INVITATION TO TENDER (ITT) for a Site Visits Partner for the Afri-Plastics Challenge – Challenge Works Deadline for submissions: 9AM BST on Monday 15 August 2022
WHAT ARE WE COMMISSIONING? Challenge Works are looking to commission an organisation a site visits Partner (an organisation or a consortium of individual contractors) to conduct site visits as a vital part of the due diligence process in the Afri-Plastics Challenge (details below). The successful Partner should demonstrate passion about innovation, experience in accelerator/incubator environments and offer a creative approach to deliver social impact through harnessing the power of entrepreneurship. They will bring experience of collaborating with a diverse range of innovators who are delivering solutions to real-world problems, demonstrating deep connections within local innovator networks. They should have an understanding of current opportunities for innovation in development, related particularly to the Sustainable Development Goals (SDGs). They will have a footprint across Central, Western, Southern, and Eastern Africa. This opportunity is for work over a 5 month period from August 2022 to December 2022.
OVERVIEW The Afri-Plastics Challenge (the “Challenge”) is a prize funded by the Canadian government; it is an element of the $100-million Marine Litter Mitigation Fund announced by Prime Minister Trudeau at the G7 Leaders’ Summit in Charlevoix in June 2018. It is delivered by Challenge Works. The Challenge aims to reduce marine plastics in Sub-Saharan African countries by developing and scaling innovative solutions to plastic mismanagement. It will involve a public competition that will reward the best solutions to addressing marine plastic litter in developing countries in a way that promotes gender equality and empowerment of women and girls. The Challenge will help communities throughout Sub-Saharan Africa to prevent plastic waste from entering the marine environment by finding ways to minimize reliance on plastic, new ways of managing plastic waste, and/or new uses for plastic that has been discarded. In the short-term, the Challenge will directly distribute $14,500,000 in financial support and $1,000,000+ in non-financial (capacity-building) support to innovators (those participating in the challenge) in the target communities. In the long-term, the development and scaling of the innovators’ solutions will encourage the creation of new, sustainable local enterprises, bringing economic opportunity to these communities and contributing to poverty reduction.
BACKGROUND TO THE CHALLENGE PRIZE The Government of Canada is at the forefront of critical international efforts to protect the marine environment. As the country with the longest coastline in the world, Canada spearheaded the Ocean Plastics Charter under its G7 presidency in 2018. This Project is an element of the $100-million Marine Litter Mitigation Fund announced by Prime Minister Trudeau at the G7 Leaders’ Summit in Charlevoix in June 2018. Funding for the initiative comes from the International Assistance Priorities Fund.
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Challenge Works is the delivery partner of the Challenge. Challenge Works is based in London, United Kingdom. It was launched in 2012 to increase understanding and practical evidence about challenge prizes as an innovation method to encourage more governments, charities and businesses to use competitions to make a tangible, positive impact on society. Challenge prizes are not just effective at changing how things are done in the short-term but can also be used to help solve long-term social issues. Challenge Works' ongoing work continues to focus on developing challenge prizes that excite and engage the brightest minds to solve problems, so that solutions to societal issues are found faster. The Challenge is split into three strands: Strand 1: Accelerating Growth Seeking small and medium-sized enterprises that have a proof of concept and the ability to scale nationally or regionally to reach a high target number of people, particularly engaging women and girls. There are 15 finalists in this group. Strand 2: Creating Solutions A call for new ideas particularly those that respond to a particular gap in the innovation landscape in specific Sub-Saharan African countries or with specific population groups. There are 10 finalists in this group. Strand 3: Promoting Change A call for large scale campaigns that raise awareness and engage women and girls in the plastics value chain. There are 15 finalists in this group. The strands will end together with final prizes being awarded for all 3 strands in March 2023.
DETAILS OF THE SCOPE The Afri-Plastics verification process The purpose of the verification process is to visit the physical site or location of each innovator in order to analyse progress towards their targets and gain insights into their operational feasibility and risks. Below is the overall process Challenge Works will be implementing. See the “Key Dates” section at the end of this document for a more detailed breakdown of dates. When
Stage
Partners
July 2022
Understand the details of the operations of each innovator (through surveys and interviews)
Challenge Works
July & August 2022
Design of site visit agenda (what we need to check or observe at each innovator site) - some of this will be the same and some will be unique to each innovator.
Challenge Works With input from the Partner
August -
Operational planning and logistics of site
The Partner (lead on local logistics)
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September 2022
visits
Challenge Works (lead on international and regional logistics)
October November 2022
Conduct Site Visits (including coordination between teams)
The Partner with Challenge Works
December January 2022
Create reports from site visit
Challenge Works with inputs from the Partner
Site Visits Partner Role This Partner will be tasked to conduct 40 site visits in major hubs across Sub-Saharan Africa, and will require strong country networks that will enable them to understand local plastic waste management contexts and engage with innovators in local languages. The role of the Partner will be: ● Target verification : ○ Strand 1: Verify how many tonnes of plastic each organisation collects and/or processes (15 sites). ○ Strand 2: Verify technical and operational feasibility and material safety (10 sites) ○ Strand 3: Verify engagement with communities and target audiences, and any observable changes (10 sites) ● Operational analysis: ○ Strand 1: Review operational elements of the plastic waste management, including, but not limited to how plastic is collected and/or bought, weighed and measured, how waste pickers or third parties are paid or reimbursed for the plastic waste, as well as how the plastic is eventually processed or sold. ○ Strand 2: Review operational elements of the product manufacture or service delivery. ○ Strand 3: Review behind the scenes operational planning or office structures. ● Procedural review: For all three strands - verify the reliability and validity of each organisation’s record keeping systems and standard operating procedures. While we have listed the overall verification aims above, it is worth noting that each innovator is highly individual in their operations, local context, and level of maturity. As such we will be tailoring the verification process to each individual innovator (see verification process above). In order to successfully conduct the site visits, the Partner will need to oversee the following elements. 1. Recruitment and training of site visits reviewers The Partner will recruit a pool of site visits reviewers to conduct site visits across the hubs listed below. As the site visits across the various hubs are set to take place in tandem, there should be different reviewers for each regional hub. Eastern Africa: ● Kenya - 9 ● Uganda - 1 ● Ethiopia - 1 Western Africa: ● Nigeria - 9 ● Cameroon - 1
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Central Africa & Western Africa*: ● Senegal - 1 ● Burkina Faso - 1 ● DR congo - 1 ● Togo - 1 ● Côte d'Ivoire - 1 ● Ghana - 4 *It is to be noted that all site visits in Senegal, Burkina Faso, DR Congo, Togo and Côte d'Ivoire are to be conducted in French. Southern Africa and East Africa: ● South Africa - 6 ● Botswana - 1 ● Rwanda - 2 ● Uganda - 1 2. Planning and executing site visits In coordination with the Afri-Plastics Challenge team, the Partner will lead and oversee the planning and execution of all the operational and logistical activities of the site visits. This includes elements such as transportation arrangements, a risk analysis of the security of each site, translation services (where necessary), provision of local context to the Afri-Plastics Challenge team and coordination of the reviewers (including contracting and payment of the reviewers). Note that the Afri-Plastics team will be accompanying the Partner in the site visits. 3. Compilation of site visits reports Following the completion of site visits, the reviewers (as coordinated by the site visits partner) will contribute to the compilation of a site visits report for each site visited. The reports will include key findings from the target verification, operational analysis and procedural review at each site. Key Dates Note that these are subject to change depending on ongoing needs and activities. All Strands August 2022
Procurement and onboarding of site visits partner
August 2022
Planning of site visits operations/logistics
September 2022
Recruitment of site visit reviewers
September 2022
Onboarding and training of site visit reviewers
October - November 2022
Site visits
November 2022
Compilation of site visit reports
December 2022
Final submission of site visit reports
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Strand 1: Accelerating Growth 24 February 2022
Finalists announced
16 June 2022
Verification questionnaires completed
29 June 2022
Verification interviews completed
30 July 2022
Verification approach finalised
Strand 2: Creating Solutions 30 June 2022
Finalists announced
02 August 2022
Verification questionnaires completed
12 August 2022
Verification interviews completed
19 August 2022
Verification approach finalised
Strand 3: Promoting Change 14 July 2022
Finalists announced
02 August 2022
Verification questionnaires completed
12 August 2022
Verification interviews completed
19 August 2022
Verification approach finalised
REQUIRED EXPERTISE ● ● ● ● ● ● ●
Experience and understanding of the Sustainable Development Goals (SDGs) and developments in the sector such as shifting power paradigms across communities or funding flows for African innovators. A demonstrable grasp of what is happening around environment, sustainability, and plastic usage, and the associated societal and market opportunities and challenges. Ability to analyse and forward think, to see opportunities and risks. Leveraging existing partnerships and networks, as well as developing, building, and strengthening a network of additional diverse partnerships relevant to the themes of plastics and the environment. Excellent written and verbal communication skills, with the ability to communicate with a variety of different audiences, from grassroots innovators, to specialists, to high profile influencers. Exceptional organisational management skills, with the ability to effectively oversee a team, ensuring deadlines are met and budgets are adhered to, as well as the ability to be responsive to challenges in real-time. Fluency in French (for the site visits in French speaking countries).
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SUCCESS CRITERIA AND REPORTING The following are outlined as suggested success criteria: -
Clear logistics plan for each hub identified. Number of site visits completed successfully. Number, diversity and range (of skills and experience) of site reviewers recruited. Good coordination between site reviewers, Challenge Works and the Partner before and during site visits. Quality of site visit reports submitted.
Engagement with the Challenge Works team is critical to ensure that these criteria are reported against to measure overall success of the work.
ASSUMPTIONS ● ● ● ● ● ● ● ● ●
The Afri-Plastics team will provide the Partner with all relevant information relating to the 40 innovator teams. The Afri-Plastics team will provide the Partner with all necessary templates relating to site visit reports etc. Where necessary, the Partner will be expected to contribute to the finalisation of the templates. The Partner will contract all site reviewers and pay them directly, factoring in any local withholding taxes etc. https://docs.google.com/presentation/d/1Tu6rXV1cREBLv0zVfo3ChGHlIHHocbpNT5qlH90IWT8/edit#slide =id.g136402e6506_0_130will arrange all ground transportation for the site reviewers (and the Afri-Plastics team where necessary). Where necessary, the Partner may need to arrange for a local fixer at ground level for the different sites. Security and risk management considerations will need to be applied to all travel. Each site visit will last roughly a whole day at the site. The Partner will participate in weekly project management calls with the Afri-Plastics Challenge team. The Partner will submit a final summary review report of the work, together with the 40 individuals site visit reports.
BUDGET -
The budget for this engagement will be up to £66,050.00 (GBP). The budget includes fees and implementation costs across the timeline of services, i.e. expenses and any relevant travel costs (including VAT). The proposed budget should be itemised and detail the costs for design, development, and implementation of the services, and should demonstrate value for money. Payments will be released in stages alongside agreed milestones, providing these have been met. The final milestones shall be clearly documented in any contract entered into as a result of this ITT, and in accordance with its terms and conditions. Local transportation (in-country) costs will be reimbursed as expenses, so upon submission of receipts), including any flights
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-
Regional (inter-country) flights will be paid for directly by Challenge Works and do not need to be included in the budget.
INDICATIVE PROCUREMENT TIMETABLE DATE 01 August 2022 04 August 2022 15 August 2022 18 August 2022 19 August 2022 22 August 2022 w/c 22 August 2022
ACTIVITY ITT issued Bidders confirm via email they will respond to the ITT and submit any additional questions to clarify the brief. Bidders submit written responses to the ITT by 9AM BST. Shortlisted bidders invited to pitch on the basis of their written responses. Pitches, which will be reviewed and evaluated against selection criteria. Announcement of successful bidder(s) and contracting. Inception meeting with Challenge Works
HOW TO RESPOND Organisations or individuals heading up a consortium are requested to confirm that they will respond to the call for proposal by emailing Gabriella Kisoi (gabriella.kisoi@challengeworks.org) in accordance with all the instructions and terms and conditions set out within the enclosed documentation. The ITT is in two phases: 1. Written responses, outlining your approach should be sent to the above contact by Monday 15 August 2022 at 09:00 h (UK) BST. We request applications to be in English. a. Credentials and case studies (relevant experience of providing similar services and targeting similar audiences, providing up to three specific examples.) b. Team c. Initial response to brief, outlining your creative approach to delivery. d. Costing breakdown as outlined in the budget section. 2. Depending on written responses, a selection of bidders will be invited to pitch. This pitch should underscore: a. Experience of organisation and qualifications of proposed individuals (staff and subcontract personnel) o Please explain whether all the resources are in-house or outsourced. If outsourced, please outline how you propose to deliver the services and who will be leading this. o Please provide the names and contact information for three of your clients who could be contacted for references of your organisation’s / group’s capabilities, process, and relationship. b. Value for money o Please provide an itemised breakdown of your proposed fees and pricing structure, including a breakdown of how the budget would be split across fees and implementation. o Please also indicate which team member will lead on specific aspects of the work and breakdown the rate per individual/level. c.
Credibility, creativity and proposal approach o Detailed plan of proposed activities, including format, content, and innovator engagement.
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o o o
Creative examples of the tactics you would propose to ensure that success is achieved. What do you see as the possible challenges to delivering the work and how can you mitigate them? How do you propose to measure and evaluate the success of the activities?
TERMS AND CONDITIONS This appendix provides the terms and conditions which will govern your submission of a proposal to Nesta. You are required to read this appendix carefully together with the Invitation to Tender (ITT) brief (including all its annexes) before submitting a proposal. By submitting a proposal, you accept these terms and conditions and you agree to abide by them. If you do not agree to these terms and conditions please do not submit a proposal. 1.
Submitting a proposal 1.1
By submitting a proposal you confirm that:
1.1.1
You have no actual or potential conflict of interest with Nesta (including Nesta’s Trustees, officers or employees). If at any time during the ITT process you discover an actual or potential conflict of interest, please inform Nesta promptly;
1.1.2 You have legal capacity to submit a proposal in response to this ITT and are acting lawfully, ethically and in good faith in your dealings with Nesta; 1.1.3
You have sufficient time, skill, experience and resources to carry out the services to the highest professional standards expected of a competent supplier of services identical or similar and are able to obtain all necessary rights, licences, consents, waivers, approvals, permissions, permits, certificates and insurances necessary to provide the services to Nesta;
1.1.4
Your tender will remain open for acceptance for a period of 90 days. A tender valid for a shorter period may be rejected;
1.1.5
All information contained in your proposal is true, accurate and not misleading; and
1.1.6
Nesta may share your proposal with any third party as Nesta in its absolute discretion deems necessary for the purpose of evaluation.
2. Compliance 2.1
Nesta reserves the right to reject or disqualify your tender where:
2.1.1
You fail to comply with the requirements of this ITT (including but not limited to these terms and conditions), your tender is incomplete, or you are guilty of a serious misrepresentation in supplying information in response to this ITT;
2.1.2
Your tender is received after the deadline set out in this ITT. Nesta will not consider any requests for an extension of the time or date fixed for the submission of responses;
2.1.3
There is a change in your identity, control, financial standing or any other factor impacting on the selection and/or evaluation of your tender;
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2.1.4
You are or become insolvent or have a petition issued against you;
2.1.5
You do not have the economic and financial standing and/ or the technical and professional ability to carry out the services;
2.1.6
You are suspected either directly or indirectly of behaving in a collusive, canvassing, or anti-competitive manner or you offer or accept an inducement or reward in order to gain a commercial, contractual, regulatory or personal advantage; and/or
2.1.7 You (or if you are a commercial entity, a director or person who has the power of control or power to make representations or decisions on your behalf) have committed any offence relating to conspiracy, corruption, bribery, fraud, money laundering or any other criminal offence related to your course of business or profession. 2.2
Nesta reserves the right in its absolute discretion to:
2.2.1
Refuse any tender submitted;
2.2.2
Disqualify any potential tenderer who has been convicted of any of the offences listed at Regulation 23(1) of the Public Contracts Regulations 2006;
2.2.3
Extend the time or date for fixed submission. In such circumstances Nesta will endeavour to notify all tenderers of any change;
2.2.4
Amend any aspect of this ITT (including but not limited to the evaluation criteria and the timeline) or cease the process at any time;
2.2.5
Negotiate the award of additional services which are a repetition of the services advertised in this Invitation to Tender to the successful bidder;
2.2.6
Limit the number of proposals invited to participate in any follow-up activity (for example, interviews) or to dispense with any follow-up altogether. Meetings will take place virtually or in London at our offices (subject to CoViD restrictions and HM Government guidance); and/ or
2.2.7 Require that you clarify your tender in writing and/ or provide additional information and/or adequate references to Nesta’s satisfaction. A failure to respond adequately may result in you not being selected. 3. Tenderer Responsibilities 3.1
You shall be responsible for all of your own costs, expenses and losses which may be incurred in relation to the preparation of your tender, attendance at interviews, site visits or similar.
3.2
You shall at all times treat the contents of Nesta documentation as confidential, as well as any information regarding Nesta (or any third party) imparted to you by any other means, and only disclose such information as may be necessary for the preparation of a compliant response. At Nesta’s request you shall return or destroy all documents, other materials, working papers relating to this ITT and all copies thereof including all electronic copies. When completed you shall confirm such to Nesta in writing.
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3.3
You shall not before the date and time specified within the ITT documentation disclose to any person the amount of your proposal except where the disclosure in confidence is necessary to obtain insurance premiums or guarantees required as part of any proposal to Nesta.
3.4
Any contract entered into as a result of this ITT will be on Nesta’s standard terms and conditions (copy available on request).
4. Intellectual Property 4.1
All intellectual property rights in this ITT and all materials provided by Nesta or any third party acting on its behalf shall remain the property of Nesta.
4.2
Any intellectual property arising out of the provision of the services shall belong absolutely and exclusively to Nesta.
5. Warnings/Disclaimers 5.1
Nothing contained in this ITT or any other communication made in respect of it between Nesta or its representatives and any party will constitute an agreement, contract or representation between Nesta and any other party. For the avoidance of doubt, receipt by you of this ITT does not imply the existence of a contract or commitment by or with Nesta (or any third party) for any purpose.
5.2
The information contained in this ITT does not purport to contain all the information which you may require. While Nesta has taken all reasonable steps to ensure, as at the date of this ITT that the facts contained in it are true and accurate in all material respects, Nesta does not make any representation or warranty as to the accuracy or completeness or otherwise of this ITT.
5.3
Nesta accepts no liability to you whatsoever and however arising and whether resulting from the use of this ITT, or any omissions from or deficiencies in it.
6. Waiver Failure or neglect by Nesta to enforce at any time any of the provisions of these terms and conditions shall not be construed nor shall it be deemed to be, a waiver of our respective rights hereunder, nor in any way affect the validity of the whole or any part of this agreement, nor prejudice our respective rights to take subsequent action. 7. Jurisdiction This ITT shall be governed by and interpreted in accordance with the laws of England and Wales and subject to the exclusive jurisdiction of the English courts.
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