Introduction & Background

The Global Platform for Sustainable Natural Rubber (GPSNR) is an international, multi-stakeholder, voluntary membership initiative seeking to lead improvements in the socioeconomic and environmental performance of the natural rubber value chain. Members of the platform include tire manufacturers, rubber suppliers and processors, vehicle makers and NGOs. 

The Manufacturer’s Subgroup (SG) consists of GPSNR members who are rubber product manufacturers only.  The SG is seeking a consultant/field to map their supply shed (i.e., all the farms that they are sourcing from) focusing on polygon mapping techniques in complex supply chains such as in Indonesia, Malaysia and Thailand – each with a separate RFP, and report on the price and time required for each polygon mapped.

Objectives

The goal of the project is to investigate what effort (i.e., time and cost) may be required for a rubber processor to map their supply chain in complex supply chains in Malaysia. 

The consultant is to map small holder farmers in selected regions within Malaysia. Manufacturers will specify the regions to be mapped at a later date. 

The service provider should work with the Manufacturer’s Subgroup and the participating processors from Malaysia and their dealers to:

1. Keep track of the time and costs of all mapping related activities throughout the study, calculate time and cost of mapping each polygon, and provide them to their GPSNR Point of Contact at the end of the survey.

2. Register farmers using a provided data logger application. The service provider is welcomed to use their own data logger application. 

Scope of Work/Expected Deliverables

Specifically, GPSNR expects the consultant to:

1. Map regions of rubber producers supplying to the participating processor in Malaysia via polygon mapping. 

   1. Single GPS coordinates should not be utilised irrespective of the size of the plantation. 

   2. Geo mapping to include coordinates up to 6 decimal places in geoJSON format 

2. 2. Store/transfer geo location polygons mapped, to a 3rd party database as designated. 

   3. Bi-weekly progress reports 

   4. Ensure compliance to applicable local and global data privacy norms and regulations such as but not limited to GDPR, PDPA, etc.

2. We would like a detailed account of the resources: 

   1. Price per polygon mapped – Cost per unit (per Farmer/Plot/Polygon) 

   2. Timeline to map Polygons per day (eg 18 months to map X polygons)

3. A recommendation of the scalability of this pilot

   1. Can the same estimated cost/time/labour be replicated in other regions/jurisdictions within the same country?

   2. E.g., $X/farm is calculated but is not scalable due to what reason(s).

4. Interested parties should submit the quote for the following – 

   1. For mapping polygons (cost per Ha)

   2. For mapping polygons + completing set of questionnaires as a part of risk assessment

5. Comply with applicable data privacy norms and regulations (including but not limited to GDPR and PDPA).

6. An optional activity that service providers could provide is the ability to integrate a transactional traceability function (own or 3rd party as designated)

Proposal Format and Contents

The proposal should include the following:

1. A workplan that outlines the key activities towards the deliverables outlined in Expected Deliverables above

2. The timeline and key stages of operations based on Project Timeline below 

3. Budget, including detailed breakdown of expected manpower, logistics, and costs as mentioned above

4. Description of past work and technical expertise that is relevant to this RFP

A list of project team members with their roles in the project and associated qualifications.

Submission Guidelines & Requirements 

The following submission guidelines & requirements apply to this Request for Proposal: 

1. Proposals will only be accepted from individuals or firms with experience relevant to this project. 

2. Examples of previous relevant work should be provided. 

3. A technical proposal must be provided that is not more than 4 pages. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable. 

4. A price proposal must be provided that is not more than 1 pages. This price proposal should indicate the overall fixed price for the project as well as hourly rates and an estimated total number of days. 

5. Proposals must be signed by a representative that is authorized to commit bidder’s company. 

6. Proposals must be received prior to the 25th of September to be considered. Proposals should be submitted to stefano.savi@gpsnr.org and aidan@gpsnr.org for consideration. 

7. GPSNR reserves the right to amend the scope and budget of this RFP in order to get the most suitable consultant for each topic. 

Project Timelines

Budget

The Platform is anticipating that a total budget of no more than 20USD/ha be allocated to this engagement and more competitive quotations will be favoured. 

Payment terms shall be:

• 20% at the signing of the contract

• 30% at the midpoint date to be agreed upon and memorialized in the contract based on the submitted work plan

• 50% to be agreed based on mutually agreed milestones

The allocation of the payment shall be based on the net amount after travel expenses, if deemed necessary by both the consultant and Secretariat, are incurred and documented.

Evaluation Factors

GPSNR will rate proposals based on the following factors, with cost being the most important factor:

1. Responsiveness to the requirements set forth in this Request for Proposal

2. Relevant past performance/ experience

3. Samples of work

4. Cost, including an assessment of total cost of ownership

5. Technical expertise/experience of bidder and bidder’s staff

GPSNR reserves the right to award to the bidder that presents the best value to GPSNR as determined solely by GPSNR in its absolute discretion.