, Nairobi P.O BOX 49720 00100, Nairobi Kenya Contact: Eng. Samson Peter Gongi Tel.: +254 02020 2716103 / +245722446080 2. A copy of the Prequalification Proposal (marked with the word copy ) together with a soft copy on CD ROM (as described above) shall be submitted to the tender agent at the following address at the same deadline: Steuerbüro Ludwig Schäfer Attn.: Dr Max Kasparek Werderstraße 48 (Seiteneingang) 69120 Heidelberg Germany Contact person: Dr Max Kasparek Tel.: +49 6221 475069 For timely delivery, submission to the Ministry of Agriculture and Irrigation in Nairobi shall be decisive. All proposals received after that deadline will be rejected automatically without being evaluated. Evaluation of Prequalification Proposals The evaluation procedure for the prequalification process will be guided by the latest version of the Assignment of Consultants: Guidelines for the Assignment of Consultants in Financial Cooperation with Partner Countries (see Annex). Only financially capable firms with the technical capability which have submitted the necessary statements and other information (see above chapter on Documents to be Submitted ) satisfying the set conditions will be evaluated. Specific evaluation criteria and their individual weight are presented in the following table: Criteria 1. Evidence of relevant experience gained by the Consultant during the past 10 years (experience of the firm) Maximum Score 50 1.1 Experience in handling similar projects 1.1.1 Water sector: Investments in the fields of small scale irrigation, water harvesting, water storage facilities, and similar. 1.1.2 Rural development with focus on dry lands: Investments in the fields of agricultural and rural development, rangeland management, live 8 8 6
stock development and fodder production, development of rural marketing facilities (incl. rural roads), and similar 1.1.3 Management of large scale investment projects (project cycle management, financial management). 1.2 Experience under various working conditions in eastern Africa or other countries with similar ecological and socio economic conditions. 1.3 Experience with working conditions in Kenya preferably in the same sector. 2. Suitability of the personnel available for this specific project (experience and availability of experts) 2.1 Assessment of available technical expertise specific to this project. Reference is made to the applicant s key personnel working in the same field. 2.2 Assessment of the applicant s personnel structure in regard to the tasks expected. Reference is made to the general firm presentation (personnel structure and number), the table of short term experts, and the complementarity of the partners in the case of associations. 2.3 Assessment of personnel in permanent employment available to monitor the team and provide back up services from the home office (Reference is made to the applicant s backstopping experts). 3. Form of the application documents (are they clear, complete, concise and related to the project?) 9 20 5 40 15 15 10 10 Various MoAIshall be assisted by a tender agent to implement the tender process. The tender agent will support MoAI in steering the tender process in line with KfW s rules and regulations and shall act as contact person for the bidders. The Consultants will mainly work for the County Governments of Turkana and Marsabit as the PEA but sign their contract with MoAI. Tenderers will not be admitted to the procedure, if the bidder, a member of a consortium, or a subcontractor has economic links to MoAI, the PEAs and/or is a statecontrolled company in the partner country that is not legally or economically independent. Staff of the County Governments of Turkana and Marsabit, the Ministry of Agriculture and Irrigation or subordinated organisations must not be included as part of a consultant s or consortium s team. The preselection procedure will assess only the capacities of the association (lead firm and associated partner firms). The applicants are requested not to include in their prequalification proposals any information on sub contractors or other organisations not being member of the association. The preparation and submission of the Prequalification Document is the responsibility of the applicant and no relief or consideration can be given for errors and omissions. All costs for a site visit, obtaining information/data and preparation/submission of the Prequalification Document, meetings, 7
negotiations, etc. in relation with the prequalification or the subsequent proposal shall be borne by the consultants. After having completed the evaluation of the prequalification documents, a short list consisting of up to five highest ranked Consultants or less scoring a minimum of 70 points will be established. It is envisaged to establish the short list not later than four weeks after the submission date and to invite technical and financial proposals from these consultants. Firms not pre qualified will be informed accordingly. Detailed results of the evaluation will not be disclosed. MoAI is not bound to select any consultant. After opening the prequalification documents until preparation of the short list of the qualified consultants, no communication of any type shall be entertained unless called for by MoAI or KfW. 8
Annexes 1. Reference Projects (template) 2. Presentation of Key Personnel and Short term Experts (template) 3. Declaration of Undertaking (template) 4. Assignment of Consultants: Guidelines for the Assignment of Consultants in Financial Cooperation with Partner Countries../. 9
Annex 1. Reference Projects (template) Please complete a table using the format below to summarise the major relevant projects related to this project carried out in the course of the past 10 years by the legal entity or entities making this application. The number of references to be provided must not exceed 15 for the entire application (i.e. the maximum of 15 references is valid also for associations). Reference number Project title Name of legal entity Country Overall project value (EUR) Proportion carried out by legal entity (%) No of staff provided Name of client Origin of funding Dates (start/end) Name of partners if any Description of project Type of services provided 10
Annex 2: Presentation of Applicant s Staff and of Key Personnel (template) Applicants are requested to present their staff in the following form. For key experts, the presentation should not comprise more than one page per expert, for short term experts not more than one third of a page per expert. Key Experts (Pls. adapt the list for Key Experts available but not belonging to the applicant s staff) (Name of the Expert) Key expertise relevant for this assignment Position in firm and education Sectoral experience Professional experience (years) Long term assignments (3 examples with countries and project titles) Regional experience (countries, number and duration of assignments) Donor related experience / Experience with Financial Cooperation projects Others (e.g. specific project related experience and experience in similar posts) Short term Experts (Name of the Expert) Key expertise relevant for this assignment Education Professional experience (years) Sectoral experience Regional experience (countries, number/duration of assignments) Donor related experience
Annex 3. Declaration of Undertaking (template) <letterhead / name and address of the applicant> Declaration of Undertaking We underscore the importance of a free, fair and competitive procurement process that precludes abusive practices. In this respect we have neither offered nor granted directly or indirectly any inadmissible advantages to any public servant or other person nor accepted such advantages in connection with our bid, nor will we offer or grant or accept any such incentives or conditions in the present procurement process or, in the event that we are awarded the contract, in the subsequent execution of the contract. We also declare that no conflict of interest exists in the meaning of the kind described in the pertinent Guidelines 1. We also underscore the importance of adhering to minimum social standards ( Core Labour Standards ) in the implementation of the project. We undertake to comply with the Core Labour Standards ratified by the Government of the Republic of Kenya. We will inform our staff about their respective obligations and about their obligation to fulfil this declaration of undertaking and to obey the laws of Republic of Kenya. We also declare that our company/all members of the consortium has/have not been included in the list of sanctions of the United Nations, nor of the EU, nor of the German Government, nor in any other list of sanctions and affirm that our company/all members of the consortium will immediately inform the client and KfW if this situation should occur at a later stage. We acknowledge that, in the event that our company (or a member of the consortium) is added to a list of sanctions that is legally binding upon the client and/or KfW, the client is entitled to exclude our company/the consortium from the procurement procedure and, if the contract is awarded to our company/the consortium, to terminate the contract immediately if the statements made in the Declaration of Undertaking were objectively false or the reason for exclusion occurs after the Declaration of Undertaking has been issued.......... (Place) (Date) (Signature(s)) 1 See Guidelines for the Assignment of Consultants in German Financial Cooperation" and "Guidelines for the Award of Contracts for Supplies and Services in German Financial Cooperation" 12
Annex 4. Guidelines for Assignment of Consultants in Financial Co operation Projects with Partner Countries https://www.kfw entwicklungsbank.de/download Center/PDF Dokumente Richtlinien/Consulting E.pdf 13