REQUEST FOR Consultancy Services NO: CHAZ-11-084
Issuance Date: Tuesday, 16 September 2011
Closing Date: Monday, 5 October 2011
REQUEST FOR Consultancy Services FOR CAPACITY BUILDING AND
SUPPLY CHAIN MANAGEMENT ASSISTANCE IN ZAMBIA
ISSUED BY THE GLOBAL FUND TO FIGHT AIDS, TUBERCULOSIS AND MALARIA
ASSISTING
CHURCHES HEALTH ASSOCIATION OF ZAMBIA
Interested consultants are invited to submit their application based on the background, guidelines and instructions for submission in the following pages. If you have any questions please contact orion.yeandel@theglobalfund.org<mailto:orion.yeandel@theglobalfund.org>.
Introduction
The Global Fund has been investing in Zambia in the fight against HIV/AIDS, Malaria and Tuberculosis programs since 2003. To date, Global Fund has approved a total of US$ 611 million on 11 grants, with US$ 381 million disbursed, representing 62% disbursement.
One of the four Principal Recipients is the Churches Health Association of Zambia (CHAZ or the PR) a network of faith based health organizations. CHAZ is implementing a Round 8 and Round 10 HIV grant, a Round 7 Malaria grant, and a Round 7 TB grant. A review of Procurement and Supply Management (PSM) capacity of CHAZ by the Global Fund (dated July 2011) concluded that whilst CHAZ has the capacity for pharmaceutical and health product supply chain management, there are still capacity gaps in the area of procurement. This outcome is support by recent procurement reviews by the Global Fund (November 2010 and June 2011). CHAZ and the Global Fund have agreed to a two-pronged approach:
a) Use of the Voluntary Pooled Procurement (VPP) mechanism of the Global Fund to procure ARVs for a limited period of time, and
b) Source technical support to strengthen the PR's procurement capacity through the Capacity Building Services (CBS) component.
Objectives of CBS Support for CHAZ
The selected procurement expert will support CHAZ in the revision and/or updating of the CHAZ procurement manual as well as improving the standard bidding documents, and conducting procurement of health and non-health products as well as the procurement of services. These activities will facilitate the transfer of skills and experience to CHAZ procurement staff, through hands-on support on national and international procurement.
The specific objectives are to provide CHAZ with necessary support to:
* Review/update CHAZ procurement manuals and procedures to facilitate good procurement practice for both health and non-health products as well as services;
* Develop a comprehensive procurement plan for all health and non-health products as well as services, including those items to be procured through VPP, and support implementation of this plan by CHAZ procurement staff
* Provide training and hands-on support in local procurement of health and non-health products as well as services to enable staff to gain experience in good procurement practice to enable the PR to assume responsibility of all procurement by the end of this contract period
Terms of Reference for Procurement Expert
General
Work with CHAZ procurement staff to:
1. Review / update the CHAZ Procurement Manuals and Procedures taking into account the Zambian Public Procurement regulations (Zambia National Tender Board Act (Cap 394) and the Guide to Global Fund's Policy on Procurement and Supply Management and submit to the Executive Director of CHAZ Develop / update the procurement plan for CHAZ, submit to the Global Fund for no-objection and monitor/update the same regularly. While preparing the plan consideration should be taken to ensure optimum competition, economy and efficiency and priority of items.
2. Coordinate for publication of the procurement plan on the CHAZ website monitor/update the same regularly.
3. Maintain systematically the procurement related records and documentations for audit/ review by the Global Fund as well as Government Auditor General as may be required from time to time.
4. Provide procurement related reports/updates, list of contracts to the Executive Director and the Global Fund as and when required.
5. Manage procurement related complaints, if any, received by CHAZ as stipulated in the Procurement Manual and procedures.
6. Provide training and support to designated senior and other procurement staff CHAZ and sub-recipients in procurement planning and implementation
Procurement of Goods and Works
Provide hands-on support to CHAZ staff and:
1. Coordinate finalizing the technical specifications for health and non-health products to be procured by CHAZ, for CHAZ, other Principal Recipients and sub-recipients as may be required
2. Based on the standard bidding documents of CHAZ, prepare the bid document for various products contained in the approved procurement plan.
3. After finalisation of the bid document, issue the advertisement in newspapers (only for ICB, NCB and shopping). Coordinate the sale of the bid documents to the interested bidders and uploading the bid document on CHAZ website.
4. Manage and coordinate the tendering, evaluation and contracting process including:
a) any pre-bid conferences, if necessary, including circulation of meeting reports of to all the participants
b) Any addendum/clarifications to the bid documents, if required,
c) Receipt and opening of bids.
5. Coordinate with CHAZ, other PRs and sub-recipients in the technical and financial evaluation of the bids, according to the CHAZ Procurement Manuals and Procedures
6. Share the bid evaluation report with the Global Fund as may be required or requested
7. Prepare and issue the contract documents to the winning bidders and provide the feedback to unsuccessful suppliers. Publish the contract award notice as may be necessary.
8. Coordinate the pre-shipment and post-shipment inspections, if required.
9. Monitor the contract management including timely supply of the goods, release of payment, issuing contract amendments, inventory management etc.
Procurement of Consulting Services
Provide hands-on support to CHAZ staff and:
1. Coordinate with CHAZ, other PRs and sub-recipients as required, for finalizing the Terms of Reference (TOR) of the services to be procured
2. For consultancy assignments, invite expressions of interest (EOI) through advertisements in Newspapers and websites
3. Coordinate with CHAZ, other PRs and sub-recipients as required in the evaluation of the EOI and finalization of the Shortlist.
4. Based on the standard CHAZ request for proposal documents, prepare the request for proposal (RFP) for various services contained in the approved procurement plan
5. Issue the RFP document to the shortlisted consultants/agencies. Arrange the reply of queries, if received from invited consultants/agencies before the deadline for submission of proposals.
6. Receive the proposals till the agreed deadline, and open the technical proposals as per the time indicated in the bid document.
7. Coordinate with CHAZ, other PRs and sub-recipients as required in the evaluation of the technical and financial proposals, according to the CHAZ Procurement Manual and Procedures
8. Conduct negotiations with highest ranked consultant/agencies, prepare draft initialled negotiated contract and minutes of negotiations
9. Get the contract documents signed by the winning consultant/agencies and provide the feedback to unsuccessful consultants.
10. Monitor the contract management including timely completion of the assignment, release of payment, issuing contract amendments etc.
It is expected that for all the activities indicated above, the consultant will take the lead role in the first year of procurement, and shift to an oversight role during the second year of procurement.
Reporting
The Procurement Expert will report to the Executive Director of CHAZ
Consultancy Term
The assignment is for a period of 12 months contract with an option to extend based on satisfactory performance and need. The consultant will be based at CHAZ for the duration of the contract period.
Note that the finalization of this contract is subject to the signing of the R10 HIV grant agreement between the Global Fund and CHAZ with the related budget allocation.
How to apply
CHAZ invites qualified consultants to submit applications for the services as fully described in this RFP. Faxed applications are not acceptable. Consultants are requested to submit their proposal by e-mail attachment formatted in Microsoft Word, Excel and/or PDF. Electronic copies should be addressed to orion.yeandel@theglobalfund.org<mailto:orion.yeandel@theglobalfund.org>
Your two-part proposal must include the following elements:
Each part of your Proposal must be submitted as a separate electronic file and labelled as follows:
Consultant Name - CV-084
Consultant Name - Daily Rate-084
Your CV should be concisely presented, structured to address the evaluation criteria and should explain in detail your ability to provide the requested services. Please provide at least two references including a daytime phone number for each.
The cost component must include a cover all the services described above and must be clear and complete. The Cost proposal will be evaluated in terms of best value, price and other factors considered.
Cost Proposals shall consist of an "all-inclusive" Daily Rate. This Daily Rate shall be inclusive of all direct and indirect costs such as housing, insurance, vacation time, communications, school fees, local transport as well as profit or fees and shall be fixed for the period of the contract. All other costs such as international travel, business related expenses and all other cost elements shall be detail in a cost table with accompanying notes.
Consultancy fees shall be submitted in US Dollars.
All applications must be submitted in English. The request number must be clearly indicated in the subject line of your e-mail.
SelectionCriteria
The Procurement Expert should have:
* A professional purchasing and logistics qualification;
* At least five years of experience of public/ international procurement;
* Knowledge of Zambian Public procurement regulations
* At least two years' experience in procurement using Global Fund or any multilateral funding agency procurement/selection guidelines.
* Considerable knowledge of purchasing methods and procedures; working knowledge of sources of supplies, price trends and grades or quality of health products and medical equipment.
* Procurement at senior level of large projects of scale public or private projects involving procurement of goods and Services for at least two years
* Fluency in English (reading, writing, and speaking) required;
* Knowledge of computer skills are essential
* Ability to communicate effectively, orally and in writing.
* High integrity and accountability in all aspects of project procurement.
* Experience in training, capacity building, system set-ups etc. in procurement will be required.
The evaluation shall be divided into technical and cost factors. In assessing each application greater importance will be given to technical factors than to cost factors. However, cost is an important factor, particularly in case of equally rated CVs; cost may be a determining factor in making the award decision.
CHAZ intends to award to the responsible and responsive Candidate whose application is the most advantageous, price and other factors considered. Technical, cost and other factors will be evaluated relative to each other. The award selection will be made on a best value (technical or non-cost versus cost trade-off) basis, where all non-cost factors will be significantly more important than cost.
CHAZ will be under no obligation to reveal, or discuss with any Candidate, how an application was assessed, or to provide any other information relative to the selection process. Candidates whose applications are not selected will be notified in writing of this fact, and shall have no claim whatsoever for any kind of compensation.
This request shall not be construed as a contract or a commitment of any kind. This request for CVs in no way obligates CHAZ to award a contract, nor does it commit the CHAZ to pay any cost incurred in the preparation of the application.
Form of Contract
If an award is made as a result of this request the contract will contain (among others) the following clauses:
Parties
The contracting parties shall be the Churches Health Association of Zambia and the consultant. The Global Fund shall not be a party to the contract.
Language
The English language version of this contract shall govern. All Notices pursuant to the provisions of this contract shall be in English.
Governing law
This contract shall be interpreted in accordance with the laws of Zambia.
Legal Effect of Global Fund Approvals and Decisions
The parties hereto acknowledges and agrees that the Global Fund to Fight AIDS, Tuberculosis and Malaria ("the Global Fund") has reserved certain rights such as, but not limited to, the right to approve the terms of this contract, the Candidate, and any or all plans, reports, specifications, subcontracts, bid documents, drawings, or other documents related to this contract and the activities carried out under the contract. The parties hereto further acknowledge and agree that the Global Fund, in reserving any or all of the foregoing approval rights, has acted solely as a financing entity to assure the proper use of Global Fund resources, and that any decision by the Global Fund to exercise or refrain from exercising these approval rights shall be made as a financier in the course of financing this activity and shall not be construed as making the Global Fund a party to the contract. The parties hereto understand and agree that the Global Fund may, from time to time, exercise the foregoing approval rights, or discuss matters related to these rights and the activity with the parties jointly or separately, without thereby incurring any responsibility or liability to the parties jointly or to any of them. Any approval (or failure to disapprove) by the Global Fund shall not bar the Global Fund from asserting any right, or relieve the Candidate of any liability which the Candidate might otherwise have to the MOH or to the Global Fund.
Nadia Lasri
Senior Technical Officer, Procurement Support Services Team
Pharmaceutical Management Unit