RFP: Environmental Compliance and Documentation Support

Cultivating New Frontiers in Agriculture (CNFA)
Zimbabwe
Position Type: 
RFP/Tender/EoI
Experience Level: 
Not Specified

EXPIRED

Please note: this job post has expired! To the best of our knowledge, this job is no longer available and this page remains here for archival purposes only.

Section 1: Introduction, Technical Background and Scope of Work

1.1 Introduction: The Amalima Loko program is a USAID Bureau of Humanitarian Assistance (formerly Food for Peace) Resilience Food Security Activity implemented by CNFA in Zimabwe. The goal of the Amalima Loko project is to improve food security through increased food access and sustainable watershed management across five districts of  Zimbabwe’s Matabeleland North (Binga, Hwagne, Lupane, Nkayi, and Tsholotsho). To accomplish this, CNFA works with local and international partners and Government of Zimbabwe stakeholders to improve the livelihoods of 67,848 extremely poor and chronically vulnerable Zimbabwean households.

The $75 million Amalima Loko program meets the immediate needs of targeted households, including a blanket food distribution program using the First 1,000 Days approach, while improving watersheds with infrastructure and practices that provide a long-term foundation for improved agriculture-based livelihoods. Amalima Loko’s Community Visioning approach also enhances social cohesion and ownership of  development outcomes to strengthen and sustain household-level resilience through increased income, assets, and improved nutrition and hygiene behaviors.

Offerors are responsible for ensuring that their offers are received by CNFA in accordance with the instructions, terms, and conditions described in this RFP. Failure to adhere with instructions described in this RFP may lead to disqualification of an offer from consideration.

CNFA will consider proposals in response to this RFP from both independent consultants and firms.

1.2: Scope of Work: CNFA seeks a consultant or firm to support the Amalima Loko program in complying with the requirements of USAID 22 CFR 216 and meeting Bureau of Humanitarian Assistance (BHA) environmental compliance approval requirements during and immediately following the Refinement Period of the program, including new COVID-19 requirements. The consultant or firm will provide training, guidance, and direct support in preparing required documentation together with the Amalima Loko project team, including the Amalima Loko Environmental Specialist, Food Security Technical Coordinator, and Water team. 

Please note that the Amalima Loko team members have experience and strong existing capacity in the area of environmental compliance. It is anticipated that Amalima Loko staff will conduct all field-level information gathering to inform the preparation of required documentation. The consultant or firm will serve in an advisory role to help Amalima Loko be responsive to BEO expectations and may also directly prepare documentation as needed based on information furnished by the Amalima Loko team.

At this time, CNFA plans to submit an IEE by December 31, 2020. This ‘start-up’ IEE will be prepared by Amalima Loko staff and reviewed by the selected consultant or firm prior to submission. With the exception of Refinement Period pilot activities, the ‘start-up’ IEE will defer on all or most field implementation activities as these will be further developed during the Refinement Period of the award. CNFA anticipates requesting a categorical exclusion with the ‘start-up’ IEE.

Based on the nature of the planned watershed activities, which will include water infrastructure such as dams and boreholes as well as erosion control measures, CNFA anticipates that an Environmental Assessment may be required and asks bidders prepare their proposals with the assumption that an Environmental Assessment will be required.  

1.3: Period of Performance: The anticipated period of performance is December 1, 2020 – May 31, 2021

1.4: Tasks:

The consultant or firm will complete the following tasks:

  1. Review the Amalima Loko proposal and conduct follow-up meetings with the Amalima Loko staff to understand the overall program, particularly the areas of concern for potential environmental impacts.
  2. Develop an environmental compliance action plan for the program, outlining the documentation, BEO approvals, and recommended environmental compliance actions for the Amalima Loko program. The plan should include the various steps, activity sequencing and timelines of when environmental compliance deliverables should be competed and descriptions and relevant guidance documents/templates for each deliverable. The action plan should cover the life of award, but focus particularly in the initial start-up and Refinement Period. Review the plan with Amalima Loko management staff to ensure understanding and agreement.
  3. Review the draft ‘start-up’ IEE, including the EMMP and CRM screening in accordance with ADS 201mal, which will be prepared by the Amalima Loko Environmental Specialist. Provide guidance and recommendations on the draft, for CNFA’s consideration and action prior to submitting to BEO for approval.
  4. Lead the process of developing and writing the Scoping Statement, per 22CFR216.3(a)(4). The purpose of the Scoping Statement is to identify the potential significant impacts relating to the planned project activities and to determine the scope of the issues to be addressed in the Environmental Assessment (EA). Amalima Loko staff will support the collection of information to inform the Scoping Statement, but the consultant or firm is expected to guide the process and draft the Scoping Statement document. The Scoping Statement process should begin as soon as possible to avoid delays in obtaining the necessary approvals to begin full project implementation in Year 2 of the program.
  5. Provide guidance and review best practices related to the Water Quality Assurance Plan with the Amalima Loko team. The Amalima Loko Environmental Specialist will prepare an initial draft of the Water Quality Assurance Plan. The consultant or firm will review and provide comments and recommendations on the draft prior to submission to BEO.
  6. Provide guidance and review for the project-specific SUAP, based on the current approved PERSUAP for Zimbabwe. The consultant or firm will review and provide comments and recommendations on the draft prior to submission to BEO.
  7. Develop an EMMP monitoring plan and templates (“EMMP toolkit”) together with the Environmental Specialist. The toolkit should lay out a clear plan for the project to ensure compliance with Regulation 216 and project-specific requirements. As part of the monitoring plan, the consultant or firm will work with the Environmental Specialist and M&E Lead to integrate monitoring for environmental compliance into the M&E system and processes.
  8. Review the Year 1 workplan and the Year 2 PREP to flag areas of concern from an environmental perspective and ensure integration of environmental compliance steps and reporting into the annual workplans. Provide workplan-specific guidance and recommendations.
  9. Provide guidance and review best practices related to the ESR with the Amalima Loko team. The Amalima Loko Environmental Specialist will prepare an initial draft of the first project ESR. The consultant or firm will review and provide comments and recommendations on the draft prior to submission to BEO in advance of the Year 2 PREP.
  10. Based on the Scoping Statement and BEO’s anticipated possible Positive Determination, the consultant or firm will lead the process of developing and writing the Environmental Assessment (EA). “The purpose of the EA is to provide USAID and host country decision-makers with a full discussion of significant environmental effects of a proposed action. It includes alternatives which would avoid or minimize adverse effects or enhance the quality of the environment so that the expected benefits of development objectives can be weighed against any adverse impacts upon the human environment or any irreversible or irretrievable commitment of resources.” (USAID website) Amalima Loko staff will support the collection of information to inform the EA, but the consultant or firm is expected to guide the process and draft the EA document. The EA process should begin as soon as possible to avoid delays in obtaining the necessary approvals to begin full project implementation in Year 2 of the program.

1.5: Deliverables:

Deliverable No. 1: Environmental Compliance Action Plan for Amalima Loko. The plan should provide an overview of USAID regulation 216 compliance requirements, ADS 201mal CRM requirements, and Zimbabwe and project-specific requirements for environmental compliance actions, reporting, and approvals. The plan should be based on Amalima Loko’s specific activities, plans, and project area informed by a thorough review of all project documentation, relevant government and 3rd party documentation about the geographic area and specific environmental concerns for the area, and key informant interviews with Amalima Loko staff and stakeholders. The plan should include a clear listing and timeline for the environmental compliance deliverables that Amalima Loko will be required to complete over the life of award.

Deliverable No. 2: Comments and Recommendations on ‘start-up’ IEE. The ‘start-up’ IEE will be submitted to USAID by December 31, 2020. The consultant or firm will be expected to provide their feedback on the draft document within 10 days of receiving the draft.

Deliverable No. 3: Comments and Recommendations on the Year 1 Workplan. The consultant or firm will be expected engage in the workplanning process and to provide their feedback on the draft workplan document within 7 days of receiving the draft.

Deliverable No. 4: Scoping Statement. The consultant or firm will produce the Scoping Statement for the anticipated Environmental Assessment for the project using BEO templates and guidance. The timeline for the Scoping Statement will be discussed and decided as part of the Environmental Compliance Action Plan (Deliverable 1) but will need to prioritize completion of the Scoping Statement according to project schedules for the roll out of full activity implementation in Year 2.

Deliverable No. 5: Comments and Recommendations on Water Quality Assurance Plan. The consultant or firm will be expected to provide their feedback on the draft WQAP document within 7 days of receiving the draft.

Deliverable No. 6: Comments and Recommendations on the SUAP. The consultant or firm will be expected to provide their feedback on the draft SUAP document within 7 days of receiving the draft.

Deliverable No. 7: EMMP monitoring plan and templates (“EMMP toolkit”). The EMMP toolkit should provide the guidance and resources such as checklists and templates to carry out the necessary environmental monitoring for the project. The monitoring plan should integrate environmental monitoring with the project’s M&E monitoring tools and processes.

Deliverable No. 8: Comments and Recommendations on the Year 2 Workplan/PREP. The consultant or firm will be expected engage in the workplanning process and to provide their feedback on the draft workplan document within 7 days of receiving the draft.

Deliverable No. 9: Comments and Recommendations on the project’s first ESR. The consultant or firm will be expected engage in the ESR planning process and to provide their feedback on the draft ESR document within 7 days of receiving the draft.

Deliverable No. 10: Environmental Assessment The consultant or firm will produce the Environmental Assessment for the project using BEO templates and guidance. The timeline for the EA will be discussed and decided as part of the Environmental Compliance Action Plan (Deliverable 1) but will need to prioritize completion of the EA according to project schedules for the roll out of full activity implementation in Year 2.

Section 2: Instructions to Offerors

      2.1 Offer Deadline and Protocol: Offers must be received no later than 7:00pm EST, on November 20, 2020. Offers must be submitted by email. If by email, any mailed offers must be mailed to ejones@cnfa.org and chert@cnfa.org.

Please reference the RFP number in any response to this RFP. Offers received after the specified time and date will be considered late and will be considered only at the discretion of CNFA. The cover page of this solicitation summarizes the important dates of the solicitation process. Offerors must strictly follow the provided deadlines to be considered for award.

2.2 Questions: Questions regarding the technical or administrative requirements of this RFP may be submitted no later than 11:00am EST on November 16, 2020 by email to Lizzie Jones at ejones@cnfa.org, cc: chert@cnfa.org. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that CNFA believes may be of interest to other offerors will be circulated to all RFP recipients who have indicated an interest in bidding.

Only the written answers issued by CNFA will be considered official and carry weight in the RFP process and subsequent evaluation. Any verbal information received from employees of CNFA or any other entity should not be considered as an official response to any questions regarding this RFP.

2.3 Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFP instructions, meets the eligibility requirements, and is determined via a trade-off analysis to be the best value based on application of the below evaluation criteria. Best value determination will consider both technical and financial proposals, i.e., the best approach and anticipated results in combination with a reasonable cost. Proposed costs must reflect and clearly match the degree of sophistication of the technical approach.

Best-offer proposals are requested. It is anticipated that award will be made solely on the basis of these original proposals. However, CNFA reserves the right to conduct any of the following:

  • CNFA 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 RFP, CNFA may issue a partial award or split the award among various suppliers, if in the best interest of the Amalima Loko Project;
  • CNFA may cancel this RFP at any time.

Award will be issued only to the entity which submits a proposal in response to this RFP. CNFA will not issue an award to different offerors, entities, or third-parties other than the selected offeror(s). CNFA anticipates awarding a fixed price contract to the successful offeror.

2.4 Cost Proposal: Pricing must be presented in USD.  Offerors are required to submit proposed payment terms and proposed payment schedule if applicable. Failure to submit proposed payment terms may lead to disqualification of an offer from consideration. Offers must remain valid for not less than forty-five (45) calendar days after the offer deadline. Offerors are requested to provide offers on official letterhead in accordance with the format provided in Annex D.

2.5 Proposal Format Instructions: All proposals must be formatted in accordance with the below requirements:

  1. English language only
  2. Include the individual/agency/organization name, date, RFP number, and page numbers as a header or footer throughout the document.
  3. The Technical Proposal must be in the format provided in Annex C.
  4. The Cost Proposal must be in the format provided in Annex D.

A full proposal will include the following documents:

  1. A proposal offer checklist (Annex A).
  2. A cover letter on company letterhead, signed by an authorized representative of the offeror (Annex B).
  3. A complete Technical Proposal in response to the evaluation criteria in Section 2.3 and in the format provided in Annex C.
  4. CVs for key team members
  5. A complete Cost Proposal in response to the terms of Section 2.4, the evaluation criteria in Section 2.3, and in the format provided in Annex D.
  6. A copy of the offeror’s business license, or, if an individual, a copy of his/her identification card.
  7. Three (3) contacts for references from organizations/individuals for which the offeror has successfully performed similar work.

Application Submission

Offer Deadline and Protocol: Offers must be received no later than 7:00pm EST, on November 20, 2020. Offers must be submitted by email. If by email, any mailed offers must be mailed to ejones@cnfa.org and chert@cnfa.org.

Please reference the RFP number in any response to this RFP. Offers received after the specified time and date will be considered late and will be considered only at the discretion of CNFA. The cover page of this solicitation summarizes the important dates of the solicitation process. Offerors must strictly follow the provided deadlines to be considered for award.

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RFP-Environmental Compliance and Documentation Support