Request for Quotation: Business Process Expert Haiti
Request For Quotation RFQ Number: RFQ-LE-FY18-001 Issuance Date: 10/09/2017 Description: Business process expert for Moulin nan Notè Type of procurement: Purchase Order Deadline for Offers: October 31st 2017 at 5pm Term of contract: 6 months Funded by: United States Agency for International Development (USAID),
Award No. 521-C-14-00001 Implemented by: Papyrus S.A. Point of Contact: Anouk Sassine HICD Expert LEVE project Location: Port-au-Prince, Haiti
***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****
Papyrus S.A. is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit.
Papyrus S.A. does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported.
Employees and agents of Papyrus S.A. are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and, in the case of USAID-funded work, will be reported to USAID and the Office of the Inspector General.
Offerors responding to this RFQ must include the following as part of the proposal submission:
• Disclose any close, familial, or financial relationships with Papyrus S.A. or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
• Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
• Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
• Certify that all information in the proposal and all supporting documentation are authentic and accurate.
• Certify understanding and agreement to Papyrus S.A. prohibitions against fraud, bribery and kickbacks.
Please contact Anouk Barau Sassine HICD Expert LEVE Email: email@example.com Cell: +509 48937276 with any questions or concerns regarding the above information or to report any potential violations.
Section 1: SCOPE OF WORK
Please refer to Attachment A – Business process expert – Moulin nan Notè
Section 2: INSTRUCTIONS TO OFFERORS
Offerors are responsible for ensuring that their offers are received by Papyrus S.A. 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.
1. Offer Deadline and Protocol: Offers must be received no later than October 31st at 5pm by email. All offers must be emailed to firstname.lastname@example.org
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 Papyrus S.A.
2. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than October 26th at 5pm by email to Asassine@leve.rti.org. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that Papyrus S.A. 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 Papyrus S.A. will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Papyrus S.A. or any other entity should not be considered as an official response to any questions regarding this RFQ.
3. Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including out of pocket expenses and all other costs. Pricing must be presented in US dollars. 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.
4. Payment terms:
30% - Receipt and approval of initial workplan including timeline and Gant chart
30% - Receipt and approval of workflows, policies and procedures manuals of all business cycles mentioned in SOW
30% - Chart of accounts and financial statements issued from accounting system for the year ended 30/09/2017
10% - Accounting procedures manual
Payment will be made via wire transfer or by check.
5. Taxes and VAT: The agreement under which this procurement is financed is not exempt from the payment of taxes, VAT, tariffs, duties, or other levies imposed by the laws in effect in Haiti. Therefore, offerors must include taxes, VAT, charges, tariffs, duties and levies in accordance with the laws of Haiti.
6. 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 by the U.S. Government. Papyrus S.A. will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government (or other lists).
7. Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via a 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 points below:
- Cost proposal – 30 points
- Past performance – 35 points
- Technical competencies – 35 points
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. Papyrus S.A. 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, Papyrus S.A. reserves the right to conduct any of the following:
- Papyrus S.A. may conduct negotiations with and/or request clarifications from any offeror prior to award.
- Papyrus S.A. may cancel this RFQ at any time.
Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—Papyrus S.A. for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. Papyrus S.A. at its sole discretion, will make a final decision on the protest for this procurement.
8. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Papyrus S.A 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 Papyrus S.A. standard terms and conditions. Any resultant purchase order will be governed by these terms and conditions. Please note the following terms and conditions will apply:
(a) Papyrus S.A. 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 firm fixed price, in the form of a purchase order
(c) United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any purchase order resulting from this RFQ must ensure compliance with these laws.
Section 3: SUBMISSION REQUIREMENTS
To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include in an offer in response to this RFQ:
• Official quotation using the firm’s letterhead, including specifications of offered services.
• Cover letter, signed by an authorized representative of the offeror.
The cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror and be addressed as follows:
To: Laurence Janvier – Re: LEVE project
#4 Impasse Alexis, Musseau
Reference: RFQ No. RFQ-LE-FY18-001
Scope of Work
Business Process Expert
Moulen Nan Notè: Pont Sondé
The USAID-funded Local Enterprise and Value Chain Enhancement (LEVE) project strives to increase economic growth and employment opportunities in Haiti. LEVE expands opportunities for micro, small and medium enterprises (MSMEs) to generate employment for Haitian men, women, and youth in the three development corridors: Port-au-Prince, Saint-Marc and Cap-Haitian and in three key sectors – construction, apparel and textile, and agribusiness. LEVE works lead firms in value chains that hold the most potential for growth.
LEVE has four components:
1. Enable MSMEs to engage with other value chain actors to mutually create value.
2. Increase MSMEs access to a productive labor pool with relevant skills and competencies.
3. Improve the sustainability of Haitian organizations serving target sectors and corridors.
4. Identify and improve synergies among existing programs and activities.
Moulen Nan Notè:
Moulen Nan Notè (MNN) is a rice mill located in the rice producing region of the Artibonite Valley, specifically in Pont Sondé. The company was legally registered in 2011 by Maryse Jean Louis Jumelle, CEO and owner and her husband. Under the “Délice” brand, they market locally procured parboiled rice for the Haitian market.
One of the main challenges for the company was to modernize their production processes so that they could increase production to meet current market demand. LEVE was interested in helping the firm, given the potential positive impact upon the rice production in the area. If MNN increased production, it would have to procure more rice, thereby positively impacting the rice producing region. LEVE cost-shared the installation of a modern parboiling plant, as well as solar power to drive a portion of their electrical requirements. As a result, parboiled rice production is expected to double within two years.
In a parallel operation, another USAID project, LEAD, has provided support to MNN specifically to their packaging and distribution center located in Port-au-Prince.
To align with the new production processes and increased sales, current management and administration needs be reviewed to ensure that the firm has the capability to properly manage future scenarios.
LEVE is seeking a business process expert to review existing business structure and processes, and propose modifications where necessary to meet the management requirements of the new investments made in both Pont Sondé and Port-au-Prince.
The selected candidate will:
- Meet with MNN and LEVE staff to ensure a thorough and consistent understanding of the scope of work. Modifications may be proposed at this time.
- Conduct an inventory of processes and policies already in place, including manuals and formalized procedures. This will include meeting and coordinating work with the Operations Consulant, who will be focusing on putting in reviewing production processes, specifically at Pont Sondé.
- Prepare administrative workflow mapping for both Pont Sondé and Port-au-Prince, including production, operations, human resources, distribution, and finance.
- Develop policies and procedures manuals covering all operations mentioned above, ensuring that operations are linked and that the various functions are not operating in silos.
- Assist management in the selection of a new accounting system/software, and review accounting system – chart of accounts, opening balance sheet, and procedures.
- Assist MNN in the implementation of the new policies and procedures through coaching and monitoring of top management and selected employees.
These are the deliverables associated with each task as described above:
1. In and out-brief with the LEVE Chief of Party, LEVE Value Chain Advisor, the LEVE HICD expert, and the Agribusiness Team Lead during each trip to Haiti.
2. Initial work plan including timeline and expected outcomes.
3. Brief update reports of activities.
4. Policies and procedures manuals, including workflow maps and accounting procedures manual.
5. Report summarizing the review of the FY17 (30/09/2017) financial statements.
LEVEL OF EFFORT:
It is estimated that the Level of Effort for this assignment is 15 to 20 days over a period of 6 months. The estimated time period is between November 2017 and April 2018.