International Livestock Research Institute Provision of Casual labour services Request for Proposal June 2018
PART 1 INTRODUCTION The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development. ILRI is one of 15 centres supported by the Consultative Group on International Agricultural Research (CGIAR). ILRI has campuses in Kenya (headquarters) and (Principal Office) Ethiopia, with other offices located in other regions of Africa (Mali, Mozambique, and Nigeria) as well as in South Asia (India, Sri Lanka), Southeast Asia (Laos, Thailand, and Vietnam) and East Asia (China). ILRI has a total staff base of 700 regular staff members spread out across the different locations mentioned above. 1.1 Invitation to Service Providers This Request for Proposals ("RFP") is an invitation to prospective service providers to submit proposals for the recruitment and management of labour services on behalf of ILRI with a strong preference for casual and contracted staff with general workers experience. The provider is expected to support ILRI office based in Nairobi, Kenya (headquarters). This RFP has been issued by the International Livestock Research Institute (ILRI). PART 2-THE DELIVERABLES 2.1 Overview Objective of the assignment ILRI has some jobs that are short-term in nature and it therefore does not require full time staff for such jobs. The provider we are looking for will therefore provide ILRI with casual staff who they will also manage as their own employees. 2.2 Deliverables Recruit staff from diverse backgrounds into the out-sourced company s database who may be called upon by ILRI for casual labour, mainly, short-term jobs Provide ILRI with casual staff within short notice mostly, three days Ensure that the casuals provided to ILRI are paid in a timely manner as per the agreement in the contract and provide evidence to ILRI management Open and manage professional employee files for all the casuals as required by the law Ensure that all statutory deductions are deducted and remitted to the various government authorities Advise ILRI management on the various legal frameworks that govern the utilization and management of out-sourced casual labour and any changes thereto Manage the casual staff as their own staff ensuring that they deliver on the responsibilities that are allocated to them in a timely manner Ensure that the casual staff report to work on the days that they are under ILRI employ and provide ILRI with evidence
Manage the casual staff as their own staff ensuring that they deliver on the responsibilities that are allocated to them to a very high standard Manage all grievances that are brought to the attention of the provider and provide ILRI with reports confirming resolution Advise ILRI management on best practices to use to ensure that there is no wastage in the management of casual staff and that the casual staff are utilized optimally. Provide ILRI management with management reports showing the various dynamics in the utilization of casual staff such as the total payroll, number of casuals, the departments that the casual staff work in ETC 2.3 Resources ILRI will provide office space, basic furniture, security, electricity, a telephone line and internet access to the contractor at no cost for purposes of setting up the Implant Office. However, the operating costs relating to communication shall be borne by the contractor. The hours of operation at the Implant Office will be from 8:00 a.m. to 4:30 p.m. from Monday to Friday. On Saturday the Implant Office will be open from 8:30 a.m. to 12:30p.m. and shall be manned by one member of the contractor s staff. 2.4 Location, Duration, Reporting Lines Location Nairobi, Kenya Duration of contract One-year contract with a possibility of extension depending on performance Reporting Lines The successful provider will be reporting to the People and Organizational Development unit 2.5 Required Skills and Competencies Understanding of the systems and legal frameworks of managing an outsourced casual staff function Experience in outsourcing casual staff to large international organizations Demonstrated ability to prepare payroll for the outsourced casuals on a weekly basis Proven ability to supervise the outsourced casuals supporting the ILRI staff who requested for the casual staff Proven ability to maintain a data bank/ pool of casual staff who can be called upon at any given time mostly after a notice of three days Understanding and an experience of working with a diversified community of different countries and cultures. Experience of delivery in complex international organizations is highly desirable
PART 3 PROPOSAL SUBMISSION REQUIREMENTS 3.1 Proposal Contents The contractor should submit proposals which include the following: 3.2 Mandatory Documents This should include all organization registration details; Certificates of incorporation Tax compliance Proof of paying the tender (Attach the original bank slip) 3.3 Technical Proposal The technical proposal should include the following; Experience from at least 3 reputable companies indicating the contract amount (attach recommendation / LPO s or contracts of the same) The approach/ methodology that will be used to manage the casual staff and ensure that they deliver on their responsibilities within the required time. Demonstration of exceptional expertise and solid experience necessary to deliver on the service provision. At least 3 referees who the organization has worked with on similar assignments. This should include the contacts, name, telephone numbers and email addresses for each client organization. Profiles/ CVs of the of the project team with an organization structure/chart. For each team member, please include level of education, experience and certification/ qualifications. 3.3 Financial Proposal The predicted monthly income of the contract is 1.7M Kenya Shillings and an average total number of 60 casuals per month (This numbers vary depending on the season and requests by ILRI staff) The financial proposal should detail all the costs related to the provision of the service as per below schedule; Charge per casual if contract duration is three months: Education Level Below O Level O Level Diploma(Skilled) Degree Masters/PhD Rate Per Person(Ksh)
Charge per casual if contract duration is below one month: Education Level Below O Level O Level Diploma(Skilled) Degree Masters/PhD Rate Per Person(Ksh) Audited financial statements for year 2014, 2015 and 2016/7. Please send your proposal using the submission requirements stated above to: The Supply Chain Manager ILRI P.O. Box 30709-00100, Nairobi. The proposal in a sealed envelope labelled Provision of casual labour services should be deposited in the Procurement tender box located at the reception of the Corporate Services Office at ILRI. The bidder should ensure they sign a bid tracking sheet provided at the reception before inserting their document into the Procurement tender box. All enquiries should be addressed to ILRIProcurementKenya@cgiar.org Proposals must be received by ILRI no later than 3.00PM on 21 ST June 2018.