Section 1 – General Information
|Solicitation Number:||RFP_2023_09_NAIA Procurement Consultant|
|Solicitation Type:||Request for Proposals (RFP) – Individual Consultants Only|
|Procurement Description:||The Procurement Consultant will support the Activity’s procurement operations in Nigeria. She/he will play a pivotal role in supporting the procurement process, ensuring integrity, fairness, openness, and adherence to CNFA policies, procedures, and controls. The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. She/he will oversee solicitations, and price/cost/reasonability analyses. This position works with all project components and stakeholders to meet the procurement needs of the Activity.|
|Anticipated Period of Performance:||TBD|
|Place of Performance:||Abuja, Nigeria.|
|Contracting Party:||CNFA For: USAID Under: Feed the Future Nigeria Agribusiness Investment Activity|
|Release Date:||September 20, 2023|
|Point of Contact for Questions:||Name: Title: Email:||Clinton Okwuonu Procurement Officer [email protected]|
|Point of Contact for submission of Offers:||Name: Title: Email:||Cletus Kambai Director of Finance and Operations [email protected]|
|Questions:||Question Deadline: 11:59PM, WAT, September 25, 2023|
|Instructions: Questions must be submitted in writing; phone calls will not be accepted. Only CNFA’s written answers will be considered official and carry weight in the solicitation and subsequent evaluation. Verbal information received from CNFA or any other entity should not be considered an official response to any questions.|
|Offers:||Offer Deadline: 11:59PM, WAT, September 27, 2023|
|Via:||☐ Hard copy||☐ Email or Hard copy|
|Instructions: Offers must be received no later than 11:59PM, WAT, September 27, 2023. Offers must be submitted by email to [email protected]. Instructions: Reference the Solicitation Number in any response to this solicitation. Offers received after the specified time and date will be considered late and considered only at CNFA’s discretion. Offerors must strictly follow the deadlines provided in this solicitation to be considered for award.|
|Offer Validity:||Offers must remain valid for not less than 60 calendar days after the offer deadline.|
|Award:||Award will be made to the offeror who is determined to be the best offeror per the evaluation criteria and methodology provided herein. CNFA will not issue an award to different offerors, entities, or third-parties other than the selected offeror(s) which submits an offer in response to this solicitation. CNFA anticipates awarding a consultant agreement to the selected offeror(s).|
|Terms and Conditions:||The resultant award is subject to CNFA’s standard Terms and Conditions as stipulated in Section 6.|
Section 2 – Scope of Procurement
1. Introduction: CNFA is an international agricultural development organization that specializes in the design and implementation of sustainable, enterprise-based agricultural initiatives.The five-year USAID Feed the Future Nigeria Agribusiness Investment Activity, implemented by CNFA as part of the United States Government’s Feed the Future Initiative, strengthens the business enabling environment to promote private sector investment in agriculture. To achieve this goal, the activity focuses on three interrelated components: improving the ease of doing business in the agricultural sector; broadening access to finance by mitigating the credit risks of agribusinesses; and promoting investment opportunities for agribusinesses to expand and scale up operations. In line with the U.S. and Nigerian Government’s commitment to growing the non-oil-based economy, these efforts will increase the quality, quantity, market access, and diversification of Nigeria’s agribusiness sector.
The purpose of this solicitation is to solicit the services of a procurement consultant, who will support the Activity’s procurement operations in Nigeria. She/he will play a pivotal role in supporting the procurement process, ensuring integrity, fairness, openness, and adherence to CNFA policies, procedures, and controls.
The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. She/he will oversee solicitations, and price/cost/reasonability analyses. This position works with all project components and stakeholders to meet the procurement needs of the Activity.
2. Scope of Work: The Procurement Consultant will be required to carry out the following tasks:
- Ensure the smooth implementation of procurement activities of the Activity per USAID and CNFA policies and regulations.
- Lead and/or oversee procurement processes including, drafting/reviewing Request for Proposals (RFPs) and Request for Quotes (RFQs), managing the RFP/RFQ process, conducting bid reviews, analysis, and evaluations, drafting procurement contracts, and reviewing contract deliverables.
- Prepare Sole-source, Selection Memos, Purchase Orders, Subcontracts and Blanket Purchase Agreements.
- Prepare modifications to documentation based on adjustments made during the procurement process.
- Prepare complete backup documentation for procurement purchases and submit to the Activity’s Finance Team.
- Support the management of the Activity’s inventory and asset register.
- Ensure all project assets are tagged and recorded in the asset register.
- Conduct regular reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance.
- Confer with vendors and suppliers (local, regional, and international sources) to obtain product or service information such as price, availability, and delivery schedule.
- Obtain estimate value of goods and services through multiple quotations from reliable and competitive suppliers.
- Verify detailed tender specifications and performance standards with the technical and operations teams to facilitate procurement of equipment, goods, and services in strict compliance with the approved policy.
- Perform regular spot checks of procurement files using audit tools.
- Ensure that appropriate measures are in place to prevent and/or detect incidence of fraud.
- Organize procurement selection meetings (“Technical Evaluation Committees”) to consider tender applications against approved technical specifications and with due regard to market price, cost, quality, and speed of delivery as well as economy of operations.
- Help other project staff become more familiar with, and understand, project policies and procedures related to procurement.
- Ensure procurements are approved by the required CNFA/Project authorities, and/or client approvals are received before awards and payments are made.
- Manage the distribution of office supplies and other items.
- Through market research efforts, identify and qualify potential suppliers and service providers. Ensure that ethical, transparent, and appropriate supplier relationships are created and maintained according to procurement policies.
- Ensure that all office equipment is maintained and is in good working condition.
- Ensure procurement files are maintained physically and electronically, in an orderly and up-to-date system, as per USAID regulations and internal standards.
- Perform other duties as requested by the COP or DCOP.
Experience and Qualification:
The Procurement Consultant should have the following qualifications:
- Must be legally allowed to work in Nigeria.
- University graduate with a degree in Business Administration or related field.
- Minimum five years of experience in procurement administration.
- Prior experience leading and managing the procurement aspects of USAID or other donor- funded projects, including a demonstrated understanding of donor regulations (US Government & Federal Acquisition Regulation (FAR) regulations).
- Demonstrated ability to unpack and communicate complex concepts simply with a range of stakeholders and sectors.
- Ability to respond effectively to time sensitive demands & inquiries.
- Proficiency in using Microsoft office suite, and other relevant software.
- Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process.
- Ability to manage and prioritize multiple concurrent bids.
- Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-ethnic backgrounds.
- Well organized and self-directed individual with sound technical skills, and analytical ability
- Ability to travel to support project work; and
- Excellent written and oral communications skills in English.
- Knowledge of local languages is an advantage.
3. Geographic Code Compliance: Items offered must comply with USAID Geographic Code 937. For a list of Source/Nationality countries approved within this USAID Geographic Code, refer to ADS Chapter 310, Source and Nationality Requirements for Procurement of Commodities and Services Financed by USAID. Contact CNFA with any questions regarding Geographic Code compliance.
Section 3 – Evaluation Methodology and Criteria
CNFA will use a Weighted Trade-Off Analysis, Including Cost Criteria evaluation methodology for this solicitation. Weighted Trade-Off Analysis selects the offeror providing the best overall value to CNFA, considering both price and technical factors, according to the assigned weights provided in the evaluation criteria. The Technical Evaluation Committee (TEC) will assess offer acceptability in accordance with the following criteria:
|Criteria||Criteria Description||Assigned Weight|
|Educational Background||A minimum of bachelor’s degree in business administration, supply chain management or related field||15|
|Past Performance||At least five (5) years of relevant, professional experience in procurement administration.||25|
|Past Performance||Experience supporting donor funded projects||25|
|Past Performance||Experience supporting USAID-funded projects; previous Feed the Future experience.||15|
|Cost Criteria||Total Cost Proposed. The proposed cost will be assessed on the degree to which it reflects the consultant’s qualifications and the actual requirements of the scope of work. The costs should accurately represent the work effort described in the scope of work.||20|
Section 4 – Offer Format Instructions
Offers in response to this solicitation must comply with the following instructions:
- Submissions will be accepted in the following language(s): English.
- Include the following in the offer footer:
- Offeror name
- Solicitation Number
- Page Numbers
- Offer in the format provided in Annex 1
Section 5 – Complete Offer
A complete offer must include the following documents:
- Completed Annex 1 – Offer Template
- Degree certificates and any relevant certifications showcasing educational background relevant to this consultancy.
- Expression of interest letter.
- Three contacts of verifiable references from organizations which the consultant has offered services.
- Evidence of similar work done.
Section 6 – CNFA Terms and Conditions
1. Ethical and Business Conduct: CNFA is committed to integrity in procurement, and only selects offerors based on objective business criteria such as price and technical merit. CNFA does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any organization or individual violating these standards will be disqualified from this solicitation, barred from future procurement opportunities, and may be reported to both CNFA’s Client – as applicable – and the appropriate Office of the Inspector General.
Employees and agents of CNFA 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 will be reported to CNFA’s Client – as applicable – and the appropriate Office of the Inspector General. In addition, CNFA will further inform these agencies of any Offerors’ offers of money, fee, commission, credit, gift, gratuity, object of value or compensation to obtain business.
Please contact the designated Point of Contact on the Solicitation Cover Page with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to CNFA’s Fraud Hotline in writing via email at [email protected] or you may make an anonymous report by phone, text, or WhatsApp to the CNFA Global Fraud Hotline at 202-991-0943.
2. Terms and Conditions: This Solicitation is subject to CNFA’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:
- CNFA’s standard payment terms are 30 calendar 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 Solicitation and identified in the resulting award; payment will not be issued to a third party.
- No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
- Any international air or ocean transportation or shipping carried out under any award resulting from this Solicitation must take place on U.S.-flag carriers/vessels unless otherwise approved by CNFA.
- United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
- United States law prohibits engaging in any activities related to Trafficking in Persons. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
- The title to any goods supplied under any award resulting from this Solicitation shall pass to CNFA following delivery and acceptance of the goods by CNFA. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to CNFA.
- The offeror is prohibited from providing certain telecommunications equipment or services as a substantial or essential component of any system, or as a critical technology as part of any system, produced by the following covered companies, and their subsidiaries and affiliates, in the performance of any resulting award: Huawei Technologies Company; ZTE Corporation; Hytera Communications Corporation; Hangzhou Hikvision Digital Technology Company; Dahua Technology Company; and any other company as determined by the United States Government. The offeror certifies it will not provide covered telecommunications equipment or services to CNFA in performance of the resulting award. If covered telecommunications equipment or services are offered, the offeror must disclose it.
3. Disclaimers: This is a Solicitation only. Issuance of this Solicitation does not in any way obligate CNFA, its project(s), or its Client(s) to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. In addition:
- Offerors are responsible for ensuring their offers are received by CNFA in accordance with the instructions, terms, and conditions described in this Solicitation; failure to adhere to instructions may lead to disqualification
- CNFA may cancel the Solicitation and not award at any time
- CNFA may reject any or all responses received
- Issuance of the Solicitation does not constitute award commitment by CNFA
- CNFA reserves the right to disqualify any offer based on offeror failure to follow the Solicitation instructions
- CNFA will not compensate offerors for response to the Solicitation
- CNFA reserves the right to issue award based on initial evaluation of offers without further discussion
- CNFA may negotiate with offerors for their best and final offer and/or request clarifications from any offeror prior to award
- CNFA reserves the right to increase or decrease its order for quantities or units with the selected offeror
- CNFA may reissue the Solicitation or issue formal amendments revising the original Solicitation specifications and evaluation criteria before or after receipt of proposals
- CNFA may modify the specifications without issuing a formal notice to all offerors when the revisions are immaterial to the scope of the Solicitation
- CNFA may choose to award only part of the activities in the Solicitation, or issue multiple awards, if in the best interest of CNFA
- CNFA reserves the right to waive minor offer deficiencies that can be corrected prior to award determination to promote competition
- Offerors understand that CNFA’s Client(s) is not a party to this Solicitation and the offeror agrees that any protest hereunder must be presented – in writing with full explanations – to CNFA for consideration. CNFA’s Client(s) will not consider protests regarding procurements carried out by CNFA. CNFA, at its sole discretion, will make a final decision on any protest for this procurement.
Annex 1 – Offer Template
The following cover letter must be placed on letterhead – if applicable – and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:
PART 1 – COVER LETTER
To: Feed the Future Nigeria Agribusiness Investment Activity (FTF)
28A Danube Street, off IBB Way, Maitama, Abuja
Reference: Solicitation no. RFP_2023_09_NAIA Procurement Consultant
To Whom It May Concern:
We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced Solicitation. Please find our offer attached.
We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced Solicitation. We further certify that the below-named organization—as well as the organization’s principal officers and all commodities and services offered in response to this Solicitation—are eligible to participate in this procurement under the terms of this solicitation and under the applicable regulations.
Furthermore, we hereby certify that, to the best of our knowledge and belief:
- We have no close, familial, or financial relationships with any CNFA, its project staff members, or its Client (as applicable);
- We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced Solicitation;
- We and our principal offerors are not debarred, suspended, or otherwise considered ineligible for receiving US Government funds. We understand that CNFA will not make any award to an entity that is debarred, suspended, or considered ineligible by the US Government;
- The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition;
- All information in our proposal and all supporting documentation is authentic and accurate;
- We understand and agree to CNFA’s prohibitions against fraud, bribery, and kickbacks;
- We understand and agree to CNFA’s prohibitions against funding or associating with individuals or organizations engaged in terrorism or trafficking in persons activities.
We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete:
|For:||Offeror Name:||Offerors must provide entity name, if applicable, here|
|Submitted By:||Name:||Offerors must print name of the authorized person who completed this offer here|
|Title:||Offerors must provide title of the authorized person who completed this offer here|
|Signature:||Offerors must provide signature of the authorized person who completed this offer here|
|Date:||Offerors must indicate the date this offer was completed here|
|Organization Information:||Phone:||Offerors must provide phone number for contact if selected for negotiation or award here|
|Email:||Offerors must provide email for contact if selected for negotiation or award here|
|Address:||Offerors must provide address for contact if selected for negotiation or award here|
|Website:||Offerors must provide organization website, if applicable, here|
|Country of Nationality:||Offerors must indicate their country of legal organization, ownership, citizenship, or lawful permanent residence here|
|Registration or Taxpayer ID Number:||Offerors must provide registration and/or taxpayer ID number here|
PART 2 – OFFER
Offerors are instructed to complete this form and place it on the Offeror’s letterhead. Once completed, this form serves as the binding proposal in response to this solicitation and is valid for the period identified on the cover page of this Solicitation. Failure to submit the information required herein may lead to disqualification of the offer.
- Cost Proposal
Offerors are instructed to complete the box highlighted in gray stating their daily rate for this consultancy. Pricing must be presented in naira:
|A Daily Rate (NGN)|
This proposed rate is exclusively for the Offeror’s level of effort and the rate must include all profit, fees, etc. Other assignment-related costs will be approved on a reimbursable basis in accordance with CNFA’s Consultant Expenses Policy, which may be shared with the Offeror upon request and will be incorporated into the final executed award with the successful Offeror.
- Tax Considerations
Offerors are made aware of CNFA’s tax status in Nigeria. As an organization that is implementing a project on behalf of the United States Government in Nigeria, CNFA is exempt from being charged VAT, customs duty or fee, excise tax, road tax, or any other form of tax or tariff for goods and services purchased for USG-funded activities. Consultant agrees to exclude such taxes or fees in its invoices to CNFA unless otherwise explicitly agreed in this Agreement. CNFA has a duty and obligation under the CITA to withhold tax on all forms of contracts; CNFA will therefore be withholding 5% tax for individual consultants, that Consultant will provide his/her tax identification number, and CNFA on payment of deduction to relevant tax authority provide evidence of remittance to the service provider Offers submitted must comply with these tax considerations.
- Bank Account
Offerors are instructed to complete boxes highlighted in gray:
|Does the Offeror have an active bank account?||☐ Yes ☐ No|
|If yes, provide the Offeror name associated with the Bank Account if selected for eventual award.||Offerors must provide the name associated with their Bank Account, if applicable, here|
Offerors are instructed to complete the boxes highlighted in gray:
|Reference No.||Reference Name||Contact Information||Affiliation|
|1||Offerors must provide name of reference (organization or individual) provided here||Name: Phone: Email: Address:||Offerors must describe relationship with reference here|
|Etc.||Offerors must provide name of reference (organization or individual) provided here||Name: Phone: Email: Address:||Offerors must describe relationship with reference here|
|Etc.||Offerors must provide name of reference (organization or individual) provided here||Name: Phone: Email: Address:||Offerors must describe relationship with reference here|