from: indufor oy on behalf of private forestry programme ... · invitation to tender for provision...
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From: Indufor Oy on behalf of Private Forestry Programme (PFP)
20 February 2017
Helsinki/Iringa
Invitation to tender for provision of services to establish and strengthen Village Savings
and Loan Associations in the Southern Highlands of Tanzania. Indufor Oy on behalf of the Private Forestry Programme (PFP) and Ministry of Natural Resources
and Tourism (MNRT), invites tenders for the provision of services to establish and strengthen
Village Savings and Loans Associations (VSLAs) in each of three specific areas of the Southern
Highlands.
The specific areas for which specific tenders are invited are:
Area 1, Kilolo DC, Mufindi DC and Kilombero DC (southern part),
Area 2, Njombe TC, Njombe DC and Makete DC,
Area 3, Ludewa DC, Madaba DC, Mbinga DC and Nyasa DC.
PFP has piloted Village Community Banking in Area 1, Mufindi DC and the groups that have been
established need to be incorporated in any further work in that area (refer Annex 1).
The provision of these services will be for the use of the “Private Forestry Programme”.
Terms of Reference for this work are as presented in Annex 2. Key facts for tenderers are
presented in Annex 3. The minimum requirements for the service provider are described in detail
in Annex 4, tender evaluation criteria are presented in Annex 5, and intervention areas are
mapped in Annex 6.
Whilst PFP is currently only able to contract service providers for the period up to 31 December
2017, it anticipates that by September 2017 it will be able to contract service provision up to 31
December 2018.
Individual service provision contracts may be subject to mutually agreed amendments based on
performance and needs.
Tenders should clearly state their total price and staged payment requirements for services to be
provided up to December 2017, and in addition they should provide prices for completing the
assignments in 2018. They should discuss their understanding of the assignment, their
methodology and detailed plan for mobilizing resources to complete the work within their
proposed price and time frame.
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Based on the tenders, the MNRT and the representative of Indufor in Iringa will select one service
provider for each of the three specified areas.
The deadline for submission of tenders is Monday 27 March 2017 and procurement decisions will
be issued on or before Friday 31 March 2017. Contractors should then mobilize themselves
rapidly. All works including final reporting should be completed by 30 September 2018. The
maximum total all-inclusive prices for each area are EUR 255,000 for Area 1, EUR 305,000 for
Area 2 and EUR 340,000 for Area 3. The maximum total value for all three areas is EUR 900,000.
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Annex 1 Specifics of piloting work to be accounted for in tendering for Area 1
25 VICOBA groups with 689 members (refer Table 1) have been established and 15 more are in
process. In all 40 groups will therefore have to be taken over. Tenderers should plan on starting
groups from scratch and for taking over 40 existing groups. Support for these 40 existing groups
is already contracted up to 31 May 2017.
Table 1 Previously established PFP VICOBA groups
Group Name Formation date Group Type Group Location
TGA SME Village Cluster & Ward
Uwaminu 'A' 12/11/2016 x Nundwe Mafinga-Iharumba
Uwaminu 'B' 12/11/2016 x Nundwe Mafinga-Iharumba
Chapakazi 4/11/2016 x Vikula Mafinga-Iharumba
Tunaweza 31/12/2016 x Wamimbalwe Mafinga-Iharumba
Muungano 18/10/2016 x Nyololo Mafinga-Nyololo
Hapa Kzi Tu 25/10/2016 x Nyololo Mafinga-Nyololo
Umoja Women 30/10/2016 x Kinyanambo Mafinga-Kinyanambo
Mtazamo 30/10/2016 x Kinyanambo Mafinga-Kinyanambo
Customer 1/11/2016 x Igowole Mafinga-Igowole
Kiumui 1/11/2016 x Igowole Mafinga-Igowole
Umoja 20/11/2016 x Ibatu Mafinga-Igowole
Tukangale'a' 7/11/2016 x Iramba Mtambula-Itambula
Upendo 7/11/2016 x Iramba Mtambula-Itambula
Inuka 30/12/2016 x Ipilimo Mtambula-Itambula
Umoja Ni
Nguvu
30/12/2016 x Ipilimo Mtambula-Itambula
Shumasoki 'A' 3/11/2016 x Nyakipambo Mtambula-Itambula
Twilumba 12/12/2016 x Mtambula Mtambula-Itambula
Twitange 12/12/2016 x Mtambula Mtambula-Itambula
Ushindi 12/12/2016 x Mtambula Mtambula-Itambula
Uwamilug 'A' 2/11/2016 x Lugolofu Mgololo - Makungu
Uwamilug 'B' 2/11/2016 x Lugolofu Mgololo - Makungu
Uwamilu 'A' 2/11/2016 x Lugema Mgololo - Makungu
Uwamilu 'B' 2/11/2016 x Lugema Mgololo - Makungu
Uwamma 'A' 9/12/2016 x Magunguli Mgololo - Makungu
Amani 13/12/2016 x Kiyowela Mgololo - Makungu
Total: 25 18 7
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Annex 2 Terms of Reference for provision of services to establish and
strengthen Village Savings and Loans Associations in the Southern Highlands
of Tanzania
BACKGROUND
The Private Forestry Programme (PFP) increases rural income in the Southern Highlands of
Tanzania by strengthening small-holder plantation forestry and wood processing businesses.
The programme is funded and implemented by the Ministry for Foreign Affairs of Finland and the
Ministry of Natural Resources and Tourism of Tanzania. The programme management team has
its head office in Iringa, Tanzania.
The programme operates in Iringa, Njombe, Morogoro and Ruvuma regions where it supports
Tree Grower Associations (TGAs) and groups of small and medium forest enterprises (SMEs).
Lack of access to finance limits the ability of tree growers to invest in livelihood activities and
sustain their plantations to maturity. This absence of finance also makes it unmanageable for
small enterprises to invest in suitable machinery and skill development.
PFP is seeking to recruit service providers to create and mentor self-help, sustainable Village
Savings and Loans Associations (VSLAs) within TGAs based on CAREs most recent
methodology (version 4.04 or later). SME groups may require some adaptation of this baseline
model.
PFP will support with training and technical assistance on forestry and wood processing and so
tenderers do not have to provide this specialist expertise
OBJECTIVE OF THE WORK
To strengthen PFPs partner TGAs and SMEs by substantially improving their access to finance
and reducing their financial vulnerability.
SCOPE OF WORK
The overall intervention area is divided into three areas for tendering and service delivery
purposes.
Tenderers are invited to tender for any combination of these areas but separate technical and
financial proposals are required for each area.
Area 1, Kilolo DC, Mufindi DC and Kilombero DC (southern part), 15 SME VSLAs to be
established/strengthened and 78 VSLAs to be established/strengthened within at least the
following villages:
Kilolo DC: Kilolo, Lulanzi, Ilamba, Kidabaga, Lyamko, Ng'ang'ange, Boma la ng'ombe,
Ilamba
Kilombero DC: Mlimba "A", Lugala, Kitete, Uchindile, Rufuru, Lumumwe
Mufindi DC: Magunguli, Lugolofu, Kiyowela, Makungu, Nyakipambo, Mtambula, Holo,
Idete, Mpanga Tazara, Mafinga Mjini, Nundwe, Vikula, Ukami, Iramba, Igowole, Chogo,
Mapanda, Isaula, Wami and Lugema
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Area 2, Njombe TC, Njombe DC and Makete DC, 15 SME VSLAs to be established within the
area and 96 VSLAs to be established within at least the following villages:
Njombe TC: Iboya, Kifanya, Mgala, Mbega, Ngalanga, Ng'elamo, Mamongolo, Lilombwi,
Liwengi, Utalingolo
Njombe DC: Matembwe, Ikuna, Ikang'asi, Itambo, Nyombo, Mfriga
Makete DC: Mago, Nhungu, Kijyombo, Ibaga, Usagatikwa, Masisiwe, Ukwama, Lupila,
Ngoje, Utweve, Mang'oto, Makangalawe, Ukange, Igumbilo, Ihanga, Ng'onde, Kijyombo
Area 3, Ludewa DC, Madaba DC, Mbinga DC and Nyasa DC, 15 SME VSLAs to be established
within the area and 108 VSLAs to be established within at least the following villages:
Ludewa DC: Ludewa Mjini, Mavanga, Madope, Lusala, Amani, Ludende, Madindo,
Mundindi, Maholong'wa, Mkongobaki, Kitewele, Kiwe, Utilili, Masimbwe, Madilu, Njelela,
Ibumi, Mlangali, Madindo, Lugarawa
Madaba DC: Mwande, Igawisenga, Wino, Matetereka, Maweso, Ifinga, Mkongotema,
Lilondo, Kipingo,
Nyasa DC: Lundo, Lipingo, Nkali, Liuli, Nkalachi, Songambele and Mango
Mbinga DC: Ukimu, Lipumba, Kihangimahuki, Lukarasi, Matiri, Linda, Mapilipili, Lipilipili
The main tasks are:
Enable TGAs and SMEs to form village savings and loan associations for them to raise
internal capital for investment in income generating activities and social funds, and through
which access to formal financial services will be secured.
Raise awareness about feasible income generating and business development
opportunities, and strengthen member’s abilities to evaluate these opportunities. Provide
mentoring support to those involved in Income generating activities
Raise financial literacy particularly amongst women.
Raise awareness about potential financing opportunities among tree growers and SMEs.
Train group members and promote linkage for increasing the eligibility of tree growers and
companies to receive financing by increasing their capacity to provide the business plans,
transparent accounting and reporting, proven management skills, and evidence of a
business concept that lenders require.
Raise and broaden awareness among local financing institutions about the forestry
business.
KEY DELIVERABLES
It is expected that by the end of September 2018 the VSLAs will be inclusive of women and men
as well as both the poor and the relatively wealthy. It is expected that the groups will be actively
saving with funds for investments and for social safeguard purposes. The success will be
measured using the following indicators.
Timely establishment, registration and competence building of all required associations
Group inclusiveness
Group bank accounts
Group savings and disbursements
Group records including minutes of group meetings
Group evaluations of trainings and other received services
Reduced premature harvesting and increased investment in plantations
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Investment in improved log handling and sawmilling machinery
Training materials procured
INCLUSION OF ADDITIONAL PICK-AND-CHOOSE MODULES
PFP is open to tendering with flexible, optional “pick-and-choose” modules that are separately
priced. It must however be demonstrated how these are additional to the latest CARE
methodology and what value they add.
REPORTING AND MONITORING ARRANGEMENTS
Successful tenderers will be required to report monthly and quarterly to the Team Leader.
Independent physical verification of service delivery and outcomes will be organized externally
and by the Programme Management Team.
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Annex 3 Key facts for tenderers
Contract notice This is a reissue of a previous contract notice that was published on 21
December 2016 and later withdrawn.
This contract notice has also been published in the Finnish contract notice
portal HILMA on 22 February 2017.
Tender submission Individual area tenders should be provided to the Programme Finance
Development and Administration Manager at PFP Main Office, Plot no 21,
Block 1, Zone 1A, Gangilonga, Iringa, Tanzania by mid-day on Monday 27
March 2017. Procurement decisions will be made by close of business on
the Friday 31 March 2017.
Maximum value The maximum total and all-inclusive price per area will be Area 1 EUR
255,000, Area 2 EUR 305,000, and Area 3 EUR 340,000. The maximum
total value for all three areas is EUR 900,000.
Procedure The procurement will follow an open tendering procedure.
Content of tender The tender should include the total price for the specified services to be
provided and staged payment requirements for the period up to 31
December 2017, and separate prices for completion during 2018.
The tender should include completed tables relating to minimum
requirements as shown in Annex 4 and provide supporting documentation.
The tenderer should detail related experience of their organization in
Tanzania, CVs of experts to be assigned and minimum qualification
standards of support staff to be assigned. Supporting documents should
be provided.
The tenderer should demonstrate understanding of the assignment, how
they will integrate with PFP, and how they will be completely self-sufficient.
They should detail their methodology, their mobilization plans and describe
all the inputs they will deliver in terms of timing and quantities.
Staffing, accommodation, office accommodation, operations financing and
transport provisions should be detailed.
Selection criterion Understanding the methodology, resources to be committed to this work,
CVs of the proposed experts and relevant experience based selection.
Weight for technical and price tenders is 80/20.
The contracting authority maintains the right to exclude any of the tenders.
Partial tenders Partial tenders are not allowed.
Alternative tenders Alternative tenders and the use of subcontractors are not allowed.
Language of tenders The tenders must be in English.
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Other requirements The procurement will follow the Finnish law on Public procurements (law
348/2007) and when applicable the General Terms Public Procurement for
Finland (JYSE 2004).
The procurement is binding to the contracting authority only when the
contract has been signed. Written contracts will be signed which will follow
the form of the invitation to tender and the tender.
Deadline of tenders Mid-day on 27 March 2017
Delayed tenders Delayed tenders will be excluded.
Transparency The procurement decision and the annexes become public after the
decision has been signed. Other procurement documents become public
after the contract has been signed. The tenderer has the right to all
procurement-related documents after the procurement decision has been
signed.
If it is the tenderer's view that the document or a part thereof includes
information concerning the tenderer's business or professional secrets, the
tenderer shall send this information on a separate annex and clearly state
which information is secret. The contracting authority will decide whether
the perceived business or professional secrets are confidential by law. The
price is normally not considered a business secret.
More information More information about the procurement can be obtained from:
Team Leader
Private Forestry Programme
P.O.Box 2244
Iringa, Tanzania
Email: [email protected]
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Annex 4 Minimum requirements for consideration of tenders
The minimum requirements of the supplier, minimum commercial requirements and other
commercial requirements that will be applied as shortlisting criteria are as set out below.
Tenderers should fill in each of the three tables relating to minimum requirements and include
them with their tender/s.
1. Minimum requirements for the supplier:
1 The tenderer is registered. The Tenderer shall confirm
its registration in the tender and provide the registration
number
Answer: Yes/ No
______________
Register
number:__________
2. The tenderer is formally qualified to provide services to
establish and strengthen the village savings and loan
associations
Answer: Yes/ No
______________
3. The tenderer has paid its taxes and other statutory
social contributions. Attestation (a document provided by
relevant authorities) of the tenderer’s paid tax liabilities
and pension contributions shall be presented as annexes
Answer: Yes/ No
______________
4. Experience in supporting the establishment and
strengthening of village savings and loan associations in
developing countries focusing on plantation forestry (min
4 years).
Answer: Yes/ No
______________
Failure to meet the minimum requirements will exclude an application from the shortlist and
negotiation stage.
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2. Minimum commercial requirements:
The tender is valid and binding at least 2 months after the
deadline stated in the invitation to tender.
Answer: Yes/ No
______________
Payment currency is EUR. Answer: Yes/No
_______________
The price of the services, delivered in respective district is
fixed.
Answer: Yes/No
_______________
This requirement is only applicable for companies.
Requirements for delivery: The supplier will provide a pro-
forma invoice for tax exemption. Customer will there after
provide necessary documents for VAT tax exemption.
Answer: Yes/ No
______________
Failure to meet the minimum requirements will exclude an applicant from the negotiation stage.
3. Other commercial requirements:
Terms of payment:
The contracting authority and the supplier will agree on
the terms of payment during the negotiation phase. If
there is no understanding of the terms of payment or they
are unacceptable for the buyer, the contracting authority
reserves the right to withdraw from the deal.
Terms of payment as
defined by the supplier:
Company/Organization_______________________________________________
Personal name:_____________________________________________________
Signature:_________________________________________________________
Date and place: ____________________________________________________
Contact Information:_________________________________________________
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Annex 5 Tender evaluation criteria
The award criterion is the most economically advantageous tender. The formula for calculating
the evaluation points is the following:
Score = A x (technical points of the tender / best technical points) +
B x (lowest price / price of the tender)
A = Weight of the technical tender (%)
B = Weight of the financial tender (%)
Criteria for tender evaluation are as set out below. Amongst the technical criteria ‘understanding
of the assignment, methodology and resources to be committed for this work’ are given most
emphasis whilst experience of the tendering organization and qualifications of key staff are also
important.
Technical evaluation criteria
Criterion Weighting
Pricing
20 points for lowest cost tender
Points allocated on a pro rata basis for other costings
20 %
Tenderer experience on related assignments in Tanzania
20 points for 5 years of directly relevant experience
15 points for 2 years of directly relevant experience
5 points for 1 year of directly relevant experience
20 %
Understanding of the assignment, methodology and resources
to be committed for this work
Organizations tendering for this work are required to demonstrate
their understanding of the assignment, how they will integrate with
PFP, how they will be completely self-sufficient, detail their
methodology, their mobilization plans and specify all the inputs they
will deliver.
It is necessary to specify staffing, accommodation, office
accommodation, operations financing and transport provisions in
detail.
40 %
CVs of assigned experts and support staff
Strength of team composition rated from 0 to 20 points by committee
of programme leading senior staff members and relevant programme
experts
20 %
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Annex 6 VSLA service provision locations