REQUEST FOR PROPOSALS FOR CONSULTANCY SERVICES TO DEVELOP RESEARCH COSTING AND PRICING TOOLKITS - AAS/RFP/016/2020

NGO Jobs / UN Jobs Vacancy



Country: Kenya
Organization: The African Academy of Sciences
Closing date: 4 Jan 2021

Summary

Project title

Develop Research Costing and Pricing Toolkits

Purpose:

The developed toolkits will be adapted by institutions in Africa to calculate their costs of doing research accurately and sustainably. The toolkits will simplify an otherwise complex area of research costing and or pricing with a view of creating sustainability for institutions.

Expected fee:

To be negotiated with the consultant and commensurate with proposed scope of work.

Location

Remote. The consultant will be expected to work and conduct field work remotely from their current location/s. No travel is envisaged due to covid-19 restrictions.

Submission deadline

Submission deadline for the RFP is 4th January 2021

Background to the AAS/AESA

The African Academy of Sciences (AAS) is a non-aligned, non-political, not-for-profit pan African organisation. The vision of the AAS is transformed lives through science, while its mission is to leverage resources for Science Technology and Innovation (STI) through excellence and thought leadership for Africa’s development. Our tripartite mandate is recognising excellence through the AAS’s highly prestigious fellowship, affiliates membership and award schemes; providing advisory and think tank functions for shaping Africa’s STI strategies and policies; and implementing key STI programmes addressing Africa’s developmental challenges. The AAS implements STI programmes through the programmatic platform, the Alliance for Accelerating Excellence in Science in Africa (AESA) created through an African Union General Assembly Resolution, and implemented jointly by the AUDA-NEPAD and AAS, hosted by the AAS, and funded by Wellcome, the Bill and Melinda Gates Foundation (BMGF) and UK Foreign and Common Wealth Development Office(DCFO, formerly DFID), in addition to other funders.

Background to the AESA Research Management Programme in Africa (ReMPro Africa)

The Research Management Programme in Africa (ReMPro Africa) is implemented through the Alliance for Accelerating Excellence in Science in Africa (AESA), a funding, agenda setting, programme management initiative of the AAS in partnership with the African Union Development Agency (AUDA-NEPAD) and with the support of Wellcome, United Kingdom Foreign, Commonwealth and Development Office (FCDO formerly DFID), UK Research and Innovation (UKRI), and the UK Department of Health and Social Care (UK-DHSC). The programme aims to fill critical gaps in the African research ecosystem to support a vibrant research culture and leadership at universities and research institutions. ReMPro Africa overall goal is to transform research management at institutional level by addressing four key interconnected strands, namely; leadership, sustainability, individual capacity development, and standards.

Overview

Over the years, there has been an increase in the research undertaken at African research and academic institutions. However, many of these institutions often do not know the true costs of doing research because they have not undertaken comprehensive cost accounting. It is also often the case that researchers, in a bid to win grants, overlook the importance of including, in their applications, costs that are not directly attributed to their research project. This practice puts a strain on the institutions’ meagre resources when they absorb a lot of the research costs unintentionally. Sometimes, if the unbudgeted for costs cannot be covered by the institution, the researcher will abandon project when they run out of resources. For sustainability of the research enterprise at any institution, a clear and robust cost calculation methodology should be in place to help in cost recovery.

ReMPro Africa’s Strand 2 is about sustainability. It is about working with institutions to create sustainable research enterprises that are supported by sustainable research management functions (financial and career sustainability). It is about institutions finding mechanisms to ensure that they can support their own research management functions through proper cost recovery regardless of funder or government support; and aligning funder policies towards meeting all their indirect costs.

In recent years, there’s been a welcome increase in the willingness of funding bodies to contribute towards the indirect costs of African research institutions even if the rates are still lower than those available to research teams in the Global North. The most widely recognised guidance document on research costing in low and middle-income countries is ‘the Five Keys’ that was published by the ESSENCE Group for Health Research in 2012. ReMPro Africa collaborated with ESSENCE to update this Guide 2020 to reflect the current trends in costing and pricing of research in low and middle income countries.

Scope and objectives of the Assignment

The AAS/AESA is seeking to recruit a consultant(s) to develop costing and pricing toolkits using, but not limited to, the revised Five keys Guide 2020 as reference. These toolkits will be adapted by institutions in Africa to calculate their costs of doing research accurately and sustainably. The toolkits will simplify an otherwise complex area of research costing and or pricing with a view of creating sustainability for institutions.

Deliverables/ Outputs

The consultant will conduct preliminary desk research to collate and document current costing and pricing practices in African institutions. S/he will also document different funders guidelines and practices on direct and indirect costs.

  1. Develop toolkit for costing of research.

  2. Develop toolkit for pricing of research.

  3. Develop guidance manuals for the toolkits developed.

  4. Conduct two online workshops to demonstrate the practical use of the toolkits developed.

Consultant Profile

Competent consultant should fulfil the following requirements:

(a) Have a deep understanding of the pricing and costing options available to research and not-for-profit institutions and funder conditions.

(b) Knowledge and experience developing manuals and toolkits.

(c) Good understanding of the current research funding landscape African.

(d) Knowledge and experience in developing budgets for research proposals in not-for-profit institutions.

(e) Excellent facilitation, presentation and writing skills.

Pre-Bid Webinar Conference

All interested consultants will be invited to register for a pre-bid webinar conference on 9th December 2020 at 1200hrs (East African Time). During the conference the ReMPro Africa team will provide clarification on the terms of reference that will help in development of the proposals. To confirm that you will submit proposal and/or participate at the pre-bid webinar conference please RSVP by 12.00h (East African Time) 7th December 2020 using the link here

Evaluation of proposals
Proposals will be technically evaluated, and only successful consultants will be shortlisted and invited to interview.

Evaluation Criteria

The following is a summary of the rated criteria and weightings for the technical evaluation of proposals. Individuals/firms who do not meet the minimum threshold score on technical capacity will not proceed to the next stage of the evaluation. Successful consultants will be shortlisted and invited for interview upon which the recommendations for award shall be made. Only successful bidder will be contacted for negotiations on scope of work and cost.

Response will be evaluated based on the following criteria: **

Criteria

Weighting

Adequacy of response to the terms of reference; proposed work plan, methodology and deliverables

20%

Understanding of the pricing and costing options available to research and not-for-profit institutions

20%

Knowledge and experience of developing manuals and toolkits

20%

Understanding of the research funding landscape in Africa

10%

Writing skills

10%

Team(s) experience

10%

Financial Proposal

10%

Total

100%

Proposed timelines

Activity

End date

RFP dispatch date

27/11/2020

Pre-Bid Webinar Conference

09/12/2020

Deadline for response to RFP

04/01/2021

Assessment and Award to Successful bidder/Contract signing

15/02/2021

Proposal Submission Guidelines

Proposals from bidders should include a technical proposal and financial proposal and must include the following elements:

a. A covering letter introducing the submission.

b. An executive summary providing an overview of your response to the scope of work citing previous experience and expertise.

c. A methodological proposal.

d. A financial proposal (i.e. budget) in USD. This should be inclusive of all taxes and delivery costs and shall remain valid for (120) days from the closing date of the tender.

e. Detailed CVs of applicant (s) outlining the relevant skills and experience (not exceeding 3 pages per team member).

f. Current business licenses where applicable.

g. Valid VAT and PIN Certificate where applicable.

k. Bidders are encouraged to include any additional information they believe demonstrates added value for the AAS within the scope of this project.

Other Terms and Conditions

This document is the property of the AAS and contains proprietary and confidential information. Recipients may use or reproduce the information detailed within this document and any other supporting information only to provide a response to this RFP.

The AAS makes no commitment to any consultant/service provider unless a contract has been awarded and signed by both parties. The AAS reserves the right to cease this exercise at any time. During the period of this activity, no contact should occur between any members of the consultants’ staff and any member of the AAS staff in relation to this exercise other than through the designated contact points as detailed within this RFP. It is however recognized that pre-existing relationships if any, shall be respected.

Ethics
The Consultant is required to observe the AAS procurement ethical code of conduct which includes but is not limited to observing the highest standard of ethics regarding corruption, collusion, conflict of interest and fraud. If the Consultant does not observe confidentiality or ethical practices, they shall be disqualified from any further work with the AAS.

Travel and Subsistence

Where appropriate, any costs for travel and subsistence must be clearly shown in the proposal. However, it is expected that this assignment would be largely virtual.

Non-Disclosure and Confidentiality

Consultants should be aware that inappropriate publicity could have a serious effect upon the AAS’s business. The information contained within this document or subsequently made available to the consultant is deemed confidential and must not be disclosed without the prior written consent of the AAS unless required by law.

Independent Proposal

By submission of a proposal, the consultant warrants that the prices in the proposal have been arrived at independently, without consultation, communication, agreement or understanding for the purpose of restricting competition, as to any matter relating to such prices, with any other potential consultant or with any competitor.

Costs Incurred by Prospective Consultant

It should be noted that this document relates to a Request for Proposal only and not a firm commitment from the AAS to enter into a contractual agreement. In addition, the AAS will not be held responsible for any costs associated with the production of a response to this

How to apply:

  1. The RFP document may be downloaded from The AAS website on www.aasciences.africa/tenders

2. Response to this request for proposal should be strictly sent by email to: procurement@aasciences.africa and marked as follows on the subject line: ‘AAS/RFP/016/2020 – RFP for Consultancy Services to Develop Costing and Pricing Toolkits’

  1. Deadline for submission of proposals is 4th January 2021 at 1700hrs (East African Time)

  2. The AAS shall on 9th December 2020 at 1200hrs hold a webinar for potential consultants to respond to any clarification questions submitted. Any other requests for clarification to be sent to procurement@aasciences.africa by COB 14th December 2020. The responses to clarifications will be uploaded on the AAS website www.aasciences.africa/tenders.

5. At any time before the proposal submission deadline, The AAS may amend this RFP. The amendments shall be uploaded on the AAS website www.aasciences.africa and will be binding on interested bidders. If the amendment is substantial, the AAS may extend the proposal submission deadline to give the participating vendors reasonable time to incorporate the amendment(s) into their proposals. **

6. Kindly encrypt your proposal with a password and share the password

NB: ANY PROPOSAL THAT IS NOT PASSWORD ENCRYPTED WILL BE AUTOMATICALLY DISQUALIFIED

Primary RFP Contact

Procurement Office

The African Academy of Sciences Headquarters,

8 Miotoni Lane, Karen

P.O. Box 24916, Nairobi, Kenya

Telephone: +254 208 060 674 / 709 158 130 / 709 158 100

procurement@aasciences.africa



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