Fta RFP To Setup Poultry Demo Farms

REQUEST FOR PROPOSALS
TO SET UP POULTRY DEMONSTRATION FARMS ON INCOME GENERATING

ACTIVITIES FOR FAIRTRADE CERTIFIED COFFEE PRODUCER
ORGANIZATIONS IN KENYA
RFP NO: RA 2/2021
CLOSING DATE: 10TH AUGUST, 2021
TIME: 5.00 PM
NAIROBI
TEL: +254 (20) 0202721771
EMAIL: [email protected]
PURPOSE OF THIS REQUEST FOR PROPOSAL (RFP)

This request for proposal (RFP) provides information to interested bidders to
enable them to prepare and submit proposals for consideration by ECAN to
satisfy a need for set up poultry demonstration farms on income
generating activities for Fairtrade certified coffee producer
organizations in Kenya.
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SUBMISSION DEADLINE: AUGUST 10th, 2021 (5:00PM NAIROBI TIME)
QUESTION SUBMISSION DEADLINE: Questions or requests for clarification
regarding this RFP must be submitted via email
[email protected] not later than August 4 , 2021.
th
RFP Contact Name: Fairtrade Africa
Telephone Number: +254 (20) 0202721771

Email Address: [email protected]
INTRODUCTION
FTA - ECAN is inviting qualified and experienced bidders (supplier) to submit
their proposals for set up of poultry demonstration farms on income
generating activities for Fairtrade certified coffee producer
organizations in Kenya. Please take the time to carefully read and become
familiar with the proposal requirements. All proposals submitted for
consideration must be received by the time as specified above under the
"SUBMISSION DEADLINE."
LOCATION
The RFP is being requested by FTA-ECAN which is or shall be located at
Westcom Point Block C, Mahiga Mairu Road, Westlands, PO Box 3308-00200,
Nairobi, Kenya
OBJECTIVE
The objective and ultimate goal for this RFP is to solicit for qualified and
experienced suppliers for provision of the above-named services.
SCOPE AND GUIDELINES

This RFP represents the requirements for an open and competitive process. The
RFP contains instructions governing the proposals to be submitted and the
material to be included therein; a description of the services to be provided;
requirements which must be eligible for consideration; general evaluation
criteria; and other requirements to be met by each proposal.
All proposals must be signed by an official agent or representative of the
bidding firm submitting the proposal. If the firm submitting a proposal must
outsource or contract any work to meet the requirements contained herein, this
must be clearly stated in the proposal.
Additionally, all costs included in proposals must be all-inclusive to include any

outsourced or contracted work. Any proposals which call for outsourcing or
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contracting work must include a name and description of the organizations
being contracted.
SCHEDULED TIMELINE
The following timeline (23rd August to 3rd September 2021) has been established
to ensure that the proposal objective is achieved; however, the timeline shall be
subject to change when deemed necessary by FTA-ECAN
DATE
3RD SEPTEMBER 2021 (Assignment’s completion date)
PROPOSAL BIDDING REQUIREMENTS
PROJECT PROPOSAL EXPECTATIONS

FTA-ECAN shall award the contract to the proposal that best accommodates the
various provision of services required.
FTA-ECAN reserves the right to award any contract prior to the proposal
deadline stated within the "Scheduled Timeline" or prior to the receipt of all
proposals, award the contract to more than one Bidder, and refuse any proposal
or contract without obligation to any Bidder offering or submitting a proposal.
DEADLINE TO SUBMIT PROPOSAL

All proposals must be received by AUGUST 10TH 2021 AT 5:00PM (NAIROBI
TIME) for consideration in the RFP selection process.
PROPOSAL SELECTION CRITERIA

Only those proposals received by the stated deadline will be considered. All
proposals, submitted by the deadline, will be reviewed and evaluated based
upon information provided in the submitted proposal. In addition, consideration
will be given to cost and performance projections. Furthermore, the following
criteria will be given considerable weight in the proposal selection process:
 Proposals received by the stipulated deadline must be in the correct

format.
 Bidder's alleged performance effectiveness of their proposals.
 Bidder's performance history and alleged ability to timely deliver
proposed services.
 Bidder's ability to provide and deliver qualified personnel having the
knowledge and skills required to effectively and efficiently execute
proposed services.
 Overall cost effectiveness of the proposal.
3
FTA-ECAN shall reserve the right to cancel, suspend, and/or discontinue any
proposal at any time they deem necessary or fit without obligation or notice to
the proposing bidder.
PROPOSAL SUBMISSION FORMAT

The following is a list of information that the Bidder should include in their
proposal submission:
Summary of Bidder Background

 Bidder's Name(s)
 Bidder's Address
 Bidder's Contact Information (and preferred method of communication)
 Legal Form of Bidder (e.g., sole proprietor, partnership, corporation)
 Date Bidder's Company Formed
 Description of Bidder's company in terms of size, range and types of
services offered and clientele.
 Bidder's principal officers (e.g. Chairman, Chief Financial Officer, General
Managers) and length of time each officer has performed in his/her field of
expertise.
 Evidence of legal authority to conduct business in country of origin.
 Evidence of established track record for providing services and/or
deliverables that are the subject of this proposal.
 Tax Compliance Certificate
Financial Information
 State whether the Bidder or its parent company (if any) has ever filed for
bankruptcy or any form of Reorganization under the Bankruptcy Code.
 State whether the Bidder or its parent company (if any) has ever received
any sanctions or is currently under investigation by any regulatory or
governmental body.
Proposed Outcome
Below is the summary of the specific work to be completed, timelines and
desired skills and/ or experiences:
Demonstration farms: Poultry Enterprises

There will be two separate poultry enterprise demonstration farms, i.e.,
(i) improved indigenous chicken for meat and (ii) layers hens for eggs. The
demonstration farms for improved indigenous chicken and layers hens will be
established in Kirinyaga county.
The top-quality specifications for the two demonstration farms include:
 Two (2) separate open-sided poultry houses (deep litter system) and each
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house should accommodate 100 chickens (i.e., 100 layers and 100 improved
indigenous chicken) with floor space of 3 birds/m2 for layers and 4 birds/m 2
for improved indigenous chicken. Perch space is 20cm/bird irrespective of
bird category.
 Floor: concrete/cement.
 Roof: cost-friendly iron sheet and design that allows good airflow and water
drainage when it rains.
 Height: 6 to 7 feet (eaves) stud long and 10 to 12 feet at the center.
 Width: should not exceed 25 feet
 Length: convenient for 100 birds
 Door size: 6 feet by 2.5 feet (wooden). At the entry, there should be a
concrete foot bath.
 Foundation: concrete extending 1 to 1.5 feet underground and 1 to 1.5 feet
above the ground and it should extend 1.5 feet outside the wall
 Sidewalls: 1 foot to 1.5 feet followed by wire netting and hooks for hanging
curtains to protect birds from extreme wind/cold
 The house for the layers hens should have laying boxes
 The length of the house should be in the east-west direction to prevent direct
sunshine over the poultry
 The house must be strongly built with concrete and wooden foundation
 Supply of farm inputs: day-old chicks (improved indigenous and layers
chickens) from credible supplier, feeds and drugs for one month (in
consultation with Ministry of Agriculture Extension Agents, producer
organization and Fairtrade Africa)
 Consultation with stakeholders (producer organization, government
extension agents, FTA and where possible private sector extension service
providers during set up
Qualifications and Desired Skill Sets

The successful firms/institution/individuals must:
1. Possess at least five (5) years of experience working in crop and livestock
sector/agricultural related initiatives
2. Has a well-established outfit with adequate in-house technical capacity and
network of suppliers to deliver the assignment and provide evidence of the
same.
3. Provide a reference/portfolio of at least 3 similar assignments, particularly
set-up of demonstration farms or agronomy and /or livestock husbandry
practices projects set up within the last five years.
4. Knowledge and experience in agricultural-based income diversification
initiatives particularly for coffee farmers and experience working in similar
sector is an added advantage.
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5. Have the ability to deliver work to world-class standards within very limited
periods of time.
Duration of the Assignment

The successful firms/individuals or institutions is/are expected to carry out the
assignment in 12 days from the date of signing the contract.
COVID-19 Responsiveness and Contingency Planning

The firms/individuals or institutions must ensure COVID-19 containment
measures are place to protect themselves, staff, communities, service providers
and the client from the risk of contracting and spread of virus. The
firms/individuals or institutions should also provide a clear contingency plan for
setting up demonstration farms amidst this pandemic and in liaison with
stakeholders, particularly host farmers, government officers, producers and
service providers.
Cost Proposal Summary and Breakdown

 A detailed list of any and all expected costs or expenses related to the
proposal.
 Summary and explanation of any other contributing expenses to the total
cost.
 Additionally, all costs included in proposals must be all-inclusive to include
any outsourced or contracted work. Any proposals which call for
outsourcing or contracting work must include a name and description of
the organizations being contracted.
 All proposals must include itemized costs (in KSH and EURO) to complete
the tasks described in the project scope and must include an explanation
of all fees, taxes and costs.
 All costs, taxes and fees must be clearly described.
NOTE:
Financial proposals should be separate (i.e., one for improved indigenous
chicken and the other for layers hens). Refer to specific features/attributes for
each category of poultry house indicated above (top-quality specification
section).
Application Process
 Interested and qualified firm(s), institutions or individual experts should
submit their applications no later than 10 th August 2021, which should
include the following:
 Firm(s)/individuals/institutions profile;
 Detailed Curriculum Vitae of the team proposed to carry out the
assignment;
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 Detailed request for proposal (which should not exceed 5 pages) per
demonstration farm focusing on structural plan sketch, design and layout
sketch; Bill of Quantities (BOQ), workplan and two separate financial
proposals (including professional fees) per demonstration farm.
 3 References (including contacts of clients) of similar assignment
undertaken in the past.
CONTRACT TERMS AND CONDITIONS

Contract terms and conditions will be negotiated upon selection of the winning
bidder for this RFP.
All contractual terms and conditions will be subject to review by FTA-ECAN and
will include scope, budget, workplan and other necessary items pertaining to
the assignment.
NOTE:
This RFP is an invitation to trade and shall not be construed as an offer capable
of being
accepted or as creating any contractual or other legal rights. No binding
contract, including a process contract or other understanding or arrangement,
will exist between the Procuring entity and the bidder and nothing in or in
connection with this RFP shall give rise to any liability on the part of FTA-ECAN
unless and until a contract is signed by FTA-ECAN and the successful bidder.
Each bidder must submit an electronic copy of their proposal to
[email protected] by 1700hrs (Nairobi time), on 10th
August 2021, with the subject: “REQUEST FOR PROPOSAL (RFP) FOR SET-UP OF
POULTRY DEMONSTRATION FARMS ON INCOME GENERATING ACTIVITIS IN
KENYA
Any queries should be addressed to: [email protected]

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REQUEST FOR PROPOSALS

TO SET UP POULTRY DEMONSTRATION FARMS ON INCOME GENERATING

RFP NO: RA 2/2021

CLOSING DATE: 10TH AUGUST, 2021

PURPOSE OF THIS REQUEST FOR PROPOSAL (RFP)

RFP Contact Name: Fairtrade Africa

Telephone Number: +254 (20) 0202721771

SCOPE AND GUIDELINES

Additionally, all costs included in proposals must be all-inclusive to include any

PROPOSAL BIDDING REQUIREMENTS

PROJECT PROPOSAL EXPECTATIONS

DEADLINE TO SUBMIT PROPOSAL

PROPOSAL SELECTION CRITERIA

 Proposals received by the stipulated deadline must be in the correct

PROPOSAL SUBMISSION FORMAT

Summary of Bidder Background

Demonstration farms: Poultry Enterprises

The top-quality specifications for the two demonstration farms include:

Qualifications and Desired Skill Sets

Duration of the Assignment

COVID-19 Responsiveness and Contingency Planning

Cost Proposal Summary and Breakdown

CONTRACT TERMS AND CONDITIONS

Any queries should be addressed to: [email protected]

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