STRENGTHENING DISASTER RISK REDUCTION AND EMERGENCY RESPONSE BARINGO AND SAMBURU COUNTIES

Country: Kenya
Organization: Kenya Red Cross
Closing date: 10 Feb 2021

CALL FOR PROPOSALS

STRENGTHENING DISASTER RISK REDUCTION AND EMERGENCY RESPONSE

BARINGO AND SAMBURU COUNTIES

Document Release Date: 26th January 2021

Last Date for Receipt of proposals: 10th Feb 2021

Download the full document here: https://www.redcross.or.ke/Tenders

Time: 11.00Hrs

Tender Number: PRF07708

Submission Method: Email to – tenders@redcross.or.ke

Tender Opening Venue and Time : KENYA RED CROSS SOCIETY

HEADQUARTERS BOARDROOM

TIME: 1200 HRS

1. Summary- (of the Survey)

1.1. Purpose: To conduct project end line survey in Samburu and Baring counties to measure the impact of the project results against the baseline indicators.

1.2. Partners: Kenya Red Cross Society, the USAID OFDA and County Governments of Baringo and Samburu.

1.3. Duration: The end line survey will be carried out by an independent consultant, and is expected to take 30 calendar days

1.4. Estimated Dates: 1st to 31st March 2021

1.5. Geographical Location: Baringo and Samburu counties

1.6. Target Population: Community members and stakeholders within targeted locations

1.7. Deliverables: Inception report and data collection tools shared at the initiation of the assignment, presentation of preliminary findings, a draft report for review, and a final version of the report plus all data sets in soft copy. (See detailed timelines under section 8)

1.8. Methodology: This will include document review, Key Informant Interviews (KIIs) with key partners and stakeholders; interviews with community members, Focus Group Discussions (FGDs) and observations, household surveys and any other approach that the consultant can propose.

1.9. Survey Management Team: KRCS MEA&L, Program Representatives and Donor Representative

2. Background Information

The USAID OFDA funded KRCS for 18 months (September 2019 to March 2021) to contribute to improved capacities of communities, county governments and KRCS to anticipate, prepare and respond to disaster risks in Baringo and Samburu (on disaster risk reduction and countrywide (on emergency response).

The two counties are among the most affected by the current drought and are deteriorating to Integrated Phase Classification 3 (IPC3) with the situation deteriorating fast. This needs to be urgently and sustainably addressed if lives are to be saved, livelihoods protected and resilience built.

The action was aimed at improving the capacities of communities, county governments and KRCS to anticipate, prepare and respond to disaster risks. The action was anchored on the Sendai Framework for Disaster Risk Reduction (SFDRR) in implementing interventions around the following priority areas (1) rapid interventions to reduce the current stress occasioned by drought and to prevent further deterioration, (2) strengthening local capacity for early warning and disaster risk management and (3) integrating preparedness and Disaster Risk Reduction (DRR) with disaster response. This three-part focus is integral to Kenya Red Cross Society (KRCS) overall disaster risk response and management strategy and to USAID/OFDA’s DRR Conceptual framework. The interventions focussed on embedding a culture of preparedness and enhancing DRR and management approaches in Samburu and Baringo counties. It further aimed at strengthened preparedness, early action and response capacity of the county governments, communities and the KRCS with the aim of encouraging county government ownership and leadership role.

In regards to Water, Sanitation and Hygiene (WASH), the intervention focussed on rehabilitation of water infrastructure for supply of water to communities and livestock mainly to reduce the impact of disasters including drought while enhancing capacities for sustainable management and ownership of the water systems. Preparedness and response to WASH related emergencies will also be integrated in the sector in the duration of the project to include surveillance, assessments, prepositioning of Non-Food Items (NFI), rehabilitation of water systems and integration of hygiene and sanitation.

The livelihood interventions were implemented with a focus on risk reduction to support pastoralists in mitigating impacts of drought through improved practices. The support mainly looked at livestock as this is the main livelihood in the ASAL counties with interventions focusing mainly on rangeland management and promotion of improved livestock management practices. Capacity building initiatives were included to strengthen good livestock practices, fodder production, business planning and market linkages and strengthen county government extension services.

The specific objectives and targeted populations of the project have been designed per sectoral area as highlighted below:

Shelter and settlements objective: To meet immediate shelter and settlement needs of communities affected by disasters during the project period.

Number of People Targeted: 30,000

Water, Sanitation and Hygiene objective: To improve access to safe and affordable water for communities and livestock affected by disasters.

Number of People Targeted: 83,562

Agriculture and Food Security objective: To Improve community’s capacity to adapt and cope with shocks through improved pastoral production systems

Number of People Targeted: 1,500

Risk Management, Policy and Practice objective: To strengthen systems, structures and policies at counties and community level that will address vulnerability to disasters.

Number of People Targeted: 150,000

3. The End Line survey objectives

The Specific Objectives of the end line survey are:

i. Establish information against the projects log frame indicators at community level which will be used as a threshold for this project to assess outcomes and impact.

ii. To document community perception of their participation and engagement and KRCS accountability in the project.

The following combination of mandatory and custom project indicators in the sub sectors of focus will be evaluated.

SECTOR NAME

SHELTER AND SETTLEMENTS

Objective

To meet immediate shelter and settlement needs of communities affected by disasters during the project period

Sub-sector

Non-food Items

Indicator 1

Total number and per item USD cost of NFIs distributed, by type (e.g., mats, blankets, kitchen sets, other)

Indicator 2

Number and percentage of households receiving NFIs

Indicator 3

Number and percentage of people reporting satisfaction with the quality of the NFIs they received

Indicator 4

Number of people reporting improved knowledge on use of shelter NFIs

Sub-sector

Shelter

Indicator 1

Number of targeted households with access to shelter appearing in the Sphere Project Handbook

Indicator 2

Number of targeted households with access to shelter pursuant to relevant guidance

Indicator 3

Number and percentage of households having received shelter assistance

Indicator 4

Number of the target population provided with awareness messages who can correctly identify agreed safe shelter and settlement features

SECTOR NAME

WATER, SANITATION AND HYGIENE

Objective

To improve access to safe and affordable water for communities and livestock affected by disasters

Sub Sector

Water Supply

Indicator 1

Number of people directly utilizing improved water services provided with OFDA funding

Indicator 2

Estimated safe water supplied per beneficiary in litres/person/day

Indicator 3

Percentage of households targeted by WASH program that are collecting all water for drinking, cooking and hygiene from improved water sources

Indicator 4

Percentage of water user committees created and or trained the WASH program that are active 3 months after the training

Sub Sector

Hygiene Promotion

Indicator 1

Number of people receiving direct hygiene promotion

Indicator 2

Percentage of people targeted by the hygiene promotion program who know at least three (3) of the five (5) critical times to wash hands

Indicator 3

Percent of people targeted by the hygiene promotion program who report using a latrine the last time they defecated

Indicator 4

Number of hygiene promotion sessions conducted compared to the target number of planned sessions in the OFDA supported program.

Sub sector

Sanitation

Indicator 1

Number of people directly utilizing improved sanitation services provided with OFDA funding

Indicator 2

Percent of households targeted by latrine construction/promotion program whose latrines are completed and clean

Indicator 3

Percent of latrines/defecation sites in the target population with handwashing facilities that are functional and in use

Indicator 4

Number of schools & institutions benefiting from latrine rehabilitation with OFDA support

Subsector

WASH Non-Food Items

Indicator 1

Total number of people receiving WASH NFI’s assistance through all modalities (without double counting)

Indicator 2

Percent of households reporting satisfaction with contents of the WASH NFIs received through direct distribution

Indicator 3

Percent of households reporting satisfaction with quality of the WASH NFIs received through direct distribution

Indicator 4

Number of girls benefitting from sanitary towel support with OFDA funding

SECTOR NAME

AGRICULTURE AND FOOD SECURITY

Objective

To Improve community’s capacity to adapt and cope with shocks through improved pastoral production systems

Sub Sector

Livestock

Indicator 1

Number of people benefitting from livestock activities

Indicator 2

Number of animals benefitting from livestock activities

Indicator 3

Number of animals owned per individual

Indicator 4

Number of people with improved skills in fodder production

SECTOR NAME

RISK MANAGEMENT, POLICY AND PRACTICE

Objective

To strengthen systems, structures and policies at counties and community level that

will address vulnerability to disasters.

Sub-sector

Building Community Awareness/Mobilization

Indicator 1

Number of people participating in a training

Indicator 2

Percentage of people trained who retain skills and knowledge after 2 months

Indicator 3

Percentage of attendees at joint planning meetings who are from the community

Indicator 4

Number of people participating in the awareness sessions

Sub-sector

Capacity Building and Training

Indicator 1

Number of people trained in disaster preparedness, risk reduction and management

Indicator 2

Number of people passing final exams or receiving certificate

Indicator 3

Percentage of people trained who retain skills and knowledge after 2 months

Indicator 4

Number of people participating in planning sessions

Sub-sector

Policy and Planning

Indicator 1

Number of Hazard risk reduction plans, strategies, polices, disaster preparedness and contingency plans in place

Indicator 2

Number of people participating in discussions in national risk reduction strategies as a result of the program

Indicator 3

National and local risk assessments, hazards data and vulnerability information is available within targeted areas

Indicator 4

Percentage of community members participating in policy planning

4. Scope of work

End-term evaluations (ETE) aim to assess the performance of the project and capture project achievements, challenges, and draw lessons learnt from the best practices to inform future similar programming. This ETE will also review the recommendations of the project baseline to assess the extent to which they were implemented. As well, it will evaluate the quality of Community Engagement and Accountability (CEA) in the project. It will identify key lessons learned, challenges, recommendations for changes, and sustainability.

5. Key Survey questions

The following are the key questions to be addressed during the ETE. The evaluator may however suggest changes/additional questions at the inception stage:

5.1 Effectiveness:**

· To what extent were the project expected results achieved (objectives, outputs and outcomes)? How does that compare to the target and the baseline findings?

· What changes as reported by the community/stakeholders can be attributed to the project (positive, negative, expected and unexpected)

· What changes could have happened because of other projects in the same area?

· Were all the activities carried out? If not, why?

· What is the level of resilience amongst the targeted youth?

· Have there been any positive or negative unintended outcomes of the work?

5.2 Efficiency

· Were all activities done within the budget? If there were any significant variances (whether early or late, over or under expenditure), what caused them?

· How did the efficiency affect the effectiveness of the project?

· Was there value for money?

· What has been done in an innovative way?

5.3 Sustainability:

· What sustainability measures were put in place – institutional/financial/technical?

· To what extent have socio-cultural factors affected uptake of project interventions? And what measures have been/should be taken to address the same?

· To what extent to which the net benefits of the intervention continue, or are likely to continue?

5.4 Relevance

· How satisfied are the community members with the interventions undertaken by the project?

· What do the beneficiaries feel is the effect of the project on their lives in the short term and in the long run?

· The extent to which the intervention objectives and design respond to communities’ needs, policies, and priorities, and continue to do so if circumstances change.

5.5 Coherence:

· How well has the project’s intervention been compatible with other interventions in the County

5.6 Community Engagement and Accountability:

  • To what extend were the KRCS minimum accountability standards integrated?
  • How much do the beneficiaries understand the project?
  • How much were beneficiaries involved in the project decision making?
  • What complaints and feedback mechanism were put in place? What were the common community complaints addressed during the project period?
  • Do the community members think that the project respected their culture/religion/daily routines/community calendars etc. and how did that affect the project uptake?

6. Survey Methodology

The survey will adopt a cross sectional study design that will use mixed qualitative and quantitative approaches. Cluster sampling will be adopted for the quantitative data collection methods and purposive sampling will be used for the qualitative.

Methods of sampling, data collection and analysis will be proposed by the consultants and discussed further with the survey management team, but may include individual interviews with the individuals in sampled households using pre-tested questionnaire, focus group discussion using pre-tested discussion guide and structured key informant interviews.

The Survey will use the following literature for reference and to inform the survey process further:

● Project proposal and log frame

● Documents, policies and frameworks by partners, county and national government

7. Survey Methodology

The End Term evaluation shall employ a mixed method study design. For every indicator, every quantitative piece of data must be qualified by its corresponding qualitative and spatial data. The firm is expected to propose a sample size and the techniques intended to be used that is scientific. Ensure that all indicators have been answered through the tools and questions developed. The bidder can also advise additional proposed approach/methodology that can be used to bring out intended outcome.

8. Survey Quality & Ethical Standards

The consultant shall take all reasonable steps to ensure that the Survey is designed and conducted to respect and protect the rights and welfare of the people and communities involved and to ensure that the Survey is technically accurate and reliable, is conducted in a transparent and impartial manner, and contributes to organizational learning and accountability. Therefore, the Survey team shall be required to adhere to the Survey standards and applicable practices as recommended by International Federation of Red Cross and Red Crescent Societies.

· Utility: Surveys must be useful and used.

· Feasibility: Surveys must be realistic, diplomatic, and managed in a sensible, cost effective manner.

· Ethics & Legality: Surveys must be conducted in an ethical and legal manner, with particular regard for the welfare of those involved in and affected by the Survey.

· Impartiality & Independence; Surveys should be impartial, providing a comprehensive and unbiased assessment that takes into account the views of all stakeholders.

· Transparency: Survey activities should reflect an attitude of openness and transparency.

· Accuracy: Surveys should be technical accurate, providing sufficient information about the data collection, analysis, and interpretation methods so that its worth or merit can be determined.

· Participation: Stakeholders should be consulted and meaningfully involved in the Survey process when feasible and appropriate.

· Collaboration: Collaboration between key operating partners in the Survey process improves the legitimacy and utility of the Survey.

It is also expected that the Survey will respect the seven Fundamental Principles of the Red Cross and Red Crescent: 1) humanity, 2) impartiality, 3) neutrality, 4) independence, 5) voluntary service, 6) unity, and 7) universality.

9. Qualifications and Experience for Consultants

The lead consultant must possess the following qualifications:

· The lead consultant must have a background in Disaster Risk Management and/or Public Health or related field. (at a minimum of Master’s degree level)

· Must also have an understanding and experience in undertaking Disaster Risk Reduction/Resilience Studies/Evaluation in similar environment. Those with experience in understanding climate research or policy will have added advantage

· Demonstrable experience in conducting high quality end line surveys for related projects in the past 3 years (sample reports will be required during the oral stage of bid analysis).

· Experience of conducting field assessments/working in the targeted regions.

· High level of professionalism and an ability to work independently under tight deadlines.

· Strong interpersonal and communication skills

· The lead consultant must have strong analytical skills and ability to clearly synthesize and present findings, draw practical conclusions, make recommendations and to prepare well-written reports.

Additional requirements/qualifications

· The team must have a statistician/data analyst with experience to develop data collection tools in ODK, design projects and advise on methodology appropriate, analyze quantitative and qualitative data

· Policy and climate expert in the team will be a plus to the team

· Firm must have experience in using mobile phone technology for data collection.

· Availability for the period indicated.

10. Management of the Survey

Duration: The End Term Evaluation shall commence on 1st March 2021 and end on 31st March 2021

Deliverables:

  1. Inception report detailing the end line Survey design, methodology, sampling methodology & sample frame, survey tools, agreed on the budget, and work plan.

  2. Preliminary findings (PowerPoint), draft Evaluation Report and the raw data.

  3. Final End Line Survey Reports.

  4. The final report outline should be as proposed:

I.The executive summary to be written in a separate paper providing the bare essentials for decision-makers regarding the background, major conclusions about the survey criteria, recommendations, and lessons learned (total 1-2 pages).

II.The main report (max. 30 pages plus a list of abbreviations) of which a substantial part will be the main conclusions and recommendations. These should be substantiated with more detailed information only to the extent necessary. Detailed findings should be referred to the annexes. Conclusions and recommendations in the main report should have references to the relevant findings in the annexes.

III. The annexes should provide all information necessary to substantiate major conclusions and recommendations in the main report. The Terms of Reference, the team’s itinerary, list of persons interviewed, and list of documents used should be annexed.

  1. Copies of original and cleaned data sets with codebook. The raw data, the database which has been cleaned (both qualitative and quantitative, including original field notes for in-depth interviews and focus group discussions, as well as recorded audio material), should be submitted together with the report. A simple inventory of material handed over will be part of the record. KRCS & USAID will have sole ownership of all final data and any findings shall only be shared or reproduced with the permission of KRCS.

Evaluation Management Team: The evaluation management team shall consist of KRCS MEA&L Unit Representative, KRCS program representative and Donor representative. They shall ensure that the deliverables agreed upon and approved in the inception report are achieved on time.

Role of KRCS (project and M&E team)

· Lead the recruitment and survey process

· Coordinate the assessment implementation process through the KRCS M&E unit

· Review of assessment products including tools and reports

· KRCS will organize logistics for the assessment team

· Avail data collectors within agreed criteria

· Avail of all necessary documents for desk review

· KRCS will be the link between the community and the consultant

· Will be the custodian of all data generated from the assessment

· Organize dissemination forums as necessary

Role of USAID

· Participate in the TOR development and recruitment process

· Review and give feedback on all the reports submitted

· Fund the activity budget

· Final approval of the report

11. Application Requirements

The application materials for the end line survey shall include:

● A written response to this TOR in terms of a proposal detailing the technical understanding of the task, proposed methodologies of the Survey, expected activities and deliverables, proposed work plans with schedule, and financial bids. See Annex 1

● Detailed CVs of all professional (s) who will work on the Survey. If there is more than one contractor on the proposed Survey team, please attach a table describing the level of effort (in number of days) of each team member in each of the Survey activities. See Annex 3

● Professional references: please provide at least three references from your previous clients and full contact details of the referees.

12. Submission of proposal

The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. Team composition should conform to Annex 3

Bidders should provide a technical and financial proposal in two separate folders clearly marked “Technical Proposal” and “Financial Proposal” and sent as one email with the subject: “Tender No. PRF07708 “Call for Consultancy for End Line Survey: Strengthening disaster risk reduction and emergency response in Baringo and Samburu counties”

The Proposal should be sent on mail to reach tenders@redcross.or.ke by 10th February 2021 at 11:00 am

ANNEX 1: TECHNICAL PROPOSAL FOMART

1) Introduction: Description of the firm, the firm’s qualifications and statutory compliance (1 page)

2) Back ground: Understanding of the project, context and requirements for services, Key questions (2 pages)

3) Proposed methodology – Indicate methods to be used for each indicator and highlight any areas where indicators may need adjustment. The targeted respondents should be indicated for each indicator. Proposed detailed questions should be indicated. Detailed sampling procedure needs to be indicated. (5 pages)

4) Firms experience in undertaking assignments of similar nature and experience from the geographical area for other major clients (Table with: Name of organization, name of assignment, duration of assignment (Dates), reference person contacts-2 pages

5) Proposed team composition (As per annex 3)-1 page

6) Work plan (Gantt chart of activity and week of implementation)-1 page

ANNEX 2: BUDGET TEMPLATE

The consultant shall only quote for the items below as KRCS will manage all other related costs (Logistics and payment of enumerators)

Item

Unit

# of Units

Unit Cost

Total Cost (Ksh.)

Consultancy Fee (for the whole Survey period)

Per day

Office expenses (Printing, photocopy, binding, communication costs etc.)

Lump sum

Grand Total

ANNEX 3: PROPOSED TEAM COMPOSITION TEMPLATE

Name of Team Member

Highest Level of Qualification

General Years of Experience related to the task at hand

Number of days to be engaged

Roles under this assignment

ANNEX 4: TENDER SURVEY CRITERIA

A three stage Survey procedure will be used to evaluate all proposals from bidders. The total number of points which each bidder may obtain for its proposal is:

● Technical Proposal 60 marks

● Oral presentation 30 marks

● Financial Proposal 10 marks

  1. Mandatory Requirements

The proposal shall be evaluated on the basis of its adherence to the following compulsory requirements, this applies to both local and international firms or individuals.

Document/ Requirements

Tax compliance certificate

Certificate of incorporation/registration (Only applicable for firms)

PIN certificate

Proceed to next stage (Yes / No)

2. Evaluation of the Technical Proposal

The technical proposal shall be evaluated on the basis of its responsiveness to the TOR. Specifically, the following criteria shall apply:

Survey Criteria

Max Points Possible

Bidders score

Remarks

(1) Introduction:

● Description of the Firm and the Firm’s Qualifications

5

(2) Background: Understanding of the project, context and requirements for services

10

(3) Proposed Methodology: The proposed methodology MUST provide an indication of its effectiveness and added value in the proposed assignment.

20

(4) Firms Experience in undertaking assignments of similar nature and experience from related geographical area for other major clients

● Provide a summary and supporting information on overall years of experience, and related technical and geographic coverage experience

10

(5) Proposed Team Composition:

● Tabulate the team composition to include the general qualifications, suitability for the specific task to be assigned and overall years of relevant experience to the proposed assignment.

● The proposed team composition should balance effectively with the necessary skills and competencies required to undertake the proposed assignment.

● Lead Consultant Qualifications – should be as per the TOR

● Mandatory-statistician

10

(6) Work Plan: A Detailed logical, weekly work plan for the assignment MUST be provided.

5

TOTAL SCORE

60

Total scores of the technical bid analysis shall be converted to a denominator of 60. Top three firms will go to the orals stage and top two after the orals will go to the financial Survey stage

3. Oral presentation

Criteria

Maximum points

Bidder’s Score

Remarks

Understanding of the assignment

5

Clear and scientific methodology

15

Presentation of previous similar assignment (Consultant will be required to show/present 2 previous completed assignments at the oral stage)

10

Total Score out of 30

30

4. Survey of the Financial Proposal

The Financial Proposal shall be prepared in accordance to Annex 2. The maximum number of points for the Financial Proposal shall be 10% (10 points). This maximum number of points will be allocated to the lowest Financial Proposal. All other Financial Proposals will receive points in inverse proportion according to the below formula:

Points for the Financial Proposal being evaluated =

(Maximum number of points for the financial proposal) x (Lowest price)

Price of proposal being evaluated

A total score obtained including Technical, Oral and Financial Proposals is calculated for each proposal. The bid obtaining the overall highest score is the winning bid.

Part I

Inception report, desk review, development of survey framework and tools, etc.

Part II

Implementation: Training of data collectors, field pre-testing, Data collection

Part III

Data entry, cleaning, analysis, interpretation, report writing & presentation

GENERAL INSTRUCTIONS

Please read carefully the method of tender submission and comply accordingly.

1.1.1. KRCS reserves the right to accept or to reject any bid, and to annul the bidding process and reject all bids at any time prior to the award of the contract, without thereby incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action.

1.1.2. Cost of bidding

The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Organization will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

1.1.3. Clarification of Bidding Document

All correspondence related to the contract shall be made in English. Any clarification sought by the bidder in respect of the consultancy shall be addressed at least five (5) days before the deadline for submission of bids, in writing to the Administration Coordinator.

The queries and replies thereto shall then be circulated to all other prospective bidders (without divulging the name of the bidder raising the queries) in the form of an addendum, which shall be acknowledged in writing by the prospective bidders.

Enquiries for clarifications should be sent by e-mail to tenders@redcross.or.ke

1.1.4. Amendment of Bidding Document

At any time prior to the deadline for submission of bids, KRCS, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment.

All prospective Bidders that have received the bidding documents will be notified of the amendment in writing, and it will be binding on them. It is therefore important that bidders give the correct details in the format given on page 1at the time of collecting/receiving the bid document.

To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, KRCS may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments.

1.1.5. Deadline for Submission of Bids

Bids should reach tenders@redcros.or.ke on or before 10th February 2021 at 11.00 am. Bids received after the above-specified date and time shall not be considered.

Any bid received by KRCS after this deadline will be rejected.

Bidders should provide a technical and financial proposal in two separate folders clearly Marked “Technical Proposal” and “Financial Proposal” both of which should then be sent to tenders@redcross.or.ke with the subject reading “Tender No. PRF07708: “Call for Consultancy for End Line Survey: Strengthening disaster risk reduction and emergency response in Baringo and Samburu counties”

The Proposal should be addressed as indicated above to reach tenders@redcross.or.ke by 10th February 2021 at 11.00 a.m. for the tender to be opened at 12.00 noon:

Any bid received by KRCS after this deadline will be rejected.

1.1.6. Cost Structure and non-escalation

The bidder shall, in their offer (Financial Proposal), detail the proposed costs as per the template provided above.

No price escalation under this contract shall be allowed. KRCS shall not compensate any bidder for costs incurred in the preparation and submission of this RFP, and in any subsequent pre-contract process.

1.1.7. Taxes and Incidental Costs

The prices and rates in the financial offer will be deemed to be inclusive of all taxes and any other incidental costs.

1.1.8. Responsiveness of Proposals

The responsiveness of the proposals to the requirements of this RFP will be determined. A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document. A bid determined not responsive will be rejected by the Organization and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s).

1.1.9. Currency for Pricing of Tender

All bids in response to this RFP should be expressed in Kenya Shillings. Expressions in other currencies shall not be permitted.

1.1.10. Correction of Errors.

Bids determined to be substantially responsive will be checked by KRCS for any arithmetical errors. Errors will be corrected by KRCS as below:

a. where there is a discrepancy between the amounts in figures and in words, the amount in words will govern, and

b. where there is a discrepancy between the unit rate and the line total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern.

The price amount stated in the Bid will be adjusted by KRCS in accordance with the above procedure for the correction of errors.

1.1.11. Evaluation and Comparison of Bids

Technical proposals will be evaluated prior to the evaluation of the financial bids. Financial bids of firms whose technical proposals are found to be non-qualifying in whatever respect may be returned unopened.

1.1.12. Confidentiality

The Bidder shall treat the existence and contents of this RFP, and all information made available in relation to this RFP, as confidential and shall only use the same for the purpose for which it was provided.

The Bidder shall not publish or disclose the same or any particulars thereof to any third party without the written permission of KRCS, unless it is to Bidder’s Contractors for assistance in preparation of this Tender. In any case, the same confidentiality must be entered into between Bidder and his Contractors.

1.1.13. Corrupt or Fraudulent Practices

KRCS requires that tenderers observe the highest standard of ethics during the procurement process and execution of contracts. A tenderer shall sign a declaration that he has not and will not be involved in corrupt or fraudulent practices.

KRCS will reject a proposal for award if it determines that the tenderer recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question

Further a tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from participating please report any malpractices to complaints@redcross.or.ke

How to apply:

The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. Team composition should conform to Annex 3

Bidders should provide a technical and financial proposal in two separate folders clearly marked “Technical Proposal” and “Financial Proposal” and sent as one email with the subject: “Tender No. PRF07708 “Call for Consultancy for End Line Survey: Strengthening disaster risk reduction and emergency response in Baringo and Samburu counties”

The Proposal should be sent on mail to reach tenders@redcross.or.ke by 10th February 2021 at 11:00 am

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