Request for Proposal
RFP Title: Land use analysis to identify priority conservation and restoration areas in a North Sumatra landscape project
RFP No: 2022-005
Date of Issuance: August 01, 2022
Due Date for Questions: August 08, 2022
Response to Questions: August 10, 2022
Closing Date: August 22, 2022
Estimated Award Date: August 31, 2022
Request for Proposal (RFP) for Land use analysis to identify priority conservation and restoration areas in a North Sumatra landscape project
Pact is an International NGO with offices throughout the world with a mission to enable systematic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems and transforming markets into a force for development.
Pact is recruiting a consultancy/technical service provider to support the USAID Green Invest Asia project, a technical assistance facility working to catalyze private investment for sustainable agriculture and forest landscapes across Asia. By 2023, USAID Green Invest Asia aims to mobilize $200 million of private finance for sustainable production in agriculture and forestry that will result in a reduction or sequestration of 25 million tons CO2e of greenhouse gas (GHG) emissions. We currently operate across Southeast Asia with a focus on Indonesia, Cambodia, Lao PDR, Thailand, the Philippines, and Vietnam.
As part of these efforts, USAID Green Invest Asia has partnered with Livelihoods Venture and its Livelihoods Fund for Family Farming (L3F) to support greater investment into sustainable land use projects across Southeast Asia. The L3F, represented by Livelihoods Venture, is supporting a large-scale Biodiverse and Inclusive Palm Oil Supply Chain (BIPOSC) programme (“the programme”) in North Sumatra, Indonesia. The programme aims to enable 2,500 independent palm oil smallholder farmers to improve their livelihoods through regenerative agricultural practices (of oil palm and other intercrops) and strengthen links to business supply chains through long-term (10-year) purchasing agreements, while engaging in sustainable replanting of their aging palm plots. This programme is a collaboration between local field partner People Resources and Conservation Foundation (PRCF), Musim Mas, SNV, ICRAF, and Livelihoods Ventures to improve sustainability of the palm oil supply chain for Mars, Danone, and L’Oréal, while also contributing to social and environmental co-benefits.
At a high-level, the palm oil supply chain of Mars and Danone includes its supplier (Musim Mas), their processing mill (PT SiRingoRingo – PT. SRR), and producers (independent smallholder farmers). The PT. SRR mill and processing facility sources most of its fresh fruit bunches (FFB) through subagents directly linked to approximately 5,000 farmers in 92 villages in the three districts of Labuhan Batu, Lanbuhan Batu Utara, and Labuhan Batu Selatan. Programme interventions focus primarily in 13 priority villages in the core supply-shed of PT. SRR in the district of Labuan Batu. From a legality and sustainability perspective, the land-use zoning is going to drive the various programme interventions and decide what activities can be implemented where. These zones can help with legal compliance but also be linked to No Deforestation and Peat Exploitation (NDPE) commitments being asked by private off-takers in alignment with the Indonesian Government.
Besides working on agricultural interventions with smallholder palm oil farmers within the processing mill supply-shed, the programme also aims to improve forest conservation and restoration within the broader landscape. Specific targets include:
- Protect remaining standing forests (25,000 – 30,000 ha) by:
- Strengthening community management capacity (through Social Forestry licenses (Hutan Desa) fitted with Village Forest Management Committee and guided by a Village Forest Conservation Management Plan);
- Initiating community-based conservation and livelihoods support activities; and
- Establishing and running community patrols to protect and monitor the community forests.
- Restore degraded forest and riparian areas (up to 2,500 ha) by:
- Restoring degraded forests through diverse silvicultural systems and non-palm agroforestry models;
- Protecting riparian areas to stabilize banks and reduce flood risk through agroforestry-based revegetation; and
- Supporting community access to markets for non-palm sustainable agroforestry products.
The objective of this assignment is therefore to conduct a land use change and landscape analysis of the targeted area to inform forest protection and restoration priorities for the programme partners, as described in greater detail below.
- SCOPE OF WORK
- Place of Performance
All services required under this solicitation will be performed remotely and in the target landscape in North Sumatra, Indonesia. The target landscape represents an approximately 50,000-hectare area across the five (5) districts of: Labuan Batu, Labuan Batu Utara, Padang Lawas Utara, Tapanuli Selatan, and Toba Samosir in North Sumatra province and is elaborated further below.
- Period of Performance
All goods and services required under this solicitation will be delivered from September 01, 2022 and are expected to conclude by November 30, 2022.
- Scope of Work
The overall goal of the assignment is to conduct a land use change and landscape analysis of the targeted area to inform forest protection and restoration priorities for the Biodiverse and Inclusive Palm Oil Supply Chain (BIPOSC) programme partners. Specifically, the Technical Service Provider is expected to conduct the following:
- Provide a historical land-use change analysis in the forest areas adjacent to the BIPOSC programme to better understand past and current threats dynamics (encroachment, illegal logging, poaching etc.);
- Provide an analysis of the cultural, social, economic, and environmental context in the target forest landscape faced by farming communities, in order to better understand communities’ desire in terms of alternative production systems and project engagement;
- On the basis of the above item, provide a tentative typology of farmers to be used for informing potential programme interventions. Typologies are anticipated to be comprised of a matrix of variables that include farmer types (e.g. gender, age, focus), crop types (e.g. annual, perennial, mixed agroforestry), economic income (comparatively high, medium, low), and organization (e.g. single, group, cooperative).
- Prioritize environmental hotspots for landscape intervention (forest conservation and restoration);
- Analyze the current (2022) status of land use and land cover, including quality and extent (hectares) of ‘degraded areas’ in protection forest zones, limited production forest zones, and upstream river sources in the programme area, in order to determine areas of (a) good forest cover not needing intervention, and (b) areas in need of habitat restoration, possibly (i) afforestation, (ii) reforestation, (iii) enrichment planting, and/or (iv) areas subject to agroforestry;
- Provide high-level recommendations on priority areas for forest conservation (25,000 – 30,000 ha) and restoration interventions (targeting 10,000 ha);
- For restoration areas, provide recommendations on which of the following silvicultural measures would be more suitable based on the level of degradation, and an estimated number of hectares for each of the measures:
- Enrichment planting
- Compare recommendations from the study to align with government objectives and targets for the landscape (land-use planning and watershed management plans from BAPPENAS (Kementerian Perencanaan Pembangunan Nasional Republik Indonesia, i.e., the Indonesian National Development Planning Agency), BPDAS (Balai Pengelolaan Daerah Aliran Sungai, i.e., Central Management of Regional River Flow), KPH (Kesatuan Pengelolaan Hutan, i.e., Forest Management Units), etc.
Livelihoods Venture and partners expect to be able to use these inputs to further define priority actions, intervention locations, and systems and build-up a reliable implementation budget for the restoration and conservation activities.
C2. Target Landscape
The target landscape covers approximately 50,000 ha of forest area located in the five (5) districts of: Labuan Batu, Labuan Batu Utara, Padang Lawas Utara, Tapanuli Selatan, and Toba Samosir in North Sumatra province, Indonesia. Collectively, this area is referred to as the Hadabuan Hill Forest, Dolok Simanalaksa and Dolok Matongor landscape.
In addition to smallholder farmlands, forest areas are organized into 33 Forest Management Units (FMU) managed by 16 FMU regional offices. Degraded forest areas targeted for restoration will need to be managed through close collaboration with the local FMU authorities and communities, adopting a nuanced FMU management plan that allows use of agroforestry systems as a means to restore ecosystem function of degraded forest areas (especially in water recharge areas).
Below is the proposed geographic scope for focus. The final boundaries of the target landscape will be further fine-tuned and finalized in consultation with the successful Service Provider.
Access to the landscape is primarily through the district town of Labuan Batu -Rantauprapat, followed by a 2-hour drive to the target geography and local communities.
Figure 2: Proposed scope for the study
C3. Methodology & Deliverables
The assignment is envisioned to be carried out in two (2) phases:
Phase 1. Desktop and mapping analysis using GIS, remote sensing etc., resulting in:
- A report based on satellite imagery analysis and desk review of the past and current deforestation and degradation trends in the targeted area (deforestation and encroachment drivers);
- A clear mapping based on satellite imagery of the current land-use, overlaid with administrative maps showing: official Forest Use Function by the Ministry of Environment & Forestry (production forest/limited protection forest, APL (Areal Penggunaan Lain, i.e., Non-Forest Land, etc.) district boundaries, Forest Management Units (KPH), and potentially villages. Maps should show the current land-use of the target areas including extent of ‘good condition’ forest, ‘degraded’ forest, palm, rubber, fruit trees, other crops, etc.;
- Based on this mapping, provide a detailed analysis and recommendations of priority focus areas for conservation and restoration activities (with higher success and impact), including area, the names of villages, etc.
Phase 2. Field visit to conduct farmer Focus Group Discussions, individual stakeholder interviews, field transects, etc.
Once this mapping exercise has been finalized, it is expected by the consultant team to undertake fieldwork in the identified priority areas (villages). The survey shall determine how many villages are within the target landscape. Surveys should secure information of about 15% of villages and about 15% of village households targeting three general socioeconomic groups in terms of household economies (i.e. high, medium, low) to be randomly selected from lists secured from the village head. The Consultant shall present to Livelihoods Venture based on this fieldwork the following deliverables:
- A concise report on the social, economic, and environmental context in the targeted area faced by local communities. This will include a brief typology of farmers and communities’ profile;
- An analysis of levers for change of local community groups to engage in conservation and restoration activities (level of motivation);
- The field report shall also include ground-truthing to verify actual potential for intervention models (conservation and restoration) -> assessment of areas within the identified village territories that may correspond to possible Hutan Desa, and therefore also an estimation of areas subject to Afforestation, Reforestation, Enrichment Planting, and Agroforestry in the proposed villages (noting that Afforestation, Reforestation, and Agroforestry are likely outside Hutan Desa)
- For restoration, the consultant shall provide recommendations on which of the following model(s) is/are the most appropriate based on level of degradation and community interest:
- Afforestation, Reforestation, Enrichment planting, and/or Agroforestry
- The recommendations shall be compared to determine alignment with governmental objectives and targets (land use planning and watershed management plans from BAPENAS, BPDAS, KPH etc.).
- Deliverables & Timeline
|Deliverables including Reporting Requirements||Delivery Instructions|
(# of copies, paper/electronic transmittals, formats, names of recipients/reviewers, etc)
|To be Completed by no later than these Due Dates|
|1. Kick-off meeting||Meeting minutes, final landscape boundary defined, mapping of available data sources, final implementation plan||September 16, 2022|
|2. Phase 1: Land use analysis, with recommendations|
(a, b and c)
|Draft land use analysis report (Word) and maps, with recommendations||October 15, 2022|
|3. Phase 2: Field work & report (d, e, f, g, and h)||Draft field report (Word) and maps, with recommendations||November 15, 2022|
|4. Final reports (2)||Final land use analysis and Field reports (2, in Word), incorporating comments||November 31, 2022|
All deliverables shall be submitted in electronic version based on the clarifications and deadlines noted above to:
- Barry Flaming firstname.lastname@example.org
- Megan Sullivan email@example.com
- Suganda Charoenkitivarakorn firstname.lastname@example.org
Pact will coordinate reviews and comments with L3F and partners.
- SUBMISSION INSTRUCTIONS
- Submission of Questions: All questions or clarifications regarding this RFP must be in writing and submitted to email@example.com no later than 17.00 pm Bangkok/ICT time on August 8, 2022. Questions and requests for clarification, and the responses thereto, will be posted at (https://docs.google.com/document/d/1QQOP600UZmRRDxJVXYOSyCP0pAbWi3d6vX-75nMZcNs/edit ) on August 10, 2022.
- Technical Proposal
The technical proposal in response to this solicitation must address how the offeror intends to carry out the statement of work contained in Section II. It should also contain a clear understanding of the work to be undertaken and the responsibilities of all parties involved. Please note that technical proposals will be evaluated based on the evaluation criteria set forth in Section IV. Offerors shall provide all documentation in English. The technical proposal should be in font size 12, Times New Roman, single spacing. Proposals should not exceed 10 pages. Please note that technical and cost applications should be separate files.
- Proposal Cover Sheet. The first page of the proposal must use the Proposal Cover sheet as per Attachment 1. This section does not count against the page limit above.
- Capability Statement: Provide a short description of offeror’s capabilities that qualify the organization to be chosen to conduct the scope of work. This should be about one (1) page. In an annex to the technical proposal, you should provide a copy of registration or incorporation in the public registry, or equivalent document from the government office where the offeror is registered, copy of company tax registration, or equivalent document (if available), and copy of trade license, or
equivalent document (if available).
- Technical Approach: The technical approach should state clearly the offeror’s understanding of the requirements in Section II as well as the proposed approach to accomplish the contract objectives and achieve results. Offerors should keep in mind the geography of the place of performance and any travel that may be required to accomplish the work. Clarity, completeness, and directness are imperative. Elaborate formats are not desirable. This section should be about four (4) pages.
- Management and Staffing Plan. Please describe how proposed staff will work collaboratively to achieve the offeror’s proposed technical approach to the scope of work. The offeror should include a management and staffing plan including both key and non-key personnel for activities along with details on the roles and responsibilities of the staff. CVs for key personnel may be included in an annex to the technical proposal and will not count against the page limit. This section should be about one to two (1-2) pages.
- Detailed Work Plan. Describe the key activities you will undertake under this contract. At a minimum you must include a description of the activity, expected outputs, and estimated completion date. This section should be about one (1) page.
- Past Performance. Describe the organization’s previous experience within the technical area for projects of the same or similar scope and size. Offerors must include details demonstrating their experience and technical ability, including those of proposed consortium members, in implementing the technical approach/ methodology and the detailed work plan. This section should be about one (1) page.
- References. Offeror shall list at least three major contracts its company has held over the past two (2) years for the same or similar work. This section should be about one (1) page. Provide the following information for each contract:
- Customer’s name, address, and telephone numbers of customer’s lead contact and technical personnel;
- Contract number and type;
- Date of the contract, place(s) of performance, and delivery dates or period of performance;
- Contract size and dollar value;
- Brief description of the work, including responsibilities;
- Comparability to the work required under this solicitation;
- Brief discussion of any technical problems and their resolutions;
- Brief discussion of any terminations (partial or complete) and the type (convenience or default) as well as any show cause notices or cure notices (provide explanatory details).
- Cost Proposal
Cost proposals will be evaluated separately from technical proposals. The cost proposal shall include a detailed budget that reflects clearly the costs necessary to implement the proposed contract and must include all taxes that are required to provide the services requested, as per template in Attachment 3. Costs should be represented in (USD). The anticipated award will be an all-inclusive Fixed Price (Level of Effort) Contract, where the agreed-on level of effort on the services and work products shall be reported and tracked as part of contract requirements. No profit, fees, taxes, or additional costs can be added after award. The cost proposal must be valid for at least 90 days.
- Proposal Cover Sheet. The first page of the proposal must use the Proposal Cover sheet as per Attachment 1. This section does not count against the page limit above.
- Summary Budget. The offeror should present a summary budget by line item: salaries, fringe benefits, travel costs, other direct costs (e.g. activities), indirect rates, etc.
- Detailed Budget. In the detailed budget, the offeror should include a breakdown of line items that they believe are realistic and reasonable for the work in accordance with the technical requirements outlined in Section II. Offerors must provide a detailed budget showing major line items, e.g. salaries, fringe benefits, travel costs, other direct costs, indirect rates, etc., as well as individual line items, e.g. salaries or rates for individuals, rent, utilities, insurance, etc. Offerors must show unit prices, quantities, and total price. The offeror should clearly identify indirect rates (including fringe rates), the base to which each indirect rate is applied, and the cost base.
- Budget Notes: The Budget Notes should thoroughly explain the estimating methodology used to calculate the budget and any assumptions that may be made by the offeror over and above the ones stated in this RFP that had a material effect on the resulting proposed cost. Offerors must clearly explain the basis of costs, meaning why and how Offerors are costing out certain figures for item or service, to establish reasonableness of costs. The notes should include a clear and thorough explanation for each budgeted line item, reflecting the rationale for the quantity required. If a proposed benefit (e.g., local fringe) is an all-inclusive rate, notes must specify what benefits are included in the proposed rates.
- Supporting Documentation: Additional supporting budget documentation (as necessary), including travel quotations, historical cost information, profit/fee policy, etc. to substantiate all proposed costs. A copy of the latest NICRA or audited indirect costs must be included if the offeror has one.
Pact may require additional, more detailed budget information prior to issuing a subcontract.
- Certifications: Offerors responding to this RFP must include the following disclosures and certifications as part of the proposal submission in an annex to the cost proposal.
- Disclose any close, familial, or financial relationships with Pact or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
- Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
- Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
- Certify that all information in the proposal and all supporting documentation are authentic and accurate.
- Submission of Proposals: The deadline for submission of proposals is 17.00 pm Bangkok/ICT time on August 22, 2022. Submissions must be forwarded in electronic format only (either PDF or Microsoft Word and Excel) to firstname.lastname@example.org. Offeror’s proposals should not contain any unnecessary promotional material or elaborate presentation formats (black and white is preferred). Offerors must not submit zipped files. Those pages requiring original manual signatures should be scanned and sent in PDF format as an email attachment. The technical proposal and cost proposal must be kept separate from each other. Please reference the RFP Number and RFP Name in the e-mail subject line. Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late offers may be considered at the discretion of Pact. Pact cannot guarantee that late offers will be considered.
- EVALUATION CRITERIA
- Review Process. Pact will establish a selection committee that includes representatives from various company departments and external professionals if necessary. All technical reviewers will be subjected to a screening process to eliminate any conflict of interest. Evaluation will be based on the criteria set forth in Section B. Evaluation Criteria.
- Evaluation Criteria. The award will be decided on Best Overall Value as determined by a Selection Committee on the basis of the criteria set forth below, as demonstrated in the Offeror’s proposal. Only proposals conforming to the solicitation requirements will be considered. This RFP will use the tradeoff process to determine best value. That means that each proposal will be evaluated and scored against the evaluation criteria and expectations below, which are stated in the table below. Cost proposals are not assigned points, but for overall evaluation purposes of this RFP, technical evaluation factors other than cost, when combined, are considered more important than cost factors. If technical scores are determined to be equal or nearly equal, cost will become the determining factor.
|Responsiveness to the Scope of work||Technical know-how – Does the proposal clearly explain, understand and respond to the objectives of the project as stated in the Scope of Work?||20|
|Feasibility of approach and methodology||Approach and Methodology – Do the proposed program approach and detailed activities /timeline fulfill the requirements of executing the Scope of Work effectively and efficiently?||25|
|Feasibility of management approach and overall staffing||Is proposed management approach sufficient to achieve offeror’s technical approach?||15|
|Key Personnel Qualifications||The team of consultants should be composed of members with various skills to cover the desktop-mapping and fieldwork, including fulfilling the following requirements:|
1) Fluency in Bahasa Indonesia and English;
2) Expertise in GIS, remote sensing, land use mapping and analysis; and
3) Fieldwork expertise with local communities in Indonesia (including conducting Focus Group Discussions, Rapid Appraisal, Market analysis, etc.).
|Offeror’s Past Experience and Implementation of Similar Assignments||Company Background and Experience – Does the company have experience relevant to the project Scope of Work?||15|
|TOTAL AVAILABLE POINTS||100|
- TERMS AND CONDITIONS
- Pact reserves the right to modify by written notice the terms of this solicitation at any time in its sole discretion. Pact may cancel the solicitation at any time
- Pact may reject any or all proposals received.
- Issuance of solicitation does not constitute award commitment by Pact.
- Pact reserves the right to disqualify any application based on applicant’s failure to follow solicitation instructions.
- Pact will not compensate applicants for their response to the solicitation.
- Pact reserves the right to issue an award based on initial evaluation of applications without further discussion.
- Pact may choose to award only part of the scope of work in the solicitation or to issue multiple awards the scope of work.
- Pact reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition.
- Pact may contact offerors to confirm contact person, address, and that the proposal was submitted for this solicitation.
- Pact may contact listed past performance references without notice to the offeror. Pact also reserves the right to contact other past performance information sources that the offeror did not list in the proposal.
- By submitting a proposal, the offeror confirms they understand the terms and conditions.
- Information pertaining to and obtained from the Offeror as a result of participation in this solicitation is confidential. The offeror consents to the disclosure of the documents submitted by the offeror to the reviewers involved in the selection process. Please note that all reviewers are bound by non-disclosure agreements.
- Standard Provisions
See Attachment 2 Pact General Terms and Conditions
Attachment 1: Proposal Cover Sheet
Attachment 2: Pact General Terms and Conditions
Attachment 3: Budget Template
- Salary Offer USD