Request for Expression of Interest Number: SADC/SHD&SP/15/001]

Request for Expression of Interest Title: Production of a SADC-COMNESA-EAC CLIMATE Change Year Book 2015

REQUEST FOR EXPRESSION OF INTEREST

Reference NumberSADC/FANR- Climate Change/07/002

Request for Services Title:Production of a SADC-COMESA-EAC Climate Change YEAR BOOK 2015

  1. Southern African Development Community (SADC)Secretariat invites Resource/Research/Knowledge Centres specializing in Environmental and Sustainable Development Research and Reporting, including Climate Change, to submit expressions of interest in providing consulting services to support the production of the SADC 2015 Year Book on Climate Change Adaptation and Mitigation in the Eastern and Southern Africa (COMESA-EAC-SADC) Region . Interested consultants must provide their most recent and updated company profiles, proof of registration, updated profiles of key persons and information indicating that they are qualified to perform the services as highlighted in these Terms of Reference.Interested Consultants are also invited to provide a Financial Proposal to carry out this assignment. The Terms of Reference defining the minimum technical requirements for these services are attached as Annex 1 to this Request for Expression of Interest.
  1. Consultants shall not be eligible for award of this assignment where :

a)they are being bankrupt or wound up, are having their affairs administered by the courts, have entered into arrangements with creditors, have suspended business activities, are being subject of proceedings concerning those matters, or are being in any similar situations arising from a similar procedures provided for in the national legislation or regulations of the SADC member states;

b)they have been convicted of offences concerning their professional conduct by a judgment which haves the force of res judicata; (i.e. against which no appeal is possible);

c) they have been declared guilty of grave professional misconduct proven by any means which SADC Secretariat can justify;

d)they have not fulfilled obligations related to the payments of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those countries where the contract is to be performed;

e) they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the SADC Secretariat' financial interests; or

f)they are being currently subject to an administrative penalty.

3Your Expression of Interest must be presented as per Standard Expression of Interest Forms attached as Annex 2 to this REOI in English language and be accompanied by copies of all the indicated supporting documents. If the supporting documents are not in English, these shall be accompanied by a certified translation into English.

4Your proposal should be addressed and submitted to:

The Head Procurement Unit

SADC Secretariat

Private Bag 0095

Gaborone

Botswana

Email;

5The deadline for submission of your proposal, to the addressed indicated in Paragraph 4 is: 7th August 2015 at 14:00hrs local time

6Proposal submitted by E-mail “are” acceptable.

7Expressions of Interest will be evaluated against the following criteria.

ITEM / CRITERIA / MAXIMUM SCORES
1 / General Qualification and suitability for the task to be performed - (specialization of key persons in agriculture, climate change and environment and sustainable development or any other relevant field) / 35
Degree (14)
Specialisation(9)
Experience(12)
2 / Experience in similar assignment described in the TORs / 40
3 / Experience with international agencies / 10
4 / Language proficiency
English / 10
5 / Knowledge of the Region / 5
100

8You proposal should be submitted as per the following instructions, and in accordance with the Terms and Conditions of the Standard Contract attached as Annex 3 to this REOI:

i)PRICES: The financial proposal shall be inclusive of all expenses deemed necessary by the Individual Consultant for the performance of the contract.

ii)EVALUATION AND AWARD OF THE CONTRACT: Expressions of Interest determined to be formal and technical compliant to the requirement will be evaluated by comparison of their prices. An Expression of Interest is considered compliant to the requirements if: fulfils the formal requirements (see Paragraphs2,3,4,5,6 and 7 above), has received minimum 80 points at the technical evaluation, and the financial proposal does not exceed the maximum available budget for the contract. The award will be made to the applicant who obtained the highest technicalscore and submitted administrative and technical compliant Expression of Interest.

iii)VALIDITY OF THE EXPRESSION OF INTEREST: Your Expression of Interest should be valid for a period of 90 days from the date for deadline for submission indicated in Paragraph 5 above.

9The assignment is expected to commence within four (4) weeks from the signature of the contract.

10Additional request for information and clarifications can be request, no later than 5 working days prior to deadline indicated in the paragraph 5 above, from:

Procuring entity: SADC Secretariat

Contact person: Mr Gift Mike Gwaza

Telephone:+267 3951863

Fax+267 3181070

E-mail:

ANNEXES:

ANNEX 1: Terms of Reference

ANNEX 2: Expression of Interest Forms

ANNEX 3: Standard Contract for Individual Consultants

Sincerely,

Snowden Mmadi

Head – Procurement Unit

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Request for Expression of Interest Number: SADC/SHD&SP/15/001]

Request for Expression of Interest Title: Production of a SADC-COMNESA-EAC CLIMATE Change Year Book 2015

ANNEX 1: Terms of Reference

The SADC 2015 Year Book on Climate Change Adaptation andMitigation in the Eastern and Southern Africa (COMESA-EAC-SADC) Region will be focusing onprogress made by Member States in addressing Climate Change including ensuring anAfrican Climate Solution is accepted and mainstreamed at national, regional, continentaland global level by raising awareness of the strategies such as Climate Smart Agriculture(CSA) Smart Agriculture approaches.

  1. Consulting services

The SADC Secretariat solicits the services of a Resource/Research/Knowledge Centre specializing in Environmental and Sustainable Development Research and Reporting, including Climate Change to produce a Regional Year Book on Climate Change Adaptation and Mitigation in the Eastern and Southern Africa (COMESA-EAC-SADC) Region.

Eligible Consultants are invited to submit expressions of interest in providing consulting services to support the production of the Year Book. Interested consultants must provide their most recent and updated company profiles, proof of registration, updated resumes of key persons and information indicating that they are qualified to perform the services as highlighted in these Terms of Reference.

Eligibility criteria for the establishment of the short-list and the selection procedure shall be in accordance with the SADC Procurement Guidelines (August 2011), which is available on the SADC website at Detailed selection criteria are stated under section (7) below.

  1. Objective of the TOR

The objective of the task is to produce the Year Book on Climate Change for 2015.

  1. Specific Activities

Tasks to be performed by the Consultant include:

  • Inception meeting with SADC Food, Agriculture and Natural Resources (FANR) Directorate to agree on methodology and outline of Year Book.
  • Literature review on climate change and food security in the region and gathering the agreed content.
  • Consultations with climate change and agriculture experts in the region to finalise contents outline of the Year Book.
  • Drafting of Year Book in consultation with SADC FANR, climate change and agriculture experts.
  • Edit, design, layout and production of booklet on effective practices in climate change and food security.
  • Web-based design and posting on Virtual Library for Southern Africa.
  • Distribution to member states through focal points, and promotion through presentations at regional meetings/workshops and targeted distribution to journalists, parliamentarians.
  1. Expected Outputs

At the end of this assignment, the consultant is expected to:

  • Produce the content (data and material) of the Year Book on key climate changes in the region including climate change negotiations at regional level for publication once approved by SADC FANR; and
  • Produce 1000 copies of the Year Book(English version 800 copies, French 100, Portuguese 100).

Proposed time interval for Consultancy:

  1. Research and writing-35 days
  2. Editing 18 days
  3. Note that completion of the assignment with actual publication of the Year Book must be done within 6 months.
  1. Qualifications and Experience of the Consultant

Team Leader

Team Leader has a crucial role in assembling a suitable team and ensuring effective implementation the contract. He/She including team members must possess the following qualifications:

At least a first degree in Agriculture, Economics, Agricultural Economics, Development Economics, Policy Analysis/Development, Agro-Economics or equivalent professional qualification.

  1. Experience

A minimum of ten (10) years proven experience in the area climate change, agriculture and rural development policy analysis and formulation; strategic planning; project planning; monitoring and evaluation; and policy implementation in either private and/or public sector institutions with a minimum of five (5) years’ experience of policy formulation and strategic development. Knowledge of the SADC region would be an advantage.

  1. Competencies

The consultant should have:

  • Strong interpersonal skills and successful;
  • Strong research skills, able to collect data and interpret findings
  • Computer literate including Word processing and Desktop publishing;
  • Team work disposition as well as capacity building and training know-how;
  • Excellent interpersonal skills and ability to work independently;
  • Strong analytical and drafting skills;
  • Fluency in and good working knowledge of English

Key Experts:

CVs for Key Experts should not be submitted in the tender but the tenderer will have to demonstrate in their offer that they have access to experts with the required profiles.

The Contractor must select and hire other experts as required according to the profiles identified in the Organisation & Methodology and/or these Terms of Reference. It must clearly indicate the experts’ profile so that the applicable daily fee rate in the budget breakdown is clear. All experts must be independent and free from conflicts of interest in the responsibilities they take on.

The selection procedures used by the Contractor to select these other experts must be transparent, and must be based on pre-defined criteria, including professional qualifications, language skills and work experience.

  1. Duration and Timing

a)The assignment, which is expected to start in September, will be carried out in 6 months.Additionally, the Consultant, who will work from their home country, is expected to collect data that will reflect the climate change situation in all 15 Member States of the SADC region.

b) At the beginning of the consultancy, the consultant will be briefed by the SADC PMU Technical Team (TT) through an inception meeting.

  1. Reporting

The production of the Year Book will involve consultations with SADC FANR, and regional climate change experts. To kick start the process, the successful Consultant shall hold an inception meeting with SADC FANR to clarify and agree on expected outcomes and outline of the Year Book. The Consultant is expected to undertake consultations with various stakeholders using face to face interviews, questionnaires, desk studies, field trips and literature review. Other consultations will be done riding on SADC regional workshops to get further views.

The Year Book will be produced in English. FANR will support translation of the manuscript into French and Portuguese. SADC PMU reserves the right to have the manuscript re-drafted as many times as is necessary to bring it to the required standards.

The specific sections/chapters of the Year Book will be discussed between the consultant and SADC PMU. However, the Year Book will have to include an executive summary of not more than two pages, outlining major findings and recommendations of the research.

  1. Selection Criteria

Expressions of Interest will be evaluated in accordance with the following criteria:

ITEM / CRITERIA / MAXIMUM SCORES
1 / General Qualification and suitability for the task to be performed - (specialization of key persons in agriculture, climate change and environment and sustainable development or any other relevant field) / 35
Degree (14)
Specialisation(9)
Experience(12)
2 / Experience in similar assignment described in the TORs / 40
3 / Experience with international agencies / 10
4 / Language proficiency
English / 10
5 / Knowledge of the Region / 5
100
  1. Budget

The maximum budget for the assignment is USD$ 50,000 as indicated in the table below.

Budget for Climate change year book
Specifications:
1. Year Book- Full colour 48 pages excluding cover 1,000 copies.
Item / Description / Budget (US$)
1. Year Book
Research and writing / 500/day for 35 days / 27,000
Editing / 500/day for 18 days / 9,000
Travel / 2 return air tickets @US$900 / 1,800
Accommodation & per diem / @300 per night*2 nights* 2 trips / 1,200
Layout and Design / 3,000
Print and print supervision / 8,500
Logistical costs / Telephone, ISP, courier/ transport / 2,000
Distribution / 3,000
Contingencies / 4,000
Grant Total / 50,000

ANNEX 2: Expression of Interest Forms

A.COVER LETTER FOR THE EXPESSION OF INTEREST FOR THE PROJECT

B.CURRICULUM VITAE

C.FINANCIAL PROPOSAL

Page 1 of 27

Request for Expression of Interest Number: SADC/SHD&SP/15/001]

Request for Expression of Interest Title: Production of a SADC-COMNESA-EAC CLIMATE Change Year Book 2015

A.COVER LETTER FOR THE EXPESSION OF INTEREST FOR THE PROJECT

[insert name and reference number]

[Location, Date]

To:[Name and address of Procuring Entity]

Dear Sirs:

I, the undersigned, offer to provide the consulting services for [insert title of assignment] in accordance with your Request for Expression of Interests number [insert the number], dated [insert date] and my Financial Proposalfor the sum of [Insert amount(s) in words and figures1[1]]. This amount inclusive of all expenses deemed necessary for the performance of the contract in accordance with the Terms of Reference requirements, and [“does” or “does not” delete as applicable] includeany of the following taxes in Procuring Entity’scountry: value added tax and social charges or/and income taxes on fees and benefits.

I hereby declare that all the information and statements made in CV are true and accept that any misinterpretation contained in it may lead to my disqualification.

I take note that under the provisions of the SADC Procurement Policy applicable to this Request For Expression of Interest, a contract cannot be awarded to applicants who are in any of the following situations:

a) they are being bankrupt or wound up, are having their affairs administered by the courts, have entered into arrangements with creditors, have suspended business activities, are being subject of proceedings concerning those matters, or are being in any similar situations arising from a similar procedures provided for in the national legislation or regulations of the SADC member states;

b) they have been convicted of offences concerning their professional conduct by a judgment which haves the force of res judicata; (i.e. against which no appeal is possible);

c) they have been declared guilty of grave professional misconduct proven by any means which SADC Secretariat can justify;

d) they have not fulfilled obligations related to the payments of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those countries where the contract is to be performed;

e) they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the SADC Secretariat' financial interests; or

f) they are being currently subject to an administrative penalty.

I confirm that I am not in any of the situations described above, and I hereby declare that at any point in time, at the SADC Secretariat request, I will provide certified copies of documents to prove that I do not follow in any of the situation described above.

I am aware that the penalties set out in the Procurement Policy may be applied in the case of a false declaration, should the contract be awarded to me.

My proposal is binding upon me for the period indicated in the Paragraph 9(iii) of the Request for Expression of Interest.

I undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in Paragraph 10 of the Request for Expression of Interest, and to be available for the entire duration the contract as specified in the Terms of Reference.

I understand you are not bound to accept any Proposal you receive.

Yours sincerely,

Signature [In full and initials]:

Name and Title of Signatory:

B.CURRICULUM VITAE

[insert the full name]

1.Family name: / [insert the name]
2.First names: / [insert the names in full]
3.Date of birth: / [insert the date]
4.Nationality: / [insert the country or countries of citizenship]
5.Civil status: / [insert: married/ divorced/single/ widower]
6.Purchase Order details: / Address:[insert the physical address]
Phone :[insert the phone and mobile no.]
E-mail: [insert the email]
8.Education:
Institution:
[Date from – Date to] / Degree(s) or Diploma(s) obtained:
[indicate the month and the year] / [insert the name of the diploma and the specialty/major]
[indicate the month and the year] / [insert the name of the diploma and the specialty/major]

7.Language skills: (Indicate competence on a scale of 1 to 5) (1 – excellent; 5 – basic)

Language / Reading / Speaking / Writing
[insert the language] / [insert the no.] / [insert the no.] / [insert the no.]
[insert the no.] / [insert the no.] / [insert the no.] / [insert the no.]
[insert the no.] / [insert the no.] / [insert the no.] / [insert the no.]
8.Membership of professional bodies: / [indicate the name of the professional body]
9.Other skills: / [insert the skills]
10.Present position: / [insert the name]
11.Years of experience: / [insert the no]
12.Key qualifications: (Relevant to the assignment)
[insert the key qualifications]

13.Specific experience in the region:

Country / Date from - Date to
[insert the country] / [indicate the month and the year]
...... / ......
[insert the country] / [indicate the month and the year]

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