Overview

USAID SEGAR is seeking an institution/organizations to provide Technical Assistance to Companies to support them in complying with Indonesian Sustainable Palm Oil (ISPO) Certification Standards in West Kalimantan, East Kalimantan and Aceh.  This assignment is potentially starts in July 2024 through December 2025, and is engaged through a fixed-price subcontractor agreement.  Application Code: RFP 055.

Context

USAID SEGAR is a five-year (2021 – 2026) Activity designed to advance Indonesia development objectives in balancing biodiversity conservation and sustainable land use with inclusive economic and livelihoods development. To accomplish this, targeted subnational jurisdictions with high conservation values and high carbon stocks will be under improved management of natural resources that measurably conserves biodiversity, decreases greenhouse gas emissions from unsustainable land use, and promotes sustainable and inclusive economic growth. Stronger environmental performance in the oil palm commodity sector underpins improved environmental governance in most USAID-supported jurisdictions. To this end the Activity will continue its support to committed companies to comply with ISPO certification standards in West Kalimantan, East Kalimantan, and Aceh. The selected organization will work with ten companies per province (for a total of 30) previously identified by USAID SEGAR. For the purposes of this Scope of Work (SOW), ISPO compliance is supported by at least the first internal audit report.

Deliverables

• Deliverable 1 – Templates of SOPs required by ISPO Standard, Guideline for facilitating workshop to introduce SOP templates, Training materials and questions for pre- and post-testing, Guidelines for facilitating internal audit.   The expected completion date is July 5, 2024.
• Deliverable 2 – Activity Report for facilitating workshop to introduce SOPs. The expected completion date is July 26, 2024 for all 3 sites.
• Deliverable 3 – At least 10 staff receiving competency certificate as an internal auditor, and pre-post test results reports for each training event. The expected completion date is August 23, 2024 for all 3 sites.
• Deliverable 4 – At least 10 staff receiving competency certificate as occupational safety and health officer, and pre-post test results reports foe each training event. The expected completion date is Sept 20, 2024 for all 3 sites.
• Deliverable 5 – Activity Report for supervising companies first internal audit. The expected completion date is October 25, 2024 for all 3 sites.
• Deliverable 6 – Companies Internal Audit Report. The expected completion date is December 20, 2024 for all 3 sites.

Location of Work

• Lhokseumawe, Aceh.
• Pontianak, West Kalimantan.
• Balikpapan, East Kalimantan.

Key Tasks / Stages

• Develop template of SOPs required for ISPO certification, guidelines for facilitating workshop, training materials, guidelines for facilitating workshop and Guidelines for facilitating internal audit. This item contributes to Deliverable 1.
• Hold workshop to introduce SOPs with 10 companies per province (3 provinces). This item contributes to Deliverable 2.
• Provide coaching services for 10 companies (including Activity Report containing Q&A from coaching) per province (3 provinces). This item contributes to Deliverable 3-4.
• Undertake training on certification for Internal Auditor (including training materials as well as questions for pre/post-testing and write a brief report for its results) in 3 provinces. This item contributes to Deliverable 3.
• Undertake training on certification for Occupational Health and Safety Officer (including providing training materials as well as questions for pre/post-testing and brief report on results) in 3 provinces. This item contributes to Deliverable 4.
• Supervise 10 companies first internal audit process across 3 provinces. This item contributes to Deliverable 5-6.

Qualifications

• Institutions/organizations that have experience in carrying out ISPO certification and has a portfolio that aligns with the expected outcomes within the scope of work.
• An organization that has been accredited by an official authority to certify competency on Auditor and Occupational Health and Safety and with demonstrated experience in providing technical assistance for companies in certification. A subsidiary or sister organization of a recognized certification body would be an advantage.
• Experience in working with international donor organizations, or with government authorities at the provincial/district/national level.
• Experience in designing and implementing technical assistance, provide training, report writing, and auditing processes.
• English literacy is an advantage.

Basis of Award

The award will be made to a responsible offeror whose offer follows the RFP instructions, meets the eligibility requirements, and is determined via a trade-off analysis to be the best value based on the application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

• Technical – 25 points: Responsiveness to the technical specifications and requirements.
• Delivery – 20 points: The confirmation and ability to meet the targeted deliverables.
• Key Personnel – 30 points: The proposed CV of key personnel.
• Price – 25 points: The overall cost presented in the offer.

Proposal Submission

Please submit your Proposal to [email protected] with the subject line “RFP 055 –  Institution Name” by 10 June 2024. The proposal must consist of the following documents:

• Company Profile
• Technical Proposal (Clear methodology, approach and strategy)
• Financial Proposal (incl. travel and logistics cost and VAT).
• Financial Proposal breakdown (in excel file).
• CV of each proposed key personnel (clear role of each propose personnel).
• Company establishment deed
• Statement Letter of Tax Obligatory (PKP / Non-PKP)
• Tax ID and its establishment letter (SKT)

The proposal will be reviewed on a rolling basis, which means that the review process will take place continuously as proposals are received. This approach allows for prompt evaluation and potential immediate awarding of the project, ensuring efficient and timely implementation.