Request For Proposal – GPSNR-RFP-C03-034-Polygon Mapping Malaysia
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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:
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.
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:
Map regions of rubber producers supplying to the participating processor in Malaysia via polygon mapping.
Single GPS coordinates should not be utilised irrespective of the size of the plantation.
Geo mapping to include coordinates up to 6 decimal places in geoJSON format
Store/transfer geo location polygons mapped, to a 3rd party database as designated.
Bi-weekly progress reports
Ensure compliance to applicable local and global data privacy norms and regulations such as but not limited to GDPR, PDPA, etc.
We would like a detailed account of the resources:
Price per polygon mapped – Cost per unit (per Farmer/Plot/Polygon)
Timeline to map Polygons per day (eg 18 months to map X polygons)
A recommendation of the scalability of this pilot
Can the same estimated cost/time/labour be replicated in other regions/jurisdictions within the same country?
E.g., $X/farm is calculated but is not scalable due to what reason(s).
Interested parties should submit the quote for the following –
For mapping polygons (cost per Ha)
For mapping polygons + completing set of questionnaires as a part of risk assessment
Comply with applicable data privacy norms and regulations (including but not limited to GDPR and PDPA).
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:
A workplan that outlines the key activities towards the deliverables outlined in Expected Deliverables above
The timeline and key stages of operations based on Project Timeline below
Budget, including detailed breakdown of expected manpower, logistics, and costs as mentioned above
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:
Proposals will only be accepted from individuals or firms with experience relevant to this project.
Examples of previous relevant work should be provided.
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.
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.
Proposals must be signed by a representative that is authorized to commit bidder’s company.
Proposals must be received prior to the 25th of Septemberto be considered. Proposals should be submitted to stefano.savi@gpsnr.org and aidan@gpsnr.org for consideration.
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 Published
4 Sep 2023
Proposal Submission Deadline
25 Sep 2023
Contract Awarded
9 Oct 2023
Initial methodology presentation and Q&A with subgroup
23 Oct 2023
Bi-weekly progress updates
23 Oct till project conclusion
Other milestones to be agreed upon during initial Q&A
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:
Responsiveness to the requirements set forth in this Request for Proposal
Relevant past performance/ experience
Samples of work
Cost, including an assessment of total cost of ownership
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.
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, NGOs, and smallholder natural rubber producers.
As of June 2022, GPSNR has 135 smallholder members from 10 countries. Smallholder members on the Platform have consistently advocated for the Platform to implement initiatives on agroforestry and were a catalyst for GPSNR’s commitment on agroforestry announced at COP26 in Glasgow[1].
To advance engagement with smallholders on agroforestry, GPSNR is seeking to hire a consultant to develop coaching materials on rubber agroforestry systems, and to conduct a pilot series of “Introduction to Agroforestry” workshops for smallholders in two to three countries in 2022.
Proposed programmes should be implemented in line with GPSNR environmental and social commitments and values, based on the GPSNR Policy Framework[2].
To collate and prepare global, country, and region-specific peer-reviewed evidence and best-practice materials on agroforestry for natural rubber systems
Content on environmental, economic feasibility of rubber agroforestry systems
Where feasible, collated material to be disseminated to GPSNR smallholder members and their communities even where workshops are not planned for in 2022
Materials would be translated by GPSNR under a separate budget
To conduct pilot workshops for GPSNR smallholder members and their communities, including active integration of women, youth, and minority representation, to introduce agroforestry concepts and practices, and provide guidance and answers for the following questions:
What is possible to grow in your region or specific location, and how can this be achieved? Possible considerations include:
Appropriate farm design
Cultivation practices
Cost estimation
What is the market availability, demand, and potential economic/financial model and value chain of recommended crops, or of particular products, in your region?
How can agroforestry investments benefit smallholders economically, environmentally, and socially?
Deliverables
GPSNR has identified the following countries where materials, and workshops, should be prioritised in 2022:
Cambodia: strong enthusiasm from smallholders, NGOs, and other partners to organise and kickstart agroforestry in the country, where little to none have been implemented at present
Indonesia: agroforestry possibilities and practices would vary widely across the country’s major rubber-producing regions; there is strong interest from smallholders as well; critical to blend or merge more traditional concepts such as jungle rubber with evidenced-based and structured forms of agroforestry
Thailand: a well-organised and budding agroforestry movement is taking root especially in southern Thailand (termed “sustainable natural rubber” by smallholders and the Rubber Authority of Thailand); workshops could further provide a boost to smallholders in the region and country
Next tier of countries: Cote d’Ivoire, Vietnam, Sri Lanka, Myanmar
The consultant may propose other priority countries in their proposal and justify their choice of countries based on metrics of their own construction.
The proposal should include key details such as the following:
Methodology of content and curriculum development
Proposed teaching or coaching pedagogy and approach for the workshops
List of local partners or experts, if any, that could be engaged for the workshops
Target number of smallholders in each country
Future Plans
In addition to the pilot series of workshops in 2022 in at least two countries, the consultant should present an outline to consider how the series of pilot “Introduction to Agroforestry Workshops” can be expanded (in terms of countries, content, level of engagement etc.) beyond 2022.
3. TENDER EVALUATION FACTORS
GPSNR will rate proposals based on the following factors:
Responsiveness to the requirements set forth in this Request for Proposal
Relevant past performance/experience/accreditation of the bidder on agroforestry and agricultural production
Samples of work (e.g., previous training or coaching programmes in target countries)
Technical expertise/experience of bidder and bidder’s staff
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.
4. Expected Timelines
The work shall begin by July 2022 and the various phases shall be completed in accordance with the approximate timeline below:
Activity
Due Date
RFP publication
3 June 2022
Submission deadline for proposals
1 July 2022
Contract Award
8 July 2022
First Workshops Conducted
September 2022
Second Workshops Conducted
October 2022
If Proposed: Third Workshops Conducted
November 2022
Final Review and Project Conclusion
December 2022
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.
5. Budget
The Platform is anticipating that the total budget of no more than 35,000 EUR be allocated to the project. The approximate expected breakdown for each Stage is as such:
Bidders should outline their expected budget expenditure in the proposal.
Payment terms shall be proposed by the bidder and discussed with GPSNR, in line with each Stage of the project.
6. Evaluation Factors
The proposal should include the following:
A workplan that outlines all key activities in line with the stated Objectives and Deliverables
Timeline and key stages of operations
Budget, including detailed breakdown of expected manpower, logistics, and costs
Description of past work and proof of technical expertise on natural rubber agroforestry systems is highly critical for this RFP
A list of project team members with their roles in the project and associated qualifications
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:
On-site inspection for diseases across multiple regions
Pilot rapid response mechanism for disease fighting
Develop and distribute materials on disease fighting
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.
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.
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
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:
Northern Sumatra
Southern Sumatra
Central Sumatra
West Kalimantan
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 Framework3such 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.
A workplan that outlines all key activities of the deliverables (as outlined in 3. Expected Deliverables above)
Timeline and key stages of operations (based on 5. Expected Timeline below)
Budget, including detailed breakdown of expected manpower, logistics, and costs (based on 6. Budget below)
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
A list of project team members with their roles in the project and associated qualifications
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:
Responsiveness to the requirements set forth in this Request for Proposal
Relevant past performance/experience/accreditation of the bidder
Samples of work (e.g., previous training or coaching programmes in Indonesia)
Technical expertise/experience of bidder and bidder’s staff
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.
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