TERMS OF REFERENCE For Seed Procurement BID

TERMS OF REFERENCE

For Seed Procurement BID

SAKSHAM Project

Jan 2021

1.  INTRODUCTION AND CONTEXT

Koshi Victim’s Society (KVS) is a non-governmental, non-profit making social organization established in May 2003 and based in Rajbiraj of Saptari district in Nepal. KVS registered at District Administration Office, Saptari is affiliated with Social Welfare Council of Nepal. KVS has been working in the field of community mobilization and development, community-based disaster risk reduction, flood recovery, WASH, livelihood etc. in partnership with different development agencies. KVS is the District Lead Support Agency (DLSA) in Saptari and supports the local government for coordination in disaster preparedness, response and recovery plan and programs, disaster data information management support, preparing of local plans and policies and reporting and documentation. 

SAKSHAM, a two-year program financially supported by United States Agency for International Development – Bureau of Humanitarian Assistance (USAID/BHA) and technically supported by Lutheran World Relief (LWR) is focused in strengthening resilience of the most vulnerable and marginalized communities in Saptari and Siraha with primary focus on Risk Management Policy and Practice, Agriculture and Food Security and Economic Recovery and Market Systems. Risk Management Policy and Practice will support municipal wards and communities in DRR plans, policies and activities designed to strengthen preparedness, risk mitigation, response and recovery capacities. Similarly, Agriculture and Food Security will ensure that the marginalized and subsistence farmers in the area have increased knowledge, skills and access to climate smart agriculture practices that reduces losses due to adverse climatic conditions and increases their productivity to support in food security and income generation. The Economic Recovery and Market Systems shall link the flood vulnerable farmers to market system and safety nets (insurance, saving and credit, supply chain etc.) for strengthening financial resilience for better preparedness, response and recovery. The holistic approach on community resilience includes better coordination and partnership among the communities, local government and private sectors for disaster risk reduction and management.   

KVS as an implementing partner of SAKSHAM is responsible for overall management and delivery of the project at local level; 4 municipalities, 15 wards and 30 communities. KVS under SAKSHAM program is looking for registered suppliers or companies for the supply of paddy and vegetable seeds as mentioned in Attachment 1a_Seed Varieties and Quantity_KVS.

2.  BID PURPOSE 

The purpose of this bid is to procure improved varieties of paddy (Swarna sub1, Radha 11, Radha 12, Rampur Mansuli and Sava mansunliMeghdudh) and vegetable seeds (brinjal, cauliflower, okra, bitter gourd, bottle gourd, cucumber, black eyes peas (bodi), tomato, onion and chilli etc.) that are approved by the government of Nepal and meet the quality standards and requirements as described in the link below;

https://drive.google.com/file/d/1C5RpGdVRfhvscVwV_-mna6b8I9dlM8h0/view?usp=sharing

The specific purpose of the bid can be summarized as: 

• To provide the required quantity of the type and varieties of paddy and vegetables as mention in Attachment -1
• To provide the documents of evidence and quality standard as required by the seed quality parameters as mentioned in Attachment 2: Seed Quality Information & Declaration Form

The vendors have to clearly meet the documentation requirement as stated in the seed details. 

3.  DELIVERABLES AND TASKS:

The major deliverables and tasks of the bidder shall be 

1.  To supply the variety of seeds as mentioned in Attachment – 1: Seed Varieties and Quantity in compliance with the quality standard requirement in the following link

https://drive.google.com/file/d/1FCeuR7zRbr6nlPgCqXvnkPbK69ERvjnb/view?usp=sharing

Seed Quality Information & Declaration Form

2.  It shall be the responsibility of the bidder to ensure that the seeds quality is maintained for at least one year without tampering the packaging. 

3.  The bidder should be able to provide the required seed in at least two batches in agreement with KVS. 

4.  The bidder has to make the required quantity and variety of seeds available at Saptari, Rajbiraj (KVS). 

5.  The price quoted in the bid should be valid for at least one year from the date of the bid. 

4.  ROLE AND RESPONSIBILITIES 

KVS:

KVSshall be responsible for providing type, varieties, quality indicators and required documentation to the bidder.The delivery of the seed shall be as planned by KVS in consultation with the successful bidder. 

Bidder: The bidder is responsible for overall delivery of the seed and compliance with the required documentation and quality indicators. 

5.  BUDGET, TIMELINE, AND DAYS REQUIRED

• The seed shall be procured on a price competitive basis considering the time of delivery, quality of seed and documentation requirement. 
• The type and quantity of the seed delivery plan can be finalized on mutual consent of the successful bidder(s) and the organization before the contract is finalized. 
• The payment to the supplier shall be made at least15 days after receiving the seed and invoice. 
• The price quoted in the bid should be valid for at least one year from the date of the bid. 

6.  CONSULTANT QUALIFICATIONS AND APPLICATION PROCEDURES

Companies or suppliers meeting the following criteria are eligible to submit an expression of interest. 

• Should be duly registered in Nepal for seed production and (or) supply. 
• Demonstrated experience of supplying improved varieties of seed to other agencies. 

Interested companies or suppliers are requested to submit a complete bid document as given in the attachment along with

1. Registration certificate (as applicable) 
2. Profile of the consultancy clearly highlight experiences of similar work 
3. Tax clearance certificate
4. Supporting documents of evidence as appropriate 

The bidder willing to make a bid can send the complete set of (sealed)documents by email to vacancykvs@gmail.com or handed over to the reception of KVS office Rajbiraj Saptari by 5th February 2021. The potential bidders can request for any further clarification on the information by email to koshivsociety@gmail.com or call at 031522524/ 9852820612/ 9854038452/9842879248