Request For Proposal – GPSNR-RFP-A02-038-GPSNR Annual Report

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 producers and processors, vehicle makers and NGOs.

In December 2021, GPSNR members approved Reporting Requirements that would allow member companies to report on their progress implementing their commitments under the Policy Framework. With the approval of the reporting requirements, ordinary member companies shall report annually on the questions included in the Reporting Requirements for the member’s reporting category.

GPSNR members are required to submit data for the previous year according to the following reporting timelines:
• Category A and Category B: Industrial Producers or Processors and Traders of Raw Materials: on or before 30 June
• Category C: Manufacturers and Traders of Processed Material: on or before 30 September
• Category D: OEMs and End Users: on or before 31 December.

To support GPSNR members in fulfilling their obligations under the Reporting Requirements, the platform is calling for consultants to develop a systemic view of the reporting process, inclusive of developing supporting documents and reporting templates for members to facilitate reporting, and exploring the potential user interface and portal design for data submission to ease the integration and consolidation of reported information from various GPSNR member categories.

Reporting scope and materiality are topics for consultant’s review and suggestion based on the GPSNR reporting requirement.

The reporting process should cover the following scenarios (non-exhaustive list):
(i) tier-1 supplier is disclosed to GPSNR
(ii) tier-1 supplier is not disclosed to GPSNR
(iii) members with suppliers across different category groups that are not GPSNR members
(iv) members with external reports that may substantiate the GPSNR reporting requirement
(v) how the information is consolidated at GPSNR level at the end of each category reporting cycle

Figure below is taking one example of tire maker category member reporting on NR supply chain scope to illustrate the potential complexity of the reporting process.

The expected documents to be developed should include:

• A guidance document for each reporting category outlining the appropriate methodology and reporting format for each question, with reference to necessary definitions. One example of reporting segment that requires guidance is Policy Component 2.5 and 2.6 for member categories C and D.
• Standardized reporting templates which may utilize word documents, excel spreadsheets, or other appropriate reporting formats.

The documents developed should ensure that data can be consolidated easily across the supply chain with an understanding that the information will be passed downstream. Where appropriate, the requested data should align with data gathered by other reporting schemes to reduce the reporting burden (including, but not limited to, CDP, Ecovadis, ZSL SPOTT, GRI, FSC, PEFC, SNR-i).

The reporting user interface which includes ability for member to upload supporting evidence (e.g., documents, photos etc) and portal design should also enable easy intake by the Secretariat for data analysis, verification and reporting. The ability to design integration with Salesforce is a plus.

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 should be around 6 pages in length. This technical proposal must provide an overview of the proposed methodology 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 14th of March to be considered. Proposals should be submitted to stefano.savi@gpsnr.org and aidan@gpsnr.org for consideration.
7. GPSNR anticipates shortlisting at least two individuals or firms to have more in-depth discussions with, and will make an award to one of these “down-selected” individuals or firms.

Project Timelines

The Request for Proposal timeline is as follows:

Request for Proposal Issuance	4 Mar 2022
Proposal submitted by consultant to stefano.savi@gpsnr.org	14 Mar 2022
Selection of Consultant / Notification to Unsuccessful Bidders	18 Mar 2022
Contract Award	22 Mar 2022
Work to commence no later than	23 Mar 2022
Specific work-plan agreed upon with GPSNR’s Policy Toolbox Working Group (WG1)	24 Mar 2022
1st deliverable: first draft of guidance on GPSNR Reporting Requirement content and reporting template for PPTs (category A & B), both GPSNR and non-GPSNR.	18 Apr 2022
Final draft of guidance on content for PPTs	25 Apr 2022
2nd deliverable: first draft of guidance on GPSNR Reporting Requirement and reporting template for category C & D, both GPSNR and non-GPSNR.	13 May 2022
Final draft of guidance on content for category C & D	20 May 2022
3rd deliverable: first draft proposal for a streamline reporting process, user interface and portal design to integrate and consolidate the reporting information from all GPSNR member categories	24 Jun 2022
The final draft proposal submitted to WG1	7 Jul 2022

Budget

The Platform is anticipating that a total budget of no more than 30,000 SGD. If the consultant deems that travel plans are required to execute this project, these should be included in the proposal (along with any additional budgetary requirements).

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, with cost being the most important factor:

1. Cost
2. Responsiveness to the requirements set forth in this Request for Proposals
3. Relevant past performance/experience
4. Technical expertise/experience of bidder and bidder’s staff
5. The ability to collect relevant information at the global and local level

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.

Deadline for submission has been updated to 8th July 2022

Note: awarding of the contract will be subject to securing of full funding

1. Introduction

The Global Platform for Sustainable Naural Rubber is an international, multi-stakeholder, voluntary membership initiative committed to improving the socioeconomics and environmental performance of the natural rubber value chain.  Development of the GPSNR was intiated 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 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 strategy and objectives.

The GPSNR aims to support the natural rubber sector to become more sustainable. Key element in achieving  this is to ensure there is capacity among smallholders and industrial plantations to adopt best practices in NR  production.

GPSNR, through the GPSNR Capacity Building Working Group (Indonesia National Subgroup), is seeking to engage service providers to implement the following aspects of disease fighting for natural rubber trees in Indonesia:

1. On-site inspection for diseases across multiple regions
2. Pilot rapid response mechanism for disease fighting
3. Develop and distribute materials on disease fighting
4. Coaching smallholders on disease treatment and prevention

Proposed programmes should be implemented in line with GPSNR environmental and social commitments and values, based on the GPSNR Policy Framework¹.

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¹https://sustainablenaturalrubber.org/policy-framework/

2. Objectives and Scope of Work     

There are approximately 2.25M smallholders in Indonesia, representing 83% of national natural rubber production (3.6 M tonnes). Smallholders cultivate less than 2 ha of land with an average yield of slightly below 1 ton/ha, as compared to state and private commercial plantations achieving 1.4 ton/ha and 1.5 ton/ha respectively. 

Diseases are a major threat to rubber trees, with 80 – 90% of farmers experiencing tree diseases in 2019 in West Kalimantan and South Sumatra, and 60% in Jambi. When disease (pink and white root rot) attacks trees, the trees should be cut down, leaving not even the stem in the ground, to minimise infection of other trees. A new rubber leaf fall disease is spreading in Sumatra and Kalimantan. This disease causes leaf fall more than twice a year and reduces annual yield by up to 40%. The treatment for this disease is expensive and is often not implemented by smallholders.

Five provinces contribute 66.5% of national production: South Sumatra, North Sumatra, Jambi, Riau, and West Kalimantan. South Sumatra province is Indonesia’s largest and most productive area. Its natural rubber area is almost 23% of the total national productive area and smallholders’ plantations take up 98.5% of this area. The productivity of smallholders in South Sumatra is the highest among smallholder areas in Indonesia, producing 1.3 ton/ha, and more likely to have received GAP training. In 2019 the government announced a replanting plan for 2019 – 2027, with a focus on South Sumatra (92,600 ha), South Kalimantan (76,550 ha) and Jambi (69,900 ha). However, this plan has no large-scale lending programme associated with it and is to be executed by local governments and has not yet been implemented. Demand for replanting is strongest in Jambi, where 40% of farmers are willing to undertake replanting. Demand is lowest in West Kalimantan, where only 1 farmer out of 79 was contemplating. Most likely the demand in Jambi is due to peak planting being undertaken in 1995 – 2005 and the majority of the trees are approaching their maximum productive age, and Jambi farmers are more aware of the importance of good quality clones and their impact on yield – they also have the highest rate of nursery clone purchase – and have suffered less from disease. 

The GPSNR Policy Framework provides a framework for GPSNR member companies to align their natural rubber purchasing policies on all aspects of sustainability: economic, environmental, and social. Modelled around the Platform’s 12 Principles of Sustainable Natural Rubber, the GPSNR policy framework sets out eight overarching themes that include commitments to legal compliance, community livelihoods, healthy, functioning ecosystems (including no deforestation), and respecting all human rights.

In line with the GPSNR Policy Framework, the GPSNR Secretariat has prepared guidance on the Policy Evaluation Procedure to support members in aligning their corporate policies with the GPSNR Policy Framework.

GPSNR Smallholders Policy Equivalent for Smallholder Members

As of March 2022, GPSNR currently has 112 smallholder members across 10 countries: Brazil, Cambodia, Ghana, India, Indonesia, Ivory Coast, Myanmar, Sri Lanka, Thailand, and Vietnam.

While this represents a small percentage of the millions of smallholder producers globally, GPSNR is committed to developing the mechanisms, tools, and processes to support smallholders globally in adopting best practices for natural rubber production in terms of economic, environmental and social outcomes. 

Source:
Financial Assessment of Smallholder Natural Rubber Production in Indonesia. July 2020. USAID Green Invest Asia, HeveaConnect, SNV and Financial Access.²

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²https://www.facsglobal.com/wp-content/uploads/2020/12/Final-Rubber-report-2020.pdf

3. Expected Deliverables

GPSNR has outlined four project stages as part of the Comprehensive Disease Fighting Approach.

Note: All available and collated information through this project will compiled, analysed and integrated with existing literature, to further contribute to developing a full inventory of natural rubber disease in Indonesia and globally.

Stage 1: On-site inspection for diseases on a regional basis

Expected length of time:
3-4 months

Objective:
To carry out on-location inspections for presence of diseases in key rubber producing regions in Indonesia

The consultant should put forth recommendations

Key evaluation metrics:

• Inspections should be carried out by accredited technical experts on rubber diseases in Indonesia
• The proposal should clearly state intended regions for inspections and justify these selections. A minimum of four major natural rubber producing regions should be presented.

• Inspections should define and document the following (non-exhaustive) list of key parameters and findings:
  • Regions and locations (GPS-data; statistically randomised sample of locations)
  • Affected area sizes and hectares inspected, as well as a map of healthy locations
  • Map of rubber growing regions; randomly sampled process of disease mapping and areas inspected
  • Number of smallholders affected
  • Photos (high quality) and other visual evidence of diseases
  • In general, all diseases reported by the interviewed farmers should be properly documented (location, phenomena, season of occurrence, photos …). Specific attention should be given to the occurrence/symptoms of the following diseases (Type of diseases, e.g.,):
    • White root disease (e.g., rigidoporus microporus fungus)
    • Leaf disease (Pestalotiopsis)
    • Fusarium
    • Tapping panel dryness (TPD)
    • Colletotrichum
    • Animal / insect / pest issues
    • All other forms of diseases / issues to be documented
    • Screen for emergent threats or new disease developments
  • History of site (e.g., past crop activities)
  • Clone types inspected
  • Interactions, if any, between natural rubber and other crops such as palm oil
  • Other details to be included by the bidder

Expected outputs

Documentation and public sharing

The overall findings of Stage 1 are expected to be documented in a formal report or detailed presentation. This will be shared with GPSNR and made publicly available, and also shared actively within the natural rubber eco-system in Indonesia (and other countries).

• The inspection team could also be invited to share the results through a GPSNR members-only or public webinar
• The formal report or detailed presentation is expected to serve as a living document that will be continuously open for updates and further inputs beyond the timeline of this project

Further Stages of this project

The overall findings of Stage 1 will also shape the subsequent Stages of this project, with more details outlined below.

Stage 2: Pilot Rapid Response Mechanism for Disease Fighting

Expected length of time:
To begin development concurrently with Stage 1 (Inspection), and to be in operation within 3-4 months of project starting, until project end (November 2023)

Objective:
To conceptualise and implement a pilot mechanism for smallholders to reach out to disease experts for technical advice on diseases, and to allow rapid response by experts if a situation warrants

Key evaluation metrics:

• To establish pilot channels (such as call or digital “hotlines”) for smallholders to reach out to disease experts. This could be in any of the following (non-exhaustive) forms:
  • Telephone line
  • Whatsapp group
  • Facebook group
  • Any other possibilities
• Outline operational and maintenance needs for the communication channel such as the following (non-exhaustive):
  • Manpower costs
  • Digital or infrastructural costs
  • Others

• Mechanism of immediate follow-up on areas found to be vulnerable to diseases

• Propose a long-term and sustainable model of the “hotline” mechanism, including overview of the stated costs above
  • Actual operationalising for the longer-term will depend on the effectiveness of the mechanism during the project pilot period

Expected outputs

“Hotline” Mechanism

The “hotline” mechanism, in a form proposed by the bidder, should be in operation within 3-4 months of the project starting, and be evaluated under the following criteria:

• Uptake and usage by smallholders (to be documented on a regional basis)
• Operational and maintenance costs
• Effectiveness in addressing or responding to smallholder queries
• Effectiveness in identifying vulnerable regions

Stage 3: Develop and Distribute Materials on Disease Fighting

Expected length of time:
To begin development concurrently with Stage 1 (Inspection), and to be ready for distribution to smallholder communities within 3-4 months of project start

Objective:
To develop and distribute disease fighting materials to smallholder communities, including information relating to the Rapid Response “hotline” mechanism to be developed in Stage 2

Key evaluation metrics:

• Outline proposed content for the materials
• Outline proposed format of the materials (e.g., video, leaflets, brochures, poster infographics etc.)

• Outline intended manner of distribution to smallholders and their communities, including specific locations and local partners who could help with distribution (if any)

• Note: as technical experts on diseases and experts on smallholder interactions in Indonesia, the selected bidder is expected to be in-charge of the content and distribution of the materials
  • GPSNR may separately tender for a graphic designer to work with the bidder to format content into visually effective materials

Expected outputs

• Materials to be shared in physical or communal venues where smallholders convene on a regular basis

Stage 4: Disease Fighting Coaching

Expected length of time:
To begin after Stage 1 (Inspection) is completed, and to be planned based on the findings of Stage 1 (Inspection) and tailored toward ongoing inputs received through Stage 2 (Rapid Response “hotline”)

Objective:
To conduct on-site training for smallholders on disease treatment and prevention

Key evaluation metrics:

• Outline coaching plans for the following scenarios, based on the results of Stage 1 (Inspection) and Stage 2 (Rapid Response “hotline”)
  • Scenario A: coaching plan for high evidence of disease outbreak in one or more regions
  • Scenario B: coaching plan for low-to-no evidence of disease outbreak in one or more regions

• Outline intended number of train-the-trainer sessions depending on Scenarios A and B

• Outline plan for demonstration plots based on location-specific diseases, or case-studies

• Outline plan to provide, safeguard, and instruct smallholders on using approved materials, tools (e.g., approved agrichemicals; reference sources to procure such materials) for prevention and treatment purposes
• Outline number of smallholders to be coached within the given timeframe

Expected outputs

• Smallholder coaching sessions to be conducted based on the findings of Stage 1 (Inspection) and feedback received in Stage 2 (Rapid Response “hotline”)

Overall Metrics

Submitted proposals should provide justifications and details on the costs, timeline, and rationales for each of the Stages above, with a focus on the following rubber-producing regions:

1. Northern Sumatra
2. Southern Sumatra
3. Central Sumatra
4. West Kalimantan
5. East Kalimantan

The GPSNR Capacity Building Working Group (Indonesia National Subgroup) may prioritise funding for specific regions based on relative productivity, coverage of existing coaching services, socio-economic needs, or other considerations.

Service providers are also expected to operate in line with principles and values set forth in the GPSNR Policy Framework³ such as commitment to environmental protection and sustainability, zero deforestation, community engagement and FPIC etc.

The selected service providermay also be expected to work closely with the GPSNR Capacity Building Working Group (Indonesia National Subgroup) to fine-tuned or further augment the clone selection and delivery timelines.

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³https://sustainablenaturalrubber.org/policy-framework/

4. Proposal Format and Contents

The proposal should include the following:

1. A workplan that outlines all key activities of the deliverables (as outlined in 3. Expected Deliverables above)
2. Timeline and key stages of operations (based on 5. Expected Timeline below)
3. Budget, including detailed breakdown of expected manpower, logistics, and costs (based on 6. Budget below)
4. Description of past work and proof of technical expertise on natural rubber disease is highly critical for this RFP
   • Description of disease identification and methodologies
5. A list of project team members with their roles in the project and associated qualifications

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5. Expected Timelines

The work shall begin by July 2022 and the various phases shall be completed in accordance with the approximate timeline below:

RFP publication	25 May 2022
Submission deadline for proposals	8 July 2022
Contract Award	July 2022
First Full Review	November 2022
Second Full Review	February 2023
Third Full Review	May 2023
Fourth Review	August 2023
Final Review and Project Conclusion	November 2023

Consultants should detail a project timeline with milestones that are approximately in line with the above timeline.

Consultants will also provide fortnightly or monthly progress updates to the GPSNR Capacity Working Group, or on an as-needed basis.

6. Budget

The Platform is anticipating that the total budget of no more than 220,000 EUR be allocated to the Four Stages of the project. The approximate expected breakdown for each Stage is as such:

• Stage 1 and 2: 120,000 EUR

• Stage 3: 50,000 EUR (sum inclusive of graphic designing of visuals for smallholder communities)

• Stage 4: 50,000 EUR

Bidders should propose budget allocations for each Stage as they deem suitable.

Payment terms shall be proposed by the bidder and discussed with GPSNR, in line with each Stage of the project.

7. Evaluation Factors

GPSNR will rate proposals based on the following factors:

1. Responsiveness to the requirements set forth in this Request for Proposal
2. Relevant past performance/experience/accreditation of the bidder
3. Samples of work (e.g., previous training or coaching programmes in Indonesia)
4. Technical expertise/experience of bidder and bidder’s staff
5. Proposed timeline of operations

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.