Human Resources (HR) consultancy services, for use on an as need basis

Section 1: Instructions to Offerors

1. Introduction:
   Chemonics Kenya Ltd has been working in Kenya since 2003. Chemonics Kenya Ltd is an affiliate of Chemonics International that promotes social and economic change around the world. Chemonics Kenya Limited through its Projects in Kenya; Famine Early Warning Systems Network (FEWS NET), Afya Ugavi, Research Innovations and Systems for Africa (RISA) and Cross-Border Community and Resilience (CBCR) Activity requires proposals to engage in HR Consultancy services for use on need basis and as required by law.
   The purpose of this RFQ is to solicit proposals from eligible suppliers for provision of HR Consultancy services for use on an as need basis and as required by law. As a result of this RFQ, Chemonics Kenya Limited through its projects funded by USAID and FCDO in Kenya; Famine Early Warning Systems Network (FEWS NET), Afya Ugavi, Research Innovations and Systems for Africa (RISA) and Cross-Border Community and Resilience (CBCR) anticipates establishing specific pricing levels and parameters for ordering these services. This will allow Chemonics Kenya Limited to issue specific purchase orders/subcontracts, for the procurement of these services. The Supplier shall furnish the services described in any purchase order/subcontract issued by Chemonics. Chemonics is only obligated to pay a Supplier in accordance with the terms/conditions of this purchase order/ subcontract.
   Offerors are responsible for ensuring that their offers are received by Chemonics Kenya Ltd in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.
2. Offer Deadline and Protocol: Specific offers must be received no later than 5pm local Nairobi time on Thursday , March 31, 2022 by email/electronically to [email protected] with the subject clearly referenced: RFQ-RISA-041-FY2021 – HR consultancy services.
   Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of Chemonics.
3. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 5pm local Nairobi time on Tuesday, March 29, 2022 by email to [email protected] Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that Chemonics believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.
   Only the written answers issued by Chemonics will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Chemonics or any other entity should not be considered as an official response to any questions regarding this RFQ.
4. Specifications: Section 3 contains the technical specifications of the required services to be delivered.
5. Quotations: Quotations in response to this RFQ must be priced based on hours of Level of Engagement. Pricing must be presented in KES. Offers must remain valid for not less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.
   In addition, offerors responding to this RFQ are requested to submit the following:
   • Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.
   • Individuals responding to this RFQ are requested to submit a copy of their identification card.
6. Delivery: Delivery to electronic address to be specified by Chemonics upon Award. As part of the response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.
7. Source/Nationality/Manufacture: The cooperating country for this RFQ is Kenya.
   Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
8. Warranty: Warranty service and repair within the cooperating country is required for all commodities under this RFQ. The warranty coverage must be valid on all commodities for a minimum of twelve (12) months after delivery and acceptance of the commodities, unless otherwise specified in the technical specifications. At the time that any commodity is transferred to the Government of Kenya the stakeholders’ identification/analysis services, or another entity within the cooperating country, all rights to warranty support and service shall be transferred with the commodity to that entity’s end-user.
9. Taxes and VAT: In accordance with the agreement under which this procurement is financed, Chemonics will be reimbursed by the Cooperating Country government for taxes imposed on suppliers and subcontractors. Therefore, offerors must include taxes, VAT, charges, tariffs, duties and levies in accordance with the laws of the Cooperating Country. If selected for award, the selected supplier will cooperate in providing Chemonics with the documentation necessary to obtain tax reimbursement.
10. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.K. Government. Chemonics will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.K. Government.
11. Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, meets or exceeds the minimum required technical specifications, and is determined via trade off analysis to be the best value based on application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of options below:
    Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. Chemonics reserves the right to waive immaterial deficiencies at its discretion.
    Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, Chemonics reserves the right to conduct any of the following:
    • Chemonics may conduct negotiations with and/or request clarifications from any offeror prior to award.
    • While preference will be given to offerors who can address the full technical requirements of this RFQ, Chemonics may issue a partial award or split the award among various suppliers, if in the best interest of the RISA Programme.
    • Chemonics may cancel this RFQ at any time.
    Please note that in submitting a response to this RFQ, the offeror understands that FCDO is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the RISA Programme for consideration, as FCDO will not consider protests regarding procurements carried out by implementing partners. Chemonics, at its sole discretion, will make a final decision on the protest for this procurement.
12. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Chemonics, the RISA Programme, or FCDO to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.
    This solicitation is subject to Chemonics’ standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:
    (a) Chemonics’ standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.
    (b) Any award resulting from this RFQ will be in the form of a purchase order/subcontract.
    (c) No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
    (d) United States and United Kingdom law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
    (e) The title to any goods supplied under any award resulting from this RFQ shall pass to Chemonics following delivery and acceptance of the goods by Chemonics. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to Chemonics.
13. Section 2: Offer Checklist
14. To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:
    □ Specification
    □ Official quotation/costs
    □ Corporate Capabilities
    □ Terms of Payment
    □ Copy of offeror’s Certification: registration or business license (see Section 1.5 for more details)
    □ Reference from similar organisations
    □ Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)
    □ Technical material that respond to what the request in Section 3.
    Section 3: Specifications and Technical Requirements
    The table below contains the technical requirements of the commodities/services. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to Chemonics.
    Activity Summary
    Strategic HR Planning and Management
15. HR Advisory to Chemonics Kenya.
16. Benefits & compensation management.
17. Provides guidance in the employee life cycle management – from recruitment to separation with clear knowledge, understanding and adherence to local labour laws, donor clients (e.g. USAID, FCDO, etc)
18. Support the resolution of any conduct or performance issues with staff using informal or formal mechanisms as required.

19. Ensure and provide guidance on Legal Compliance and Risk Management – HR matters

20. Suggested Evaluation Criteria

21. Technical will carry a weighting of 80%
    Lead Consultant – Postgraduate/ Master’s Degree in HR Management or related field – 3 points
    Lead Consultant – Relevant Undergraduate Degree – 4 points
    Lead Consultant – Relevant Experience – 10 points
     15 years – 10 marks
     10-15 years – 5 marks
     Below 10 years – 0
    Assistant Consultant-Post graduate/Master’s Degree in HR Management or related field – 3 points
    Assistant Consultant – Relevant undergraduate Degree – 4 points
    Assistant Consultant – Relevant Experience – 10 points
     15 years – 10 marks
     10- 15 years – 5 marks
     9 – 5 years – 2 marks
    Firms experience working with large and complex projects with US Government (CDC, USAID, FCO, UN etc in the last five years; provide details orders, contract, recommendation letters – 20 points
     More than 20 years – 20 marks
     10 – 15 years – 10 marks
     5 – 10 years – 7 marks
     Below 5 years – 0 marks
    The firm shall give details on the approach, strategies and metholodology to ensure effectiveness of the HR Consultancy. Proposed approach and methodology to be adopted for the assignment including tools to be used estimated time and reporting – 30 points
    The bidder to provide 5 recommendation/reference letters from previous clients within the last 5 years ( 2 marks for each) – 10 Points
    Offer cover letter – 6 points
    Total Score – 100 points
    Financial evaluation will have a weighing of 20% ( we can refer to tool kit for suggested calculation of lowest bid)

    Section 4: Offer Cover Letter
    The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:
    To: RISA
    Rivaan Centre, 1st Floor, Wing C, Muguga Drive, Westlands.
    Reference: RFQ-RISA-041-FY2021

22. To Whom It May Concern:

23. We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.
    We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USAID and FCDO regulations.
    Furthermore, we hereby certify that, to the best of our knowledge and belief:
    • We have no close, familial, or financial relationships with any Chemonics programme staff members;
    • We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and
    • The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
    • All information in our proposal and all supporting documentation is authentic and accurate.
    • We understand and agree to Chemonics’ prohibitions against fraud, bribery, and kickbacks.
    We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.
    Authorized Signature:
    Name and Title of Signatory:
    Date:
    Company Name:
    Company Address:
    Company Telephone and Website:
    Company Registration or Taxpayer ID Number:
    Company DUNS Number, if applicable:
    Does the company have an active bank account (Yes/No)?
    Official name associated with bank account (for payment):