RFP: Communication Consultant for Development of Communication Strategy and Knowledge Sharing & Management System Integration Management of the Batang Toru Forest Ecosystem

Konservasi Indonesia is a national foundation established to support sustainable development in the country. We are the main partner of Conservation International in Indonesia.

We envision a healthy and prosperous Indonesia where biodiversity is valued and preserved. With offices and project sites across Indonesia, we promote a sustainable landscape-seascape approach and establish partnerships with multiple stakeholders across sectors and jurisdictions to deliver lasting impacts for people and nature in Indonesia.

As we are constantly expanding, we are currently looking Consultant to fill the following Terms below:

CONSULTANT (Insitution/ Group) 

Communication Consultant for Development of Communication Strategy and Knowledge Sharing & Management System Integration Management of the Batang Toru Forest Ecosystem  

Request for Proposals

Title: Communication Consultant for the Development of Communication Strategy and Knowledge Sharing & Management System for Integrated Management of the Batang Toru Forest Ecosystem

RFP No:  KI-003/XI/2024

Date of Issuance: (7 November 2024)

1. Background

The Government of North Sumatra Province, supported by Konservasi Indonesia (KI) and partners, is consolidating efforts to protect and manage important ecosystems in North Sumatra Province, including the Batang Toru Forest Ecosystem (BTFE). The area, spanning North Tapanuli, Central Tapanuli, and South Tapanuli, harbors biodiversity that is crucial to protect.

Through the program for protecting and managing important ecosystems, this initiative aims to enhance the management of the BTFE. Several long-term impacts are expected through collaborative planning, forest ecosystem restoration, sustainable financing, and wildlife connectivity. Collaborative planning involving stakeholders is essential to ensure the protection, preservation, and sustainability of BTFE. This planning must be based on exchanging ideas, concepts, and the latest research findings from various parties.

One of the critical components of this program is the development of an effective communication strategy and a knowledge-sharing and management system that can support the project’s objectives. An effective communication strategy is necessary to enhance awareness, engagement, and action from various stakeholders, including local communities, government, the private sector, non-governmental organizations, academia, and international donors. Furthermore, the communication strategy is expected to serve as a guide for the established Batang Toru Forest Ecosystem task force, which will be responsible for developing knowledge and information through an integrated management information center.

2. Project Overview

The communication consultant will be responsible for designing and implementing a comprehensive communication strategy and developing a knowledge-sharing and management system that facilitates the flow of information and collaboration among stakeholders.

3. Terms of Reference, Deliverables and Deliverables Schedule (See Attachment 2)
4. Submission Details

Deadline. Proposals must be received no later than (14 November 2024 at 17.00 (GMT +7). Late submissions will not be accepted. Proposals must be submitted via email to grantcontractid@konservasi-id.org and arahayu@konservasi-id.org. All proposals are to be submitted following the guidelines listed in this RFP.

Validity of bid. 120 days from the submission deadline

Clarifications. Questions may be submitted to grantcontractid@konservasi-id.org and arahayu@konservasi-id.org by the specified date and time in the timeline below. The subject of the email must contain the RFP number and title of the RFP. KI will respond in writing to submitted clarifications by the date specified in the timeline below. Responses to questions that may be of common interest to all bidders will be posted to the KI website and/or communicated via email.

Amendments. At any time prior to the deadline for submission of proposals, KI may, for any reason, modify the RFP documents by amendment which will be posted to the KI website and/or communicated via email.

Minimum Requirements

The consultant can be institutions, organizations, or teams of 3-5 individual consultants with one lead consultant. The consultant will be responsible for the work completed and all deliverables produced.

The lead consultant should have extensive experience at the senior level and have good experience, with the following qualifications:

• experience in developing communication strategies and communication action plans for environmental or conservation projects,
• experience in designing and developing knowledge-sharing systems,
• skills in building relationships and facilitating discussions among diverse stakeholders,
• understanding of the Batang Toru Forest Ecosystem and its stakeholders is a plus, and
• fluency in writing and speaking in English and Bahasa Indonesia is mandatory.

6. Proposal Documents to Include

Signed cover page on bidder’s letterhead with the bidder’s contact information.

Signed Representation of Transparency, Integrity, Environmental and Social Responsibility (Attachment 1)

Technical Proposal.

Corporate Capabilities, Experience, Past Performance, and 3 client references. Please include descriptions of similar projects or assignments and at least three client references.

Qualifications of Key Personnel. Please attach CVs that demonstrate how the team proposed meets the minimum requirements listed in section 5 (Minimum Requirements).

Technical Approach, Methodology and Detailed Work Plan. The Technical Proposal should describe in detail how the bidder intends to carry out the requirements described in the Terms of Reference (Attachment 2).

Financial Proposal. Offerors shall use the cost proposal template (Attachment 3).

7. Evaluation Criteria In evaluating proposals, KI will seek the best value for money considering the merits of the technical and costs proposals. Proposals will be evaluated using the following criteria:

8. Proposal Timeline

9. Resulting Award KI anticipates agreeing with the selected bidder by 29 November 2024. Any resulting agreement will be subject to the terms and conditions of KI’s Services Agreement. A model form of agreement can be provided upon request.

This RFP does not obligate KI to execute a contract, nor does it commit KI to pay any costs incurred in the preparation or submission of the proposals. Furthermore, KI reserves the right to reject any and all offers, if such action is considered to be in the best interest of KI. KI will, in its sole discretion, select the winning proposal and is not obligated to share individual evaluation results.

10. Confidentiality All proprietary information provided by the bidder shall be treated as confidential and will not be shared with potential or actual applicants during the solicitation process. This includes but is not limited to price quotations, cost proposals and technical proposals. KI may, but is not obliged to, post procurement awards on its public website after the solicitation process has concluded, and the contract has been awarded. KI’s evaluation results are confidential and applicant scoring will not be shared among bidders.

11. Code of Ethics All Offerors are expected to exercise the highest standards of conduct in preparing, submitting and if selected, eventually carrying out the specified work in accordance with KI’s Code of Ethics [for GCF-funded projects only, add: “and the Green Climate Fund’s Policy on Prohibited Practices”]. Konservasi Indonesia’s reputation derives from our commitment to our values: Integrity, Respect, Courage, Optimism, Passion and Teamwork. KI’s Code of Ethics (the “Code”) provides guidance to KI employees, service providers, experts, interns, and volunteers in living KI’s core values, and outlines minimum standards for ethical conduct which all parties must adhere to. Any violation of the Code of Ethics, as well as concerns regarding the integrity of the procurement process and documents should be reported to KI via its Ethics Hotline at www.ci.ethicspoint.com.

12. Attachments:

Attachment 1: Representation of Transparency, Integrity, Environmental and Social Responsibility

Attachment 2: Terms of Reference

Attachment 3: Cost Proposal Template