REQUEST FOR PROPOSALS
CONSULTANCY SERVICES FOR ENHANCING FLOOD FORECASTING FOR TANA AND ATHI RIVER BASINS – StERC
Document Release Date : 24th February 2020
Last Date for Receipt of proposals : 11th March 2020
Time : 11:00 Hrs.
Tender Number : ICHAPREQ01111
Submission Method : Email to [email protected]
Download the full document here: https://www.redcross.or.ke/Tenders
Tender Opening Venue and Time : KENYA RED CROSS SOCIETY
TIME: 1200 HRS
Table of Contents
- SECTION 1 – REQUEST FOR PROPOSALS. 3
1.1. Introduction. 3
1.2. Aims and Objectives of the StERC project 3
1.3. Scope of the Assignment 4
1.4. Duration of the consultancy. 5
1.5. Reporting. 5
1.6. Format of RFP Response and Other Information for Bidders. 5
1. SECTION 1 – REQUEST FOR PROPOSALS
The Kenya Red Cross Society (KRCS) is the largest humanitarian relief organization created in 1965 through an Act of parliament, cap 256 of the Laws of Kenya. Its vision is to be the most effective, most trusted and self-sustaining humanitarian organization in Kenya. The KRCS Mission is to work with vigor and compassion through our networks and with communities to prevent and alleviate human suffering and save lives of the most vulnerable. KRCS is auxiliary to both National and County Governments in disaster preparedness and response.
This Request for Proposals (RFP) document is intended identify a consultancy firm or a team of consultants who can support work to enhance flood forecasting capacity for Tana and Athi River Basins under the Strengthening Early Response Capacity (StERC) project. The StERC project is funded by the European Civil Protection and Humanitarian Aid Operations (ECHO) and implemented by KRCS with support from the British Red Cross (BRC).
This document constitutes the formal Request for Proposals (RFP) for consultancy to enhance flood forecasting capacity for Tana and Athi River Basins. It is being availed on the Kenya Red Cross Society and ReliefWeb websites basis to bidders interested in submitting a bid.
The consultancy will be awarded to a company, institution or a team of consultants who are able to fulfil the requirements as per the purpose, scope of work and qualifications sought. Bids will be accepted from both local and international companies, institutions or team of consultants.
1.2. Aims and Objectives of the StERC project
The StERC project focuses on enhancing disaster preparedness for effective early action and response in Lower Athi and Lower Tana River Basins as well as responding to rapid onset emergencies in Kenya. It aims to improve the capacity of county government institutions, partners and communities along the Tana and Athi River basins to adequately prepare for and respond efficiently and effectively to rapid onset disasters in Garissa, Kilifi and Tana River Counties by 2020. Ultimately, it will help mitigate the impact of rapid onset disasters to vulnerable communities.
KRCS and BRC in collaboration with key stakeholders will seek to support the Counties in disaster preparedness (DP) through Early Warning Early Action (EWEA) and transfer of Early Warning information to the public, by:
i. Strengthening an enabling environment (policy, legislation, structure and systems) of targeted county governments for effective disaster preparedness through advocacy and technical support
ii. Improving systems for EWEA in Lower Tana and Lower Athi sub-basins
iii. KRCS responds to sudden onset emergencies or triggers of sudden onset emergencies effectively (Crisis Modifier)
A major part of this project will be technical and institutional capacity building for county government staff, disaster committees, Red Cross movement in disaster preparedness and response. Furthermore, people from the counties along the two basins, including high-risk wards, will be covered by a functional early warning system and reached through information, communication and public awareness. The target groups will include vulnerable men, women, children, elderly and persons living with disabilities in the wards most at risk.
1.3. Purpose of the consultancy
The purpose of this consultancy is to (1) assess and build capacity of KMD to produce skillful rainfall forecast and (2) assess and build capacity of WRA and KMD to operationalize hydrological modeling for Lower Tana and Lower Athi sub-basins. This will support the development or improvement of systems for Early Warning Early Action (EWEA) in Lower Tana and Lower Athi sub-basins.
1.4. Scope of the Assignment
The scope of work for the consultancy is divided into two parts, as described in parts A and B below.
A. Support capacity building of Kenya Meteorological Department (KMD) to develop required skilful forecasts to be integrated into the hydrological model
The following task will be carried out by the consultant:
i. Assess how KMD currently produces rainfall forecast products, what data and global products go into developing the forecasts, how they use the developed forecasts in flood forecasting. Assess what workflows and tools KMD has in place to evaluate and modify the forecasts developed to support flood forecasting. Based on these assessments, the consultant will define together with KMD existing gaps in acquisition of global products, processes and tools for rainfall forecast product development and gaps in capacity to run the existing Limited Area Model (LAM) at different forecast lead times. This task will aim to develop a plan to enhance KMD’s capacity to regularly produce better probabilistic rainfall forecasts for flood forecasting.
DELIVERABLE 1: An assessment report, recommendations and plan to enhance KMD’s rainfall forecasting capacity
ii. Evaluate the skill of at least three (3) GPC rainfall forecast products using existing gridded data from KMD. Evaluate the skill of KMD’s LAM generated rainfall forecasts either using archived data or through running the LAM in hindcast. This task will provide expert guidance on the skill of the various GCP products and the skill of the KMD LAM forecasts using the different GPC products. The consultant will also give recommendations on the availability of real time GPC data that can be used in the KMD LAM model.
DELIVERABLE 2: Skill analysis report, recommendations on real time GPC data availability, and guidance notes on conducting forecast skill assessment including relevant codes.
iii. Based on the capacity assessment report (Deliverable 1) and forecast skill analysis report (Deliverable 2), the consultant will organise training sessions to build the capacity of KMD to run the existing LAM model with the most viable GPC forecast identified and carry out data assimilation to produce probabilistic rainfall forecasts for the country at different lead times that are relevant to flood forecasting. The consultant will also organise training sessions to build the capacity of KMD to carry out skill assessment of the forecasts produced using the LAM model. After the training, based on a time period agreed by KMD, the consultant and KRCS, the consultant will provide remote support to KMD to continuously produce probabilistic rainfall forecast and evaluate their skill to support flood forecasting for early warning early action.
DELIVERABLE 3: Capacity building report and update the guidance notes in Deliverable 2 as needed.
B. Support capacity building of Water Resources Authority (WRA) and Kenya Meteorological Department (KMD) on hydrological modelling
Some initial work has been done towards development of a flood forecasting system for different river basins in Kenya, through the Kenya Water Security and Climate Resilience Project (KWSCRP). This part of the consultancy will, where possible, build on the work that has already been done WRA and KMD under the KWSCRP. The specific tasks will be:
i. Assess the skill of different hydrological models for flood forecasting in the Tana and Athi River basins and the suitability of rainfall forecasts generated by KMD (in part A) to produce flood forecasts. The flood forecasts generated should capture flood occurrence and flood extent, where possible. The consultant will also give recommendation on data required for flood forecasting.
DELIVERABLE 4: Assessment report on skill of different hydrological models, suitable rainfall forecasts and data required to develop flood forecasts. Guidance notes on developing flood forecasts and conducting skill assessment, including relevant codes
ii. Provide advice on which of the models assessed will work best for the targeted areas, and if a license is required, provide advice on the purchase of a long term license required to run the most suitable hydrological model in WRA and KMD. The consultant will install the most suitable hydrological model in the relevant institution and work with WRA and KMD to calibrate it over the two river basins.
DELIVERABLE 5: Recommendations to allow the StERC project to support WRA and KMD to acquire the license if needed. A hydrological model installed and calibrated.
iii. Assess the capacity of WRA and KMD to operationalize the use of a hydrological model using probabilistic rainfall forecasts, observed rainfall and river gauge data to generate flood forecasts. Develop a plan for capacity support needed, indicating the short term capacity that can be supported by the StERC project as well as the long term capacity support needed.
DELIVERABLE 6: Capacity assessment report and capacity development plan
iv. Based on the capacity assessment report, organise training sessions to build that capacity of WRA and KMD to develop flood forecasts using the most suitable hydrological model. The consultant will provide remote support KMD and WRA to continuously produce floods forecasts and evaluate their skill, over a time period that will be agreed with WRA, KMD and KRCS.
DELIVERABLE 7: Capacity building report and update the guidance notes as needed
1.5. Duration of the consultancy
The consultancy is estimated to take 120 working days that will be spread out between April 2020 and December 2020.
The consulting company/firm or team of consultants will report to the StERC Project Manager in KRCS, and work in close collaboration the Climate Research Manager and the larger StERC project team.
1.7. Format of RFP Response and Other Information for Bidders
1.7.1. Eligibility of the Tenderer
- The Tenderer shall notify the Client, as soon as practicable, of any change in the information submitted, including changes in the composition of the Tenderer or the legal status and place of establishment, on grounds for exclusion, potential conflicts of interest, economic and financial situation, and technical capability/capacity of the Tenderer or its members.
Any change in the composition of the Tenderer will at the discretion of the Client lead to disqualification of the Tenderer from participation in the Tender and award of contract.
- If the Tenderer is a joint venture, consortium or other unincorporated grouping of two or more entities (here called a Joint Venture) the following shall apply:
(i) The tender shall be signed by all members of the joint venture.
(ii) The members shall attach to the tender a letter of intent including
a statement that the members of the joint venture will undertake, jointly and severally, the obligations of the joint venture under the contract if awarded,
a statement that members of the joint venture appoints and authorize the lead member with authority to bind the joint venture, and to act on its behalf in all matters in connection with or arising out of this Agreement,
a statement that the composition or constitution of the joint venture shall not be altered without prior written consent by the Contracting Authority
The members shall establish a common methodology
Any legal entity may only submit one tender.
Tenderers shall not be eligible for the assignment if this would conflict with their prior or current obligations to other Clients, or may place them in a position of not being able to carry out the assignment in the best interest of the Client.
Tenderers may be disqualified from tendering and entering into an Agreement under the circumstances set forth below:
(i) Conflict between consulting activities and supply of goods or carrying out works or other services for the component/project.
(ii) Conflict with consulting assignments related to the component/project.
(iii) Conflict stemming from relationship with the Client’s or the Recipient’s staff.
Tenderers shall not derive a competitive advantage from having provided consulting services related to the assignment in question. To that end, the Client shall provide to all Tenderers all available information that would in that respect give a Tenderer a competitive advantage over the other Tenderers.
If a Tenderer proposes a sub-consultant, a joint letter with sufficient details of the arrangement must be included in the Tender.
If, in the opinion of the Client, the selection of sub-consultants locally or within specific fields of expertise is limited, the Client may oppose exclusive agreements with local sub-consultants, be they organizations or individuals (agreements that prohibit the sub-consultant from entering into agreements with other Tenderers).
1.7.2.The overall summary information regarding the StERC is given in section 1.2 –Aims and Objectives. The bidder shall include in their offer any additional services or items considered necessary for the successful completion of the project
1.7.3. Proposals from bidders should be submitted in two distinct parts, namely technical proposal and financial proposal and these should be in two separate folders both of which should then be sent to [email protected] clearly marked “Tender No. ICHAPREQ01111 – Consultancy services for enhancing flood forecasting for Tana and Athi river basins, under the Strengthening Early Response Capacity (StERC) project”.
Proposals received after the deadline will be rejected.
OPENING DATE 11th March 2020 at 12:00 noon.
1.7.4.The Technical Proposal should contain the following:
a. Profile of the firm (Profile of Company, Institution, or team of consultants)
b. Profile/CVs of the personnel to be involved in the work, with emphasis on:
i. Expertise, education and skills in Hydrology and/or Hydro-Meteorology
ii. At least 7-year experience in flood modelling and flood forecasting
iii. At least 5-year experience in weather and climate modelling
iv. Demonstrate good knowledge of the Early Warning Early Action (EWEA), disaster risk reduction, climate change adaptation and humanitarian emergency context in Kenya
v. Experience in assessing capacity needs, and designing and conducting capacity building on flood and rainfall forecasting
vi. Excellent skills in synthesizing information, report writing and generating summaries
c. Proposed Methodology
d. Proposed work plan and comprehensive time schedule on the basis of the proposed time duration and the scope of this assignment. The work plan will set out the approach to carry out the three parts of the assignment as described in the scope of work.
1.7.5. The Financial proposal shall clearly indicate the total cost of carrying out the consultancy services for enhancing flood forecasting for Tana and Athi river basins, and should be presented in the financial template as shown below.
The Company, Institution, or team of consultants shall only quote for the items below. Prices should be inclusive of 16% Value Added Tax (VAT).
# of Units
Total cost (Kshs.)
Other costs – to be itemized e.g Assistants costs, Administrative costs, logistical costs,
1.7.6.A three stage procedure will be adopted by the KRCS for evaluating the proposals as shown below:
STAGE 1 – COMPLIANCE WITH MANDATORY REQUIREMENTS
- Profile of the Company, Institution, or team of consultants
ii. Expertise, education and skills in Hydrology and/or Hydro-Meteorology
iii. At least 7-year experience in flood modelling and flood forecasting
- At least 5-year experience in weather and climate modelling
- CVs of proposed key personnel for the assignment and summary of proposed key staff as per the table below;
Highest educational qualification
Number of days to be involved
Years of experience
related to the task**
Roles in the assignment
STAGE 2 – TECHNICAL EVALUATION
The technical proposals will be evaluated on the basis of its responsiveness to the Scope of the Assignment in 1.4 as per the technical evaluation criteria below.
Technical Evaluation Criteria
Maximum Points Possible
(1) Introduction: Description of the company/ institution and 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
(2) Background: Understanding of the scope of work, context and requirements for services.
(3) Proposed Methodology: The proposed methodology MUST provide an indication of its effectiveness and added value in the proposed assignment.
(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.
6) Work Plan: A Detailed logical, weekly work plan for the assignment MUST be provided
The Company, Institution, or team of consultants that attains a score of 35 out of 50 and above in the technical evaluation will be invited to proceed to oral presentation.**
STAGE 3 – ORAL PRESENTATION
The oral presentations will be evaluated on the basis of responsiveness to the Scope of the Assignment in 1.4 as per the oral presentation criteria below. During the oral presentation, the Company, Institution, or team of consultants may be asked to respond to issues that emerged from the technical evaluation.
Oral Evaluation Criteria
Maximum Points Possible
Understanding of the assignment
Clear methodology that captures practical during the assignment
Presentation of previous similar assignments
The Company, Institution, or team of consultants are expected to get a minimum score of 20 out of 30. **
STAGE 4 – OVERALL TECHINAL AND ORAL EVALUATION
The Company, Institution, or team of consultants that attains a score of 60 out of 80 from a combination of the technical and oral evaluation, as illustrated in the table below, will be invited to proceed to the financial evaluation.**
Company, Institution, or team of consultants
Technical Score (Out of 50)
Oral Presentation (Out of 30)
Total Scores (Out of 80)
STAGE 5 – FINANCIAL EVALUATION
Financial proposals will be evaluated on the basis of cost and lead-time and payment terms if not specified in this document.
STAGE 6 – OVERALL EVALUATION
KRCS will evaluate the proposals and award the assignment based on technical, oral and financial feasibility. KRCS reserves the right to accept or reject any proposal received without giving reasons. KRCS is not bound to accept the lowest or the highest bidder.
1.7.7.Bidders are requested to hold their proposals valid for ninety (90) days from the closing date for the submission. KRCS will make its best efforts to arrive at a decision within this period.
1.7.8.All costs pertaining to the preparation of a proposal and negotiations of a contract shall be borne by the firms submitting proposals.
1.7.9.Assuming that the Contract can be satisfactorily concluded, the bidders shall be expected to commence the assignment within 1 week after the final agreement is reached.
1.7.10. The bid documents, shall be addressed to
Kenya Red Cross Society
P.O. Box 40712-00100 GPO
Email : [email protected]
Kindly indicate the title of the project on the email subject i.e. “Tender No. ICHAPREQ01111 – Consultancy services for enhancing flood forecasting for Tana and Athi river basins, under the Strengthening Early Response Capacity (StERC) project”.
Please read carefully the method of tender submission and comply accordingly.
1.7.11. 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.
1.7.12. 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.
1.7.13. 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 [email protected]
1.7.14. 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 it’s sole discretion extend the deadline for the submission of bids based on the nature of the amendments.
1.7.15. Deadline for Submission of Bids
Bids sent by mail should reach [email protected] on or before 11th of March 2020 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 [email protected] with the subject reading “Tender No. ICHAPREQ01111 – Consultancy services for enhancing flood forecasting for Tana and Athi river basins, under the Strengthening Early Response Capacity (StERC) project”
The Proposal should be addressed as indicated above to reach the under signed by 11th March 2020 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.
1.7.16. 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.
1.7.17. 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.
1.7.18. 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 Organisation and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s).
1.7.19. 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.
1.7.20. 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.
1.7.21. 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.
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.
1.7.23. 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 [email protected]
How to apply
1.1.1.Proposals from bidders should be submitted in two distinct parts, namely technical proposal and financial proposal and these should be in two separate folders both of which should then be sent to [email protected] clearly marked “Tender No. ICHAPREQ01111 – Consultancy services for enhancing flood forecasting for Tana and Athi river basins, under the Strengthening Early Response Capacity (StERC) project”.
Proposals received after the deadline will be rejected.
OPENING DATE 11th March 2020 at 12:00 noon.