USAID’S AVANSA AGRIKULTURA PROJECT – Request for Proposal (RFP) – CD 25 de Julho de 2016


Table of Contents

Confidentiality and Conflict of Interest Statement

Submission Details

Submission Deadlines and Details

Questions and Clarifications

Introduction and Executive Summary

Background on the specific activity goods/services will support and objectives

Detailed Scope of Work

Offeror Qualifications and Experience

Contents and Structure of Proposal

Assumptions & Constraints

Terms and Conditions

Type of Resulting Contract

Selection Criteria


This RFP template should be used for procurement of any kind of services when the expected value of procurement is more than $500 in line with our procurement thresholds.

It is strongly encouraged to use it for procuring consulting services to maximize competition which is a client expectation. More specifically when the consultants are not being selected from the consultant database, e.g. adequate number of experts are not available from the consultant database or when we expect to engage multiple experts from firms of consultants instead of individual consultants.


Confidentiality and Conflict of Interest Statement

This document and its attachments may contain confidential and/or privileged information for the sole use of the intended recipient(s). If you are not the intended recipient, any use, distribution or copying of the information contained in this document and its attachments is strictly prohibited. If you have received this communication in error, please email or mail back to the sender and immediately delete and destroy any copies of this document and any attachments. Where no notice is given, all information contained herein is confidential information of Cardno Emerging Markets USA Ltd.

The offerors should not have an existing or potential conflict of interest in making the offers to Cardno. No Cardno evaluation team member shall have any financial or personal interest, either direct or indirect, in the offeror awarded the contract.


Submission Details

Submission Deadlines and Details

All submissions for responding to this request must be submitted via email to or delivered to USAID’s Avansa Agrikultura Project Office no later than:

July 25, 2016, 17:00 pm ET

Questions and Clarifications

All questions or clarifications must be submitted in writing via email to the contact email below, no later than

July 19, 2016, 17:00 pm ET

No questions will be answered by phone.  If any questions are submitted, a written response will be circulated to all offerors. Email: grants@avansaag.comwith subject line.

Validity of the proposal: Proposal must be valid for at least 15 days from the closing date of submission.

Document standards:

·        Must be in Microsoft Word format

·        File name must end in “.doc”

Introduction and Executive Summary

USAID’s Avansa Agrikultura Project is a horticulture value chain activity aimed at addressing the key challenges of rural poverty, natural resource degradation, food insecurity, and under-nutrition. The value chain approach will be applied in achieving increased productivity along key horticulture value chains that include vegetables, fruits and legumes. Through the promotion of sustainable production practices, increased functionality of farmer groups and associations, improved market linkages, and increased availability and access to quality agricultural inputs and services, including access to finance, the project will aim to stimulate and support increased economic activity and growth in targeted rural communities and municipalities. Sustainability of these interventions will be supported by work to maintain sound policies and enabling environment relevant to the sector, as well as efforts to increase resilience to climate change and improve natural resource management as it relates to farm systems.

The overall purpose of the USAID’s Avansa Agrikultura Project is sustainable and inclusive economic growth accelerated in the agriculture sector. At the end of this project, it is anticipated that about 33,000 people in 250 communities will be earning higher incomes, showing improved nutrition practices, and managing their economic assets more effectively. This will be achieved through two project Sub-Purposes and a total of eight corresponding outputs.

Sub-Purpose 1 – Increased Productivity of the Horticulture Value Chain

     1. Policy and Enabling Environment Maintained or Improved

     2. Climate Change Resilience Increased through Natural Resource Management

     3. Sustainable Production Practices Adopted at the Farm Level

     4. Capacity of Farmers’ Groups and Associations Strengthened

     5. Improved Market Linkages

     6. Availability of Quality Agricultural Inputs and Services Increased

Sub-Purpose 2 – Increased Ability of Timorese Citizens to Engage in Economic Activities

     7. Improved Nutrition and Sanitation Practices

     8. Improved Skills to Utilize Productive Assets for Economic Activity

The project will work in contiguous municipalities and take a corridor-type approach that will enable goods and service providers to more readily move to and from markets during the production and consumption phases of the agriculture value chain. This corridor (or contiguous district) approach will incorporate a broad watershed perspective for environmental resilience and access to resources. This zone of influence (ZOI) will include the municipalities of Dili, Aileu, Ermera, Ainaro, and Bobonaro.

Background on the specific activity goods/services will support and objectives

USAID’s Avansa Agrikultura Project is a horticulture value chain activity aimed at addressing the key challenges of rural poverty, natural resource degradation, food insecurity, under-nutrition and women empowerment. The value chain approach will be applied in achieving increased productivity along key horticulture value chains that include vegetables, fruits, and legumes.  However, sustainability of the agriculture sector will only occur by integrating young people into the industry.  Young people living in Timor-Leste are showing less interest in the agriculture sector and are leaving farming.  It is assumed that access to information, lack of credit, and negative perceptions around farming are the main reasons why Timorese young people are not interested in investing and leading the agriculture sector in the future.

Promoting future employment and careers in agribusiness (including agriculture, marketing and communication, finances, IT and other related business fields) represents the key challenge.  The Youth in Agriculture Conference is being held as a response to this lack of interest among young people, and as a forum to launch the agri-business sector among the next generation.


This scope of work provides detailed information on what the event organizer is required to do via the detailed tasks and key deliverables described below. The event organizer for the conference is needed to support organization and facilitation of the conference for September 2016.

Detailed Scope of Work


An Organization with suitable experience and ability to provide the expected deliverables are invited to submit their proposals to USAID’s Avansa Agrikultura Project (on behalf of the Organizing Committee).  This activity is for services only. The project or other partners will pay directly for any costs incurred such as venue, publications, advertisement, translation, and food, etc.

1.        Technical or Business Requirements

·     Seek and research a minimum of 3 suitable venues and ensure all necessary equipment is available (3 quotations necessary) and inform the Organizing Committee.

·     Organize conference speakers resume, paper submission, speaker bullet talking points, and attendee’s arrival and departure, delegate packages handover, accommodation, catering, exhibition and local transport to and from municipalities as necessary.

·     Advise on anything from eco-friendly practices to appropriate registration fees

·     Design the conference program and activities in light of paper submission

·     Arrange all materials for printing and copying as needed according to conference program and activities, present to the organizing committee for review prior to final printing

·     Develop method for reaching conference attendees.  Target number of 500 young people, including 200 from USAID’s Avansa Agrikultura Project municipalities, must ensure 40% are female attendees.

·     Design and maintain registration forms / list (electronic and paper) providing weekly updates to ensure target of 500 is reach one week prior conference. 

·     Develop conference proceedings and rules/regulations, municipality information, venue, workshop options, and site visit information 

·     Seek and research 6 interpreters to provide simultaneous translation,

·     Design and advise the Organizing committee on delegate packs and papers kits including souvenirs, materials, handouts, paper programs, etc.,

·     Establish twitter hashtag, communication action plan, and media coverage before, during, and after the conference in collaboration with the USAID’s Avansa Agrikultura Projects Communication Specialist

·     Provide day to day preparation and liaison with Organizing Committee management during the conference in terms of logistics and support

·     Additional activities may arise which are necessary to the successful completion of the conference may be required


2.        Deliverables & Timelines (in accordance with Conference date)




3.     Deliverable 1.

4.     Draft Conference Program and submit to USAID’s Avansa Agrikultura Project (acting on behalf of Organizing Committee) for review and approval

5.     Three weeks after contract signing (August 17, 2016)

6.     Deliverable 2.

7.     Youth Conference held and widely promoted in media (documented by media articles, participants lists, photos, videos)

8.     Two months after contract signing (September 30, 2016)

9.     Deliverable 3.

Final Report (including media clipping) submitted and approved by USAID’s Avansa Agrikultura Project (acting on behalf of Organizing Committee)

Three months after contract signing (October 30, 2016)

3.        Milestones (in accordance with Conference date)



Promotional materials drafted and submitted for approval by donors (including USAID)

August 10, 2016

Draft Conference Program developed

August 17, 2016

Conference Event

September 22, 2016

Offeror Qualifications and Experience

The event organizer will have to meet the experience and eligible criteria in order to fully participate in the selection of this contract.

Essential Criteria:

·        Proven experience in delivering and managing timely and professional conferences

·        Experience in delivering culturally appropriate conferences targeting youth

·       Experience in designing fun learning activities, including assessments of learning and evaluating participation in activities

·        Experience in creating an enabling environment to develop mutual trust and respect between stakeholders and attendees

·        Enhanced ability in measuring the strengths, weaknesses, and appropriate uses of conference methods

Desirable Criteria:

·        Knowledge and experience in implementing agriculture promotional awareness activities

·        Experience working with USAID and other donors

·        Experience in youth empowerment awareness, policy knowledge, and agriculture and business awareness within the development sectors in Timor-Leste

·        Experience in identifying agriculture/agribusiness learning needs and specifying learning outcomes for young people

Contents and Structure of Proposal

Organization submitting application for this should submit the following:

1.   Cover Letter detailing suitability based on the above deliverables and criteria

2.   Organizational CV

3.   References for a minimum of 3 previous events organized (name and contact information of the organization the event was arranged for)

4.   Budget detailing the number of people and days the organization will require to complete the full planning and implementation of the conference (including 3 full days of the conference attendance).[1]

Assumptions & Constraints

The offeror must account for all costs in the quoted price, including but not limited to costs for travel, etc., if any.

Terms and Conditions

a)     Offerors must be a legally registered entity in Timor-Leste or the U.S.

b)     All goods and related services to be supplied under this subcontract(s) shall have their source and nationality in countries listed under the USAID Geographical Codes 937. For all commodities and services which will be financed under any resultant subcontract(s), the supplier shall ensure are in accordance with the requirements of 22 CFR Part 228, “Rules for Procurement of Commodities and Services Financed by USAID” and AIDAR 752.225-70 “Source and Nationality Requirements.”

c)     A firm will be considered ineligible if it has been suspended, debarred, or ineligible, and/or on the “Consolidated Lists of Designated Nationals” or the System for Award Management at (Livingston).

d)     The Offeror is reminded that U. S. Executive Orders and U.S. Law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Offeror to ensure compliance with these Executive Orders and Laws. This provision must be included in all subcontracts/sub awards issued under this RFP.

e)     Offerors must provide their Data Universal Number System (DUNS) number. If an Offeror does not have a DUNS number, they must demonstrate that they will be able to receive and provide the DUNS number to Cardno before any subcontract can be awarded. Cardno may not make an award to any entity unless the entity has provided its DUNS number to Cardno.

f)       Offerors must indicate if in the Offerors preceding fiscal year, the Offeror received:

i.  80 percent or more of its annual gross revenues from US Government sources; and

ii. $25,000,000 or more in annual gross revenues from US Government sources

iii. If the Offeror answers yes to either of the criteria above, they Offeror must provide the names and total compensation of each of the Offeror’s five most highly compensated executives for the Offeror’s preceding completed fiscal year.

Type of Resulting Contract

The resulting award will be a firm fixed price deliverable based purchase order on the basis of best value, with payment based on the milestones presented above.

Selection Criteria

USAID’s Avansa Agrikultura Project team will select the shortlisted organizations based on the following criteria:


Total Value

1. Methodology and Work Plan (Detailed plan for completing expected deliverables as detailed above)


2. Qualification and Experience (Essential Criteria fulfilment)


3. Qualification and Experience (Desirable Criteria fulfilment)


4. Budget





Issuance of this RFP does not constitute an award commitment on the part of CARDNO, nor does it commit CARDNO to pay cost incurred in the submission of proposals.

Nothing in this document shall be construed as an offer by CARDNO and no terms, discussions or proposals shall be binding on either party prior to execution of a definitive agreement. CARDNO reserve the right to accept or reject any offer in part or full or to cancel the procurement without any obligation to any offeror.

Grants Team

USAID’s Avansa Agrikultura Project




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