NAIROBI CITY COUNTY ASSEMBLY
OFFICE OF THE CLERK OF THE COUNTY ASSEMBLY
P.O BOX 45844- 00100 KENYA, TEL: 020-2210391/2
EMAIL:
REQUEST FOR PROPOSAL
DOCUMENT
FOR
CONSULTANCY SERVICES:INDUCTION TRAINING AND CONTINUOS DEVELOPMENT OF THE NEW MEMBERS OF THE NAIROBI COUNTY ASSEMBLY
RFP NO. NCCA/RFP/01/08/2017/2018
RFP submission deadline: Friday 18th August, 2017
SECTION I - LETTER OF INVITATION
TO: Interested eligible bidders Date: 03/08/2017
Dear Sir/Madam,
RE: RFP FOR CONSULTANCY SERVICES: INDUCTION TRAINING CAPACITY BUILDING AND CONTINUOUS DEVELOPMENT OF MEMBERS OF THE 2ND ASSEMBLY (FRAMEWORK CONTRACT)
1.1 The Nairobi City County Assembly invites proposals for induction training and continuos development of the Members of the 2nd Assembly of Nairobi City County.
1.2 The request for proposals (RFP) includes the following documents:
Section I - Letter of invitation
Section II - Information to consultants
Section III - Technical proposals
Section V - Financial proposal
1.3 The completed Technical and Financial Proposals must be submitted to:-
The Clerk
Nairobi City County Assembly
P.O.Box 45844 - 00100
NAIROBI
So as to reach the office of the County Assembly or be deposited in the tender box at the County Assembly offices by ______
Yours sincerely
Clerk, Nairobi City County Assembly
SECTION II: - INFORMATION TO CONSULTANTS (ITC)
2.1 Introduction
2.1.1 The Nairobi City County Assembly will select a firm among those invited to submit a proposal on a framework contract, in accordance with the method of selection detailed in the appendix.
2.1.2 The Consultants are invited to submit a Technical Proposal and a Financial Proposal,
2.1.3 Please note that;
(i) The costs of preparing the proposal and of negotiating the Contract, including any visit to the Client are not reimbursable as a direct cost of the assignment; and
(ii) The Client is not bound to accept any of the proposals submitted.
2.2 Preparation of Technical Proposal
2.2.1 The Consultants proposal shall be written in English language.
2.2.2 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.
2.2.3 While preparing the Technical Proposal, Consultants must give particular attention that the proposed professional staff must as a minimum, have the experience preferably working under conditions similar to those prevailing in Kenya.
2.2.4 The Technical Proposal shall provide the following information using the attached Standard Forms;
(i) A brief description of the firm’s organization, an outline of recent
experience on assignments of a similar nature, detailed programmes (as per the given modules). 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) The list of the proposed staff team by specialty, the tasks that would be
assigned to each staff team member and their resumes.
2.2.5 The Technical Proposal shall not include any financial information.
2.3 Preparation of Financial Proposal
2.3.1 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. It lists all costs charged per participant;
2.3.2 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.
2.3.3 Consultants shall express the price of their services in Kenya Shillings.
2.3.4 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.
2.3.5 The Proposal must remain valid for 120 days after the closing/opening date. During this period, the Consultant is expected to keep available, at his own cost, the professional staff proposed for the assignment. The Client will make his best effort to complete negotiations within this period. If the Client wishes to extend the validity period of the proposals, the Consultants shall agree to the extension.
2.4 Submission, Receipt, and Opening of Proposals
2.4.1 The original proposal (Technical Proposal and, if required, Financial Proposal 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 authorised to sign the proposals.
2.4.2 The original copies of the Technical Proposal shall be placed in a sealed envelope clearly marked “TECHNICAL PROPOSAL,” and the original copy of the Financial Proposal shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” and with a 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 and RFP number.
2.4.3 The completed Technical and Financial Proposals must be submitted to:-
The Clerk
Nairobi City County Assembly
P.O.Box 45844 - 00100
NAIROBI
So as to reach the office of the County Assembly or deposited in the tender box at the County Assembly offices by Friday 18th August, 2017
Any proposal received after the closing time for submission of proposals SHALL be returned to the respective Consultant unopened.
2.4.4 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 the client department up to the time of opening of financial proposals.
2.5.GENERAL CONDITIONS (CRITERIA FOR EVALUATION)
2.5.1The Tender evaluation Committee shall evaluate the proposals on the basis of their responsiveness to the Mandatory Requirements of the RFP and Terms of Reference attached, applying the evaluation criteria as follows:
Preliminary: Mandatory Requirements
1. MR1 - Must Submit a copy of certificate of Registration/Incorporation
2. MR2 - Must Submit a copy of Valid Tax Compliance certificate
3. MR3 - Must Submit a copy VAT Certificate
4. MR4 - Must Submit a copy PIN Certificate
5. MR5 - Must Fill the Price Schedule in the format provider
6. MR6 - Must Fill the Form of Tender in the Format provided
Technical Evaluation
1. A list of previous clients or similar assignments with at least 5 years working experience using participatory or consultative processes.Attach at least four testimonials (10 marks)
2. Prior extensive experience in conducting training on parliamentary practice (at least four entities) specifically for Parliament or County Assemblies.Attach the following;
· Letters of award or Local service orders
(20 Marks)
3. Detailed Modules that will be used to undertake the assignment. (Attach the given modules with key units for the training assignment (30marks)
4. A detailed work plan with individual programmes for each module that will be used to imlement the TORs (Attach a detailed work plan and individual programmes) (30 marks)
5. A list of the qualified personnel that will undertake the assignment . Most preferrably with a background in law, Social Sciences, Economics, Public Policy and Analysis and Parliamentary affairs from an institution recognized in Kenya.(Attach detailed CVs of the personnel who will caryout the assignment) (10 marks)
Note:Bidders who score less than 70 marks out 100 in the technical evaluation will not proceed to the financial evaluation
Financial evaluation
NB: Bids proceeding to financial evaluation shall be scored out of 100 marks.
A bidder who scores 70 marks and above shall proceed to the financial evaluation.
The lowest bidder award system shall be used to award.
2.6 Terms of Reference
I. General Information:
Project Title: / Rolling out of an effective induction Program for Members of the County Assembly, Committees and Continuous Development PlanDuration / One Year
Type of contract / Framework Contract
Project: / Preparation of Modules and Derivative Programs and Rolling out of an effective induction Program for Members of the County Assembly, Committees and for continuous development.
II. Background:
Parliaments and Assemblies are unique institutions in government architecture. Their procedure, norms, practices and way of doing things are unique to legislative institutions. These roles and mandates, and how they are executed, are realized through elaborate procedures contained in the Standing Orders and other relevant laws. For new members, the uniqueness of the Assembly can present challenges in execution of both Members’ individual and collective mandates. Consequently, the need for an effective induction Program for Members of the County Assembly, Committees and Staff cannot be understated.
A well thought-out induction program is one of the most effective and efficient ways to bring new members of County Assembly up to speed on a whole range of legislative issues and institutional policies that apply to their roles. It provides a strong understanding of the “how” and “why” the Assembly works in the ways it does to deliver on its mandate, and the enabling legal framework. Additionally, induction introduces new Members to the “Assembly’s workplace culture” – helping Members appreciate the institutional values and priorities that shape its culture.
III. Objects of the consultancy:
The objects of these terms of reference is to establish the conditions and requirements for hiring the services of a suitable consulting firm specializing in Capacity Building and implementation of Specific, Measurable Training Programs that deliver on the whole range of subject areas encompassing the mandates of the County Assembly, its Committees, Members and staff, as well as matters incidental to the effective exercise of these mandates. The Consultant will be expected to develop detailed Modules on the identified Terms of Reference, from which effective Programs will be drawn to deliver on these Terms of Reference.
Key objectives include: -
1. To inform members of County Assembly about devolved Government, the Role and Functions of the Assembly as one of the two arms of County Government;
2. To equip Members with basic knowledge of parliamentary practices and procedures to facilitate their effective participation in the legislative process;
3. To bring members up to date with latest/new developments (e.g. Parliamentary Reforms); and
4. To expose new Members to the services that contributes to the Assembly’s effective discharge of its constitutional mandate; and
5. To expose new Members to relevant and critical matters incidental to the carrying out of their roles and mandates in the Committees.
IV. Duration:
The Consultant will provide the services indicated in these terms of reference for a period of one year, spread out accordingly to cater for all the identified subject areas. The consultant will be expected to provide detailed methodology for delivering on the programs derived from each Module.
The consultant may be required to travel to the Assembly precincts or to any other location or locations that the Assembly may determine to be necessary for conducting the tasks required under these terms of reference.
V. Terms of Reference – Main Services to be provided
The main services to be provided will be the development of capacity building Modules/Curriculum framework that will act as a guideline and comprehensive reference document for deriving all induction related programs.
Key to this will be:-
1. To conduct an introductory meeting with the Assembly Transition team to discuss the extent and scope of the consultancy required, ensuring a full understanding of the services and deliverables expected. Periodic meetings to discuss progress and other issues will be programmed at this kick-off meeting;
2. To prepare detailed Modules/induction curriculum designed to be a reference document for deriving all induction programs and containing a detailed and clear explanation of each Module and its activities, presented in a user-friendly and simplified format as shown below - of the scope and extent of the obligations contained in these Terms of Reference as follows –
S/NO / PROPOSED MODULE / TIMELINES / NOTESMODULE I
1. / To cover:
1. FOUNDATION OF DEVOLUTION AND THE COUNTY ASSEMBLY
2. THE STRUCTURE AND ORGANIZATION OF THE ASSEMBLY
3. INTRODUCTION AND OVERVIEW OF THE STANDING ORDERS AND THE SPEAKERS RULES;
4. INTRODUCTION TO –
- LEGISLATIVE PROCEDURE & PRACTICE; AND
- THE COMMITTEE SYSTEM / Induction training - to be undertaken Immediately after swearing in of Members / 1. Induction Program to focus on but not limited to Foundation of Devolution, Scope, Roles and Functions of entities in devolved Government
2. Establishment of the Structure and Organization of the County Assembly and the County Executive; Place of the County Assembly in the devolved framework - Legal underpinning; The place of a Ward Office.
- Linkage with the Senate
3. Comprehensive overview on the Standing orders; and
4. Brief overviews on Procedure & Practice and the Committee System
MODULE II
2. / To cover:
1. LEGISLATIVE PROCEDURE AND PRACTICE
2. REPRESENTATION / General induction for all Members – (to be undertaken during sine die adjournement period - Sept. 2017) / 1. Derivative Programs to focus on but not limited to Parliamentary Practice and Procedure - Written and Unwritten Rules; Conduct of Business of the Assembly; The Legislative Process; The Order Paper
2. Types of Business and Processing of business in the Assembly (including plenary interventions)
MODULE III
3. / To cover:
1. THE COMMITTEE SYSTEM IN THE COUNTY ASSEMBLY / General induction for all Members - (to be undertaken during sine die adjournment period - Sept. 2017) / 1. The Committee System – Legal Framework, Types, Powers and Priviledges; the General Mandates of Committees; Tools of Oversight and separation of powers; Committee outputs.
MODULE IV
4. / To cover:
1. POWERS AND PRIVILEGES OF MEMBERS, COMMITTEES AND ASSEMBLY.
2. LEADERSHIP AND INTEGRITY FRAMEWORK / General induction for all Members - (to be undertaken during sine die adjournment period - Sept. 2017) / 1. Derivative Programs to focus on but not limited to History, Scope, Powers and Privileges of the Assembly, its Committees, players and nexus with the Leadership and Integrity framework, Ethics and Integrity Issues
MODULE V
5. / To cover:
1. MANDATES OF COMMITTEES / 1. Training of individual Committees (to be undertaken immediately after the constitution of Committees) / 1. Derivative Programs to focus on but not limited to capacity building for individual Assembly Committees in their unique mandates, namely –