Invitation to Tender ITF Centenary Campaign 20 Million Trees for Kenya s Forests Tender ITF2017/KEN/CC001 Identification of priority sites for tree planting and regeneration
Invitation to Tender (ITT) Introduction The International Tree Foundation (ITF) was founded in Kenya in 1924 as Watu wa Miti (People of the Trees), by Richard St Barbe Baker and Chief Josiah Njonjo. ITF s mission is to plant, protect and promote trees in partnership with local communities in ways which support the: development of socially and environmentally desirable local governance and community by-laws which meet the needs and aspirations of local communities, while contributing to the formulation of more effective national and regional policies; conservation and wise use of natural resources (forests, trees, associated biodiversity) and indigenous knowledge about plants, animals, soils and water resources; alleviation of poverty, hunger and malnutrition through the sustainable intensification of local agriculture and through the wise use of forests and forest products, especially traditional foods and medicines as well as livestock fodder and fuel wood; enhancement of livelihoods in rural communities by generating income, enhancing food security, improving diets, nutrition and health, and by supporting women in society, creating jobs and business opportunities; advocacy and promotion of public awareness of global socio-economic and environmental issues created by deforestation and unsustainable agriculture and the potential of trees to rehabilitate degraded land and generate livelihood benefits through tree planting. ITF has launched its Centenary Campaign from 2016 to 2024 to plant 20 million trees in and around Kenya s forests. Kenya is one of the least-forested countries in Africa, with less than 7% of forest cover. The Centenary Campaign will contribute to Kenya s national planning strategy, Vision 2030, and its contribution to the new Sustainable Development Goals. Specifically it will help Kenya meet its target to raise forest cover to 10%, and its intended contribution to tackle global climate change. More information is available on our website at http://internationaltreefoundation.org/20milliontrees/ Type and term of agreement We will award a contract for Identification of Priority Sites for Tree Planting and Regeneration in and around the Forests of Kenya.
Timetable, enquiries and submission Timetable The proposed timetable is set out below. This is intended as a guide only, and we reserve the right to depart from the timetable at any stage if required. Stages Dates Issue of ITT Document Week commencing 10 th April 2017 Tender return time and date 5pm (Nairobi time) 1 st May 2017 Expected notification of Intent to Award 8 th May 2017 Completion of due diligence for preferred bidder 15 th May 2017 Expected Start Date 22 nd May 2017 Expected Completion Date 30 th June 2017 ITF will objectively evaluate all submissions based on the criteria and scoring shown in the Evaluation Matrix below. Clarifications by tenderers Before the return date, tenderers may need to seek clarifications from ITF. Clarification questions should be sent by email. If we consider any question or request for clarification is relevant to all interested parties, we will circulate both the query and the response to all potential tenderers, although your identity will remain confidential. Clarification by ITF Once we have evaluated submissions, we may need more clarification, and we may ask for this additional information by email or request a meeting. The purpose is to further explore information you, the tenderer, provided in your submission and you should be aware that we may adjust scores up or down based on information you provide at this stage. Enquiries Please send all enquiries by email quoting the reference 2017/KEN/CC001 to: Paul Laird, Programmes Manager: paul@internationaltreefoundation.org Submission Please return your completed tender as an emailed pdf attachment. We must receive your completed tender before the closing time shown in the Timetable above. We will keep tenders received before this deadline unopened until this time. We will not consider any tenders we receive after the deadline. Please be aware that tenders may be copied for our use. Mark your tender message with the subject heading Tender for ITF Centenary Campaign Send completed tender documents to: Paul Laird, Programmes Manager: paul@internationaltreefoundation.org
Requirements ITF intends to award a contract for: Identification of Priority Sites for Tree Planting and Regeneration in and around the Forests of Kenya for the 20 Million Trees for Kenya s Forests Campaign (hereinafter referred to as the Campaign ). The selected organisation will carry out an exercise to identify priority sites for the Campaign. This will include a desk-based exercise and literature review; consultation with key informants and stakeholders; and ground-truthing visits where required. Given the scope and time-period of the contract, it requires substantial and wide ranging prior knowledge of the relevant landscapes and the relevant institutional and community settings, and ready access to the most relevant and up-to-date sources of information. Sites will be identified in and around the 5 Water Tower Forests in Kenya (Mt Elgon, Cherangani Hills, Mau Complex, Aberdares and Mt Kenya) and Kakamega Forest and their outlying forests, OR at other priority sites for forest restoration and tree planting in Kenya. If sites are chosen that are not close to the Forests listed above, a clear justification for prioritizing these locations will be required. The exercise aims to identify priority sites for tree planting and/or tree regeneration. (All references to tree planting include, where appropriate, assisted natural regeneration.) Tree planting sites may be located both within and adjacent to gazetted forests or community forests. Sites may be chosen which are suitable for: Tree planting Assisted natural regeneration Restoration of degraded forest land and ecosystems Agroforestry (improving productivity, health, sustainability and resilience of farming systems and improving community livelihoods through tree planting). In all cases tree planting should contribute both to achieving national priorities (e.g. the national tree cover target) and local community priorities. The level of need, the feasibility and the cost of tree planting will be considered. The exercise will focus on opportunities for relatively largescale planting: as a guide, sites (or clusters of sites) where planting of at least 1 million trees is realistic. The exercise will also consider the needs and perspectives of local communities, the existence of community based partners registered Community Based Organisations (CBOs) and/or Non- Governmental Organisations (NGOs) interested in and capable of delivering tree-planting projects at priority sites, and other institutional factors such as their relationships with government agencies and other land users. The exercise will bear in mind the role and mandate of the Kenya Forest Service and Community Forest Associations, and Community Forest Management Plans where they exist. Issues of equity, gender, and the rights of forest dwellers or marginalized groups will be considered. The exercise will develop a clear framework for prioritizing sites and local partners based on general considerations and specific knowledge of sites and organisations. Your approach will be shaped by ITF s general Guidelines (Appendix 1). All of the factors mentioned in this section will be considered in the prioritization process.
Deliverables The main deliverable will be a report outlining the approach taken, the findings, sources, and any limitations identified. The report will include the following: A national level map of priority sites Detailed maps of at least the top 5 priority sites A list of all sites considered as having potential for the Campaign The following details for every identified priority site: o Coordinates of identified sites o Area of identified sites (overall area and plantable area) o Demographic data o Priority needs at the sites (tree planting, assisted natural regeneration, restoration of degraded forest land, agroforestry etc.) o Site description (physical and ecological factors relevant to the Campaign) o Identification of key local stakeholders and the extent to which they are supportive of the aims of the Campaign o Recommendations on potential local community based partners o Ranking of the sites in order of suitability o Summary explanation of the ranking of each site o (For the top 5 priority sites): contact details of key stakeholders and potential local community based partners Observations on expected costs of different types of work at different sites (tree planting, assisted natural regeneration, restoration of degraded forest land, agroforestry etc.) on a cost per tree planted / surviving or cost per hectare basis Analysis of lead-in time required for project start up at each site Strategic recommendations on the best way forward
Completing the ITT Please answer every question. If the question does not apply to you please write N/A. If you do not know the answer please write N/K. Warning: Please note that if you answer N/A or N/K to any question, we may reject your submission in full, and not evaluate the rest of your answers. Supporting documents We will only evaluate your organisation based on the information in your Tender. Note that we cannot take into account any previous experience you may have if you have not mentioned it in your responses. Do not send us any information that is in general organisation or promotional literature, as this will not form part of our evaluation. Any additional documents you provide must refer to a question within the ITT and be easily identifiable as your answer. Costs All costs associated with participating in this process remain your responsibility. We will not return any part of your completed tender to you. Right to cancel or vary the process We reserve the right to cancel or withdraw from the evaluation and award process at any stage. By issuing this ITT, we do not undertake to accept the lowest priced tender, or part or all of any tender, and our acknowledgement of receiving your tender will not constitute any actual or implied agreement between ITF and you the tenderer. At any time before the deadline for the receipt of tenders, we may modify the ITT with an amendment. We will number, date and issue any such amendment in writing to all prospective tenderers. Confidentiality You must treat all information we supply to you in confidence and do not disclose it to third parties, unless it is necessary to obtain sureties or quotations for submitting your response. All information supplied by you will be similarly treated in confidence except: where we seek references from banks, accountants, existing or past clients, or other referees submitted by companies; or where we must disclose in accordance with Government requirements. Consortia If you are applying on behalf of a consortium, any resulting agreement will be entered with the nominated lead organisation. It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documents before and about the award will be in the name of the lead organisation.
Sub-contractors If you propose to use sub-contractors to help you deliver the service, you must inform us and provide full details. Note: this information is required for information only and we do not accept any responsibility for selection of sub-contractors. Tender validity All details of the tender, including prices and rates, must be valid for 30 days from receipt of tender. Language The completed tender and all accompanying documents must be in English. Applicable Law Any agreement concluded as a result of this ITT will be governed by English law. Pricing All prices will be in Kenya Shillings and inclusive of any taxes payable within Kenya. Additional costs Once we have awarded the tender, we will not pay any additional costs incurred which are not reflected in your tender submission. Disclaimer While the information in this ITT and supporting documents has been prepared in good faith by us, it may not be comprehensive nor has it been independently verified. Neither ITF, nor their advisors, nor their respective trustees, officers, members, partners, employees, other staff nor agents: makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of this ITT; or accepts any responsibility for the information contained in the ITT or for the fairness, accuracy or completeness of that information nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of relying on such information or any subsequent communication. Inducements Offering an inducement of any kind in relation to obtaining this or any other contract with us will disqualify you from being considered and may constitute a criminal offence. Evaluation and award Evaluation We will objectively evaluate responses to this ITT using the scoring matrix below.
Specific questions (Section A) Section A focuses on specific questions for this requirement that look at how you will deliver the exercise if successful. To make sure the relative importance of the questions is correctly reflected in the overall scores, we have applied a weighting system to each section of the ITT. Award Once we have carried out the evaluation and identified the successful tenderer(s), we will tell all tenderers in writing by post of our intention to award. Debriefing We will give all tenderers the opportunity of feedback. Please tell us in writing as soon as possible if you want feedback. Evaluation matrix Section Title Weighting Agreed Marking Criteria Specific Questions Weight % The following scoring system will be applied: A1 A2 Identify the specific steps and process that you will follow and any tools and methods you will use. Identify the criteria you will use in prioritizing sites. 10 10 8 10 Well above to exceptional response 4 7 Slightly below expectation / moderate 1 3 Very weak to poor response 0 Unacceptable/No response A3 Explain how your report will provide a framework to guide future work within the Campaign A4 Identify any other issues that should be considered in the exercise. A5 Identify a maximum of 3 relevant pieces of work your organisation has carried out within the last 2 years. A6 Summarise your competency as an organisation to carry out the exercise and identify the specific staff involved and their qualifications 10 5 4 5 Well above to exceptional response 2 3 Slightly below expectation / moderate 1 Very weak to poor response 5 0 Unacceptable/No response 10 8 10 Well above to exceptional response 4 7 Slightly below expectation / moderate 1 3 Very weak to poor response 0 Unacceptable/No response B Value for money 50 30 50 Price lower than the median 20 29 Median price 1 19 Price higher than the median price
Your Response In order to submit a bid for this tender you must complete and return the following sections to the address and by the time and date detailed above. Part A Specific Award Questions Part B Pricing Schedule Part C Certificate of Bona Fide Tender Appendix 1 ITF Guidelines Part A Specific Questions Question Weight %
A1 How do you plan to carry out the Identification of Priority Sites for Tree Planting and Regeneration within the Campaign? Identify the specific steps and process that you will follow and any tools or methods you will use. 10 A2 Identify the criteria you will use in prioritizing sites. 10 A3 Explain how your report will provide a framework to guide future work within the Campaign. 10 A4 Identify any other issues that should be considered in the exercise. 5 A5 Identify a maximum of 3 relevant pieces of work your organisation has carried out within the last 2 years. Provide links to reports or outputs from this work, or send Executive Summaries as attachments. 5 A6 Summarise your competency as an organisation to carry out the exercise and identify the specific staff involved and their qualifications 10
Part B Pricing schedule Weight % B1 Please provide details of your pricing in the schedule provided 50 Details (add rows as required) Unit No. Unit cost KES Amount KES Staff / consultant(s) Travel / subsistence Materials/ equipment Other costs Total Part C Certificate of bona fide tendering You must complete this section Tender No: ITF2017/KEN/CC001 Due for Return by: 8 th May 2017 Subject: Identification of priority sites for tree planting The essence of selective tendering is that ITF will receive bona fide competitive tenders from all those tendering. In recognition of this principle, we certify that this is a bona fide tender, intended to be competitive, and that we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. We also certify that we have not done and we undertake that we will not do so at any time before the hour and date specified for the return of this tender any of the following acts: communicate to a person other than the person calling for those tenders the amount or approximate amount of the proposed tender, except where the disclosure, in confidence, of the approximate amount of the tender was necessary to obtain premium insurance quotations required for preparing the tender; enter any agreement with any other person whereby they will refrain from tendering or as to the amount of any tender to be submitted;
offer or pay or give or agree to pay any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for this work any act or thing of the sort described above. In this certificate, the word person includes any individual, partnership, association, or body either corporate or unincorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not. Signature: Date: Name: Position: Signed for and on behalf of: Address
Appendix 1: ITF Guidelines Programme purpose The 20 Million Trees Campaign aims to support community scale projects in Kenya that will: conserve, restore and protect indigenous forest resources, habitats and associated biodiversity support community-led natural resource management to promote reforestation improve nutrition, food security and local livelihoods through sustainable use of trees and related income generation Contribute to national targets on tree cover and Kenya s intended contribution to tackle global climate change. Our approach ITF s support to grantees is based on the following principles: Partnership: ITF seeks to develop equitable and sustainable partnerships with the organisations it supports. Accessibility: ITF seeks to make its grants programmes and application processes accessible to both new and smaller organisations that may not have a lot of experience of applying for and securing funding Transparency: ITF will be open about its grant assessment criteria and award processes. We will provide information about the sources of the funds for the programmes. Ethics: ITF seeks to promote and uphold ethical relationships between people, the natural environment and wildlife. We seek to support projects that promote the equal participation of both men and women, comply with international guidance on child labour, and ensure animal welfare. Self-evaluation and assessment: ITF supports funded organisations to develop and build their capacity to evaluate and assess the effectiveness and impact of their projects. We will provide easy-to-use monitoring and evaluation tools. We expect our partners to provide accurate and honest information about the progress of their project, and to be open about any challenges experienced. Learning and sharing: ITF seeks to maximise opportunities for our partner organisations to share their experiences and learn from both each other and good practice from other initiatives through our website, e-bulletin and where possible, participatory workshops.