Request For Proposal – GPSNR-RFP-A02-031-Proposing a Quantitative Orientation for GPSNR’s Reporting Matrix

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. Development of the
GPSNR was initiated by the CEOs of the World Business Council for Sustainable
Development (WBCSD) Tire Industry Project (TIP) in 2018. Members of the
platform include tire manufacturers, rubber suppliers and processors, vehicle
makers, smallholder rubber growers, and NGOs. Representatives from each of
these stakeholder groups have contributed to the development of the
Singapore-based platform and the wide-reaching set of priorities that will
define GPSNR strategies and objectives.

Through a process led by the Policy
Toolbox and Implementation Guidance Working Group (WG1), the General Assembly
approved a Policy Framework in September 2020 that outlines the specific
commitments to sustainable natural rubber that GPSNR company members must
include in their public policies or other relevant documents.  GPSNR ordinary member companies are required
to create new or update existing policies to align with the Policy Framework by
March 2021 (companies will have a possibility to request an extension provided
they can demonstrate progress in developing or updating their policies).

WG1 is finalizing Baseline
Reporting Requirements (BRRs) for ordinary member companies to assess where
they are in their sustainability journey. 
Once WG1 finalizes the BRRs, it will send them to the GPSNR Executive
Committee (EC) for review and approval. 
Company members will be expected to provide the GPSNR Secretariat with
their baseline reporting data in 2021 (date to be confirmed).

The next step is for GPSNR to
develop the Implementation Guidance and future Reporting Requirements
as they pertain to the specific commitments laid out in the GPSNR policy
components.  The Implementation Guidance
and Reporting Requirements will vary depending on where a member company sits
within the natural rubber supply chain, so this work will be organized by the
following stakeholder categories: 
natural rubber producers/processors and traders, tire makers and other
natural rubber product manufacturers, and auto makers and other end users. 

In order to achieve this, the
Platform is seeking a fixed term consultancy to facilitate the development of
the Implementation Guidance and Reporting Requirements for each of the 3
stakeholder categories.  While WG1 will
provide oversight to this process, GPSNR will invite the creation of focus
groups for each of the three stakeholder categories to enable broader participation
of members from each of the stakeholder groups (although focus groups can also
include members from other stakeholder categories).  The consultant first will facilitate the
development of the Implementation Guidance for each of the 3 categories by
reviewing guidance and requirements from other initiatives, such as the
Accountability Framework, as well as certification schemes such as RSPO, FSC,
PEFC, Cocoa Forests Initiative, and others to prepare draft guidance.  The consultant will gather input from the WG1
Co-chairs and the GPSNR Secretariat on the draft, and will then facilitate
various rounds of discussion with the focus groups to finalize the guidance for
each stakeholder category.   All comments
will be recorded in a spreadsheet and the decision-making process for
incorporating or rejecting comments will be clearly documented.  The Implementation Guidance will include a
corresponding Action Plan template for companies to submit to GPSNR on an
annual basis to indicate which activities they intend to focus on in the coming
year.

Once the focus groups have agreed on the language for the Implementation Guidance and the Action Plan template, they will be submitted to the broader WG for approval.   Meanwhile, the Consultant will develop the Reporting Requirements for each stakeholder category.  The Reporting Requirements will build off of the BRRs and will align with the Implementation Guidance.  The consultant will also review other reporting schemes that members report into, such as ZSL Spott, Global Reporting Initiatives, CDP Forests, and Ecovadis to identify where GPSNR requirements are similar and to align wherever possible.  The Consultant will work with the appropriate focus groups to further design the Reporting Requirements for each stakeholder category.  Once approved by the focus groups, the Reporting Requirements will go to the broader WG1 for approval, and then on to the EC.

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 as well.
3. A technical proposal must be provided that is not more than 6 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 page. This price proposal should indicate the overall fixed price for the project as well as daily 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 5th February 2021 to be considered. Proposals should be submitted to aidan@gpsnr.org and stefano.savi@gpsnr.org for consideration.
7. GPSNR anticipates shortlisting at least two individuals or firms with which to have more in-depth discussions, and will make an award to one of these short-listed individuals or firms.
8. GPSNR reserves the right to amend the scope of this RFP in order to get the most suitable consultant.

RFP & Project Timelines

The Request for Proposal timeline is as follows:

Proposal submitted by consultant to stefano.savi@gpsnr.org	05/02/2021
Selection of Top Bidders / Notification to Unsuccessful Bidders	12/02/2021
Contract Award / Notification to Unsuccessful Bidders	19/02/2021
Work to commence no later than	22/02/2021
Need-date for project completion	22/06/2021

Budget

The Platform is anticipating that a total budget of no more than 35,000 SGD be allocated to this engagement.

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% on delivery of the final report

Evaluation Factors

GPSNR will rate proposals based on the following factors:

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

View and download full RFP here

Proposals should be submitted to stefano.savi@gpsnr.org and aidan@gpsnr.org for consideration

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 rubber products manufacturers, natural rubber suppliers and processors, end users and NGOs. 

Through a process led by the Strategy and Objectives Working Group (Risk Subgroup), a risk analysis document has been developed for members to identify and manage risk. In its current iteration, the document contains identified social and environmental risks reflected in the GPSNR Policy Framework, information that is required to assess the tools, characteristics of high/low risk rubber production regions and potential mitigation measures. 

GPSNR is seeking a consultant to review and revise the risk analysis document and to work with the Risk Subgroup to suggest a guidance framework for members to identify risk thresholds with suggested mitigation measures. Members need to be able to invest in making rubber supplies sustainable and to make sourcing and engagement decisions based on preliminary risk assessments. Given members’ general lack of knowledge about the details of their supplies, risk assessments in many cases would have to be done at increasing levels of resolution, starting at country level, moving to districts, and finally to the actual plantation and farm level.

Objectives     

1. Review and further complete the sourcing risks document (see below ‘Scope of Work’)
2. Propose a methodology aiming to assess risks at different levels (country, district, and plantation/farm level), and the tools that
   1) are currently available to do so, or that
   2) would need to be developed, and where possible, an indication of the costs
3. Suggest the risk thresholds at country, district, and plantation/farm level at which risks have a reasonable chance to be successfully mitigated through active interventions by members or GPSNR in general. 
4. Suggest potential risk mitigation actions at the country, district, and plantation/farm level and provide a list of recommended existing tools (if any) to mitigate potential risks
5. Suggest the risk thresholds at country, district, and plantation/farm level at which sourcing should not be considered (i.e., when risk mitigation cannot be implemented).
6. Align the recommendations with the Accountability Framework Initiative (in particular, the Supply Chain Management guidance),  and link to source documents utilised
   -The review of tools, datasets and frameworks for risk assessment and mitigation is not limited to existing tools applied for the rubber industry,  the consultant can and is encouraged to draw on the experience of other commodities (palm oil / cocoa) if applicable.

7. Work closely with the members of GPSNR’s Risk Task Force to guide the above analysis.
8. Suggest members of other tropical commodities platforms who focus on risk assessment and mitigation and whom GPSNR’s Risk Task Force may consider contacting.

Scope of Work

For each of the five GPSNR Policy Framework components listed below, the consultant is expected to recommend methods for risk assessment and risk mitigation and the tools and baseline databases available to conduct them. 

Detailed guidance is provided in GPSNR’s Risk Analysis Working Document (available to bidding consultants upon request to the stefano.savi@gpsnr.org). 

The consultant should reference and build on the following work

• Risk Analysis Working Document Draft (Risk Task Force)
• GPSNR-REP-A02-006 Review of Transparency & Traceability Tools & Solutions
• GPSNR Policy Component
• Spatial data and mapping tools for detecting deforestation and threats to HCV/S areas in rubber production landscapes

The consultant is to populate each of the listed components of the GPSNR Policy Framework detailed in the Risk Analysis Working Document. The policy subsets were developed based the following list of required information and the consultant is encouraged to use the list when doing so: 

1. Risks most likely to be encountered
2. Risk assessment methods at country level
3. Risk assessment methods at district level
4. Risk assessment methods at plantation/farm level
5. Risk level before mitigation at which rubber should not be purchased at country level 
6. Risk level before mitigation at which rubber should not be purchased at district level
7. Risk level before mitigation at which rubber should not be purchased at plantation/farm level
8. Risk mitigation methods at country level
9. Risk mitigation methods at district level
10. Risk mitigation methods at plantation/farm level
11. Risk level after mitigation at which rubber should not be purchased at country level 
12. Risk level after mitigation at which rubber should not be purchased at district level
13. Risk level after mitigation at which rubber should not be purchased at plantation/farm level

The consultant is to focus on this subset of GPSNR Policy Framework components. Detailed guidance for each component (i.e., gaps identified by the Risk Subgroup members) have been provided (See ‘Annex’). 

1. Deforestation (see GPSNR Policy Framework component 2.1.2):

Background: Most natural rubber is produced by smallholders operating plantations in multiple use mosaic landscapes.

Task: Identify methods to assess the risk that current operations or future expansion of some of these plantations harm HCV/HCS, suggest potential approaches to mitigate that risk, and suggest quantitative thresholds when risk is high enough to conduct mitigation activities, and when buyers should refrain from sourcing because mitigation has failed. Consider the applicability of available maps for use in natural rubber supply chains, taking into account its specificities. (See ‘Annex A: Deforestation for details) 

2. Supporting long term protection of natural forests, restoration of degraded rubber landscapes (see GPSNR Policy Framework component 2.2):

Task: In a rubber smallholder context, the consultant is expected to suggest ways how the downstream supply chain can help to protect remaining HCV/HCS areas and other natural ecosystems and help restore at least those crucial to re-establish connectivity between remaining blocks. (See ‘Annex B: Supporting long term protection of natural forests, restoration of degraded rubber landscape’ for details)

3. Fire use + Land Prep, Fire use + Land Management (see GPSNR Policy Framework component 2.3)

Task: Assess and refine current characteristics of High/Low risk at a country or region level depending on available information and standards. The consultant is advised to focus on defining and quantifying thresholds for the density of alerts to characterize areas of high and low risk. An example could be X instances of fire reported in a specified area over a year would be considered a high-risk area. 

4. Labour (see GPSNR Policy Framework Components 3.6)

Task: Identify methods to assess the risk of poor labour practices (e.g., poor working conditions and health and safety risks, child labour/forced labour) or practices and suggest potential approaches to mitigate that risk, and suggest quantitative thresholds when risk is high enough to conduct mitigation activities, and when buyers should refrain from sourcing because mitigation has failed. (See ‘Annex C: Labour’ for details)

A suggested focus on but non-exhaustive list:

Health and Safety
Working conditions (hours worked, rest days)
Child labour/Forced labour

5. Human Rights (see GPSNR Policy Framework component 3.6)

Task: Identify methods to assess the risk of human rights infringement (e.g., low income/wages, IPLC rights), suggest potential approaches to mitigate that risk, and suggest quantitative thresholds when risk is high enough to conduct mitigation activities, and when buyers should refrain from sourcing because mitigation has failed. (See ‘Annex D: Human Rights’ for details)

A suggested focus on but non-exhaustive list:
Income (farm owners) and wages (farm workers)
IPLC Rights with appropriate context for Natural Rubber supply chain

Expected Deliverables

GPSNR expects the consultant to:

1. Complete and finalize the risks assessment drafted in order to define a comprehensive set of questions to assess and mitigate risks based on the:
   1. Objectives listed above, (including the reviewing of tools in Objective 4, see ‘Objectives’) 
   2. Tasks for each policy component listed in the Scope of Work and their detailed guidance in the Annex
2. Consultant to pitch their findings, recommendations and opinion on our risk assessment and approach.

Proposal Format and Contents

The proposal should include the following:

1. A workplan that outlines all key activities of the deliverables (as outlined in Expected Deliverables above)
2. Timeline and key stages of operations (based on Expected Timeline below)
3. Budget, including detailed breakdown of expected manpower, logistics, and costs (based on Budget below)
4. Description of past work and technical expertise that is relevant to this RFP
5. 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 as well. 
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 daily 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 7th of October 2022 to be considered. Proposals should be submitted to stefano.savi@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

RFP Publication Note: Consultants should email cheryl@gpsnr.org to share any indicative or prospective interest to submit a proposal. This would allow GPSNR to share updates to the tender (where any) directly with the consultant.	26 August 2022
Proposals submitted by consultant to stefano.savi@gpsnr.org	7 October 2022
Selection of Top Bidders / Notification to Unsuccessful Bidders	27 October 2022
Contract Award / Notification to Unsuccessful Bidders	28 October 2022
Phase I – Review 1 of Deliverable 1: Complete and finalize the risks assessment drafted in order to define a comprehensive set of questions to assess and mitigate risks.	November 2022
Phase 2 – Review 2 (if needed)/Completion of Deliverable 1: Complete and finalize the risks assessment drafted in order to define a comprehensive set of questions to assess and mitigate risks.	December 2022
Phase 3 – Completion of Deliverable 2: Consultant to pitch its findings, recommendations and opinion on our risks assessment and approach	December 2022
Presentation to and discussion with GPSNR Executive Committee for feedback (via digital meeting)	December 2022
Phase 4 – Delivery of Deliverable 1 and 2 to GPSNR	Jan 2023

Budget

The Platform is anticipating that a total budget of no more than €25,000 be allocated to this engagement.

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% on delivery of the final report

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.

Annex

Annex A: Deforestation

Gaps that the group has identified in the Risk Analysis Working Document:

• Is it possible, and if so how, to assess this risk at a coarse grain country or province / district level, or does such an assessment have to be done at the landscape / plantation level?  
  -Which tools (e.g., publicly or commercially available HCV/HCS maps exist for which rubber growing areas? 
  -How do these existing maps need to be queried and what answers can they provide to members?  
  -Should existing tools not be sufficient, what tools would need to be developed to assess risk at a satisfactory level, sufficient to protect HCVs and HCS forests?  

• What is the likelihood of existing, known smallholders to expand into HCV/HCS?  
  -Is there a link to the distance between current plantations and blocks of HCV/HCS?  
  -Is there a link between the occurrence of fire hotspots, rubber plantations and blocks of HCV/HCS? 
  -If there is, what intensity of fire hotspots can indicate what levels of risk to HCV/HCS? 
  -What level of detail do maps have to have to identify such a link with reasonable accuracy? 
  -What is the likelihood of previously unknown smallholders to open forest for new plantations? 
  -What are the early warning signs for either? How can they be detected, analysed, and applied? 
  -At what time will it be necessary to conduct detailed plantation level surveys?  

• At what risk threshold should downstream buyers engage in on-site surveys and risk mitigation activities? 
  -Can such threshold be quantified or at least categorized into no/low versus high risk, and if so, how? 
  -What tools exist for such on-site activities and who can apply them?  
  -How can the impact of such risk mitigation activities be evaluated?  
  -At what threshold should buyers refrain from buying supplies from the assessed area? 

For more details, please click this link

Annex B: Supporting long term protection of natural forests, restoration of degraded rubber landscapes 

Gaps that the group has identified in the Risk Analysis Working Document:

• How to assess the capability of local government to exercise effective protection of legal protected areas (e.g., based on trajectory of forest loss in surrounding protected areas or based on gov budgets)? 
• How to assess the presence of effective landscape or jurisdictional initiatives in the area? 
• How can the remaining natural forests be protected and how can the restored blocks of degraded rubber landscapes be mapped and prioritized?  
• How can smallholders be integrated in this process?  
• How can the commercial supply chain join local private and government efforts?  
• How can supply chain members best join hands to financially and/or practically support them? 

Annex C: Labour

Gaps that the group has identified in the Risk Analysis Working Document:

• Is it possible, and if so how, to assess this risk at a province / district level (coarser than farm level)? 
  -Which tools (e.g., publicly, or commercially available) exist to assess these socio-economic data? 
  -How do these solutions query and (if possible) summarize data at a coarse-grained level and what answers can they provide to members?  

• At what risk threshold should downstream buyers engage in on-site surveys and risk mitigation activities?  
  -Can such threshold be quantified or at least categorized into no/low versus high risk, and if so, how?
  -What tools exist for such on-site activities and who can apply them?  
  -How can the impact such risk mitigation activities be evaluated?  
  -At what threshold should buyers refrain from buying supplies from the assessed area?   

Annex D: Human Rights

Gaps that the group has identified in the Risk Analysis Working Document:

• Is it possible, and if so how, to assess this risk at a province / district level (coarser than farm level)? 
  -Which tools (e.g., publicly, or commercially available) exist to assess these socio-economic data?  
  -How do these solutions query and (if possible) summarize data at a coarse-grained level and what answers can they provide to members

• At what risk threshold should downstream buyers engage in on-site surveys and risk mitigation activities?  
  -Can such threshold be quantified or at least categorized into no/low versus high risk, and if so, how?  
  -What tools exist for such on-site activities and who can apply them?  
  -How can the impact such risk mitigation activities be evaluated?  
  -At what threshold should buyers refrain from buying supplies from the assessed area?