Shaping the future of innovation expression of interest management consulting form

Country: Trinidad and Tobago

Project: Shaping the Future of Innovation

Abstract: Consultancy Services for an Innovation Challenge Facility Management Firm

Contract/Bid No.: CAR/IDB/EU/2021-001

Deadline: 9:59 am A.S.T., Thursday 15th April 2021

Any request for clarification must be sent by 11:59pm A.S.T., Sunday 4th April 2021 with the heading “Request for Clarification ” in writing by electronic mail to CARIRI’s address as follows:

Attention: The Project Chief – Shaping the Future of Innovation

Email: stfoi@cariri.com

Please note CARIRI will not provide additional updates and/or responses after 11:59 pm A.S.T. Friday 9th April 2021

Clarification #1

Request:

For clarification and better understanding, would you say that the nature of the consulting services would be:

  1. Component 1:   to assist SMEs in the preparation of their proposals for evaluation
  2. Component 2:  design, development (and implementation including promotion) of the platform.

Clarification:

The specific objective of this consultancy is to structure, implement and monitor the Innovation Challenge Facility in collaboration with CARIRI.

Under Component 1 the firm it is envisaged that a management consultancy firm with the requisite expertise will

  • Support day to day operations of this facility under the direction of CARIRI.
  • be responsible for promoting the facility,
  • organization of calls for proposals every six months,
  • supporting an independent expert advisory panel in initial screening and shortlisting of stage one applicants,
  • supporting applicants in development of detailed innovation financing proposals,
  • linking applicants to other relevant funding sources
  • and accelerator/company builders, development of legal agreements with applicants selected for financing,
  • as well as monitoring, provision of ongoing technical and advisory support, and reporting on beneficiaries’ performance in the post approval phase.

Under Component 2 the firm will

  • Assist in the definition and management of a suitable platform for matching potential interns with organizations seeking short term engagement of graduates with specialized skills that may not be available within their organization.
  • In this regard, the firm will provide support to CARIRI in assisting in the assignment of interns and in the monitoring and reporting on results.

Clarification #2

Request:

  1. Could you offer more details of the type of information you would like to see from the Interested Consultant’s EOI submission?
  2. Would you like Interested Consultants to submit illustrative CVs / bios of staff that would perform the required services?
  3. Could you confirm if CARIRI is seeking no support for Component 3? If an Interested Consultant has the experience and relevant qualifications to Component 3 would be it appropriate to share in the EOI?
  4. Please confirm the EOIs should not include budget information during this stage.
  5. Can you provide an anticipated start date for the project?

Clarification:

Please click on the relevant request for clarification below to see our response.

Firstly, we expect that the consulting firm would be ‘bona fide’, in that it is legally constituted and registered in its place of domicile. Further, we would like to see the following:

  1. Description of the firm and its mandate;
  2. Capability of the firm as it relates to capacity building for innovation inclusive of facilitation and promotion of innovation project initiatives;
  3. Indication of relevant experience pertinent to the organization and execution/management of Calls for Proposals for innovation project  initiatives;
  4. Minimum of five (5) years experience managing innovation projects.

Not at this stage.

 Component 3 is not being addressed by this specific EOI.

Not at this stage.

The firm is expected to begin activities in June, 2021. 

Clarification #3

Request:

  1. Does CARIRI prefer to contract one (1) firm for both Component One (1) and  Two (2)?
  2. If an NGO which is a member-based organisation applies for this contract, can its members at a later stage submit applications as part of a Call for Proposals?
  3. We have not seen any template or format for the Expression of Interest. Is this an open format?
  4. We have not seen where on the website responses to questions have been posted.  Can a link be sent, please?

Clarification:

Please click on the relevant request for clarification below to see our response.

Yes, the firm will only assist with the activities in Component 2 not drive the activities.

Yes, the members of the NGO would be able to submit applications under a Call for Proposals; however, to guard against any possible conflict of interest, no individual who is involved in the day to day administrative and/or operational activities, or on the executive, of the firm, NGO or otherwise will be able to apply for funding. Relevant conflict of interest forms will be required from all parties.

 Yes, it is an open format

The responses are on the Expression of Interest tab, see link below
https://future.cariri.com/
 

Clarification #4

Clarification #4 consists of multiple queries and, therefore, multiple applicable responses. These are answered below in an inline format to preserve the original format of the submission and allow for easy consumption of the content.

Component 1

Part 1 -Structure

What is meant by ‘structure’? Please provide details as to what the Consultant will be required to deliver in this regard.

Clarification: the  Innovation Challenge Facility Management Firm “consultants” will be required to organise the activities under the relevant Component, including developing procedures, policies and milestones etc., to ensure that the programme is successful.


The details provided throughout the notice speak to the elements of ‘implement’ and ‘monitor.

Clarification: The Innovation Challenge Facility Management Firm “consultants” will be required to put into actions the approved activities and plans developed by the firm in consultation with CARIRI


The details suggest that the Consultant will be contracted after the Facility is already structured,

Clarification:  NO, the Innovation Challenge Facility Management Firm “consultants” will be involved in structuring and planning the Innovation challenge facility component.

Part II – “In collaboration with” vs “under the direction of” | “Implement” vs “Support”


  • ‘Collaboration’ suggests that the two parties are developing and implementing together

  • The word ‘direction’ suggests CARIRI is implementing, and the Consultant will need to seek approvals/direction from CARIRI on a day-to-day basis.

  • The word ‘support’ suggests that the day-to-day management of the Facility will actually be done by CARIRI

  •  In one area it states the Consultant will implement, in another that CARIRI will

  • Will CARIRI (for e.g) be receiving a request for information, applications and liaising with applicants, with the Consultant providing assistance?

    Clarification: No the Innovation Challenge Facility Management Firm  “consultants” will be responsible for making the “calls”, collecting information from applicants, receiving and screening applications and also liaising with applicants.


  • Or, will the Consultant be the Project Coordinator in full and responsible for the day-to-day management?

  •   In this case, the Consultant will be required to provide its own administrative resources and manage based on its own project plan (subject to CARIRI’s overall approval)

    Clarifiacation: CARIRI has overall responsible for the project under its contractual arrangements with the donor agencies, the Innovation Challenge Facility Management Firm “consultants” is required to plan, organise and implement the activities with the guidance and approval of CARIRI for Component 1. The firm is required to provide its own administrative support.


  • Can the ‘models’ and ‘lessons’ referenced be shared in advance for consideration of interest and later on, the development of a proposal?

    Clarification: Unfortunately no.

Part III – “Supporting the independent expert advisory panel in initial screening and shortlisting of stage one applicants”


Please clarify ‘support’ .

Clarification: the  Innovation Challenge Facility Management Firm “consultants” will provide information required by the panel to aid in its decision making with respect to the applicants.



Will the Consultant sit on the panel or simply expected to provide administrative assistance? .

Clarification: The Innovation Challenge Facility Management Firm “consultants” is not a member of the panel but may be required to attend meetings or deliberations of the panel to provide information to aid the panel in their decisions.

Part IV – “Linking applicants to relevant VC funds and accelerator/company builders”


Will the Consultant be required to attract partners (e.g. VCs, angel investors etc.) to the project.

Clarification: Yes

Part V – “Development of legal agreements”

Will CARIRI be providing access to Legal Counsel in this regard?

Clarification: CARIRIs legal counsel will be utilised where deemed necessary to do so.



Will the Consultant sit on the panel or simply expected to provide administrative assistance? .

Clarification: The cost will not be borne by the Innovation Challenge Facility Management Firm “consultants”.

Part VI – “Provision of ongoing technical and advisory support”

Can the Consultant leverage its own brand, networks and proprietary tools in the execution of the project?

Clarification: This will be subject to there being no conflict of interest and must be approved by CARIRI.

Part VII – “Promoting the facility”

    • Will CARIRI and the Consultant collaborate to develop a strategic communications plan for the Facility?

      Clarification: No, not to develop a plan, but the Innovation Challenge Facility Management Firm “consultants” will be required to assist with implementing the approved plan for promotion of the project.


    • Or, will the ‘multi-channel outreach program’ be ‘designed’ in advance by CARIRI only?

      Clarification: Yes, CARIRI and the donor agencies.


    • Will CARIRI’s ‘series of calls’ be in advance of or separate from the Consultant ‘promoting the Facility’?

      Clarification: The Innovation Challenge Facility Management Firm “consultants” is required to issue the series of calls.


    • If this is the case, the notice suggests that the Consultant will be required to either implement CARIRI’s plan, or develop a parallel campaign

      Clarification: Not develop but implement the plan.


    • If the latter, will the Consultant be required to utilise its own channels to promote?

      Clarification: While not the latter, the Innovation Challenge Facility Management Firm “consultants” would be expected to promote the plan already developed through its channels e.g. website.


    • How will integration of these plans occur?

      Clarification: n/a.


Part VII – “Calls and Timelines”

  • The Notice speaks to an initial year, which allows for two (2) calls, given one (1) is to be completed every six (6) months
    • Therefore, will one (1) in the first year be for “Inclusive Innovation Solutions”?

      Clarification: One IIS call will be done within the first 18 months of the project.

    • Will the multi-stakeholder engagement workshop, to develop criteria, be held prior to the Project?

      Clarification: No, all activities will be done within the project. The first activity in the project is to hire the Innovation Challenge Facility Management Firm “consultants”.

    • Either way, will the Consultant be required to have input in the above, or expected to only implement based on what was agreed?

      Clarification: The Innovation Challenge Facility Management Firm  “consultants” will be required to provide input into the MSEW.

    • Will, the Consultant be included in the development of the application process – in particular, the ‘small workshops and online forums?

      Clarification: The Innovation Challenge Facility Management Firm  “consultants” will be involved in this process.

Component 2

“Under Component 2 the firm will assist in the definition and management of a suitable platform for…” (pg. 2)


    • Further details of “definition and management” required.

      Clarification: the Innovation Challenge Facility Management Firm “consultants” will assist in the development of the specifications required for the ICT platform, as well as assist in the utilisation of the platform.

    • What are the expected deliverables of the Consultant?

      Clarification: The details will be included in the Terms of Reference.

    • Will the Consultant be required to develop, or manage the development of the platform?

      Clarification: The Innovation Challenge Facility Management Firm “consultants” will be required to assist with both.

Component 3


Would the Consultant be allowed to bid for this component?

Clarification:This component requires an individual consultant not a firm or organisation.

GENERAL CLARIFICATIONS

“The fund will finance innovation in goods, services and busines[s] models for applicants qualifying under each call.” (pg. 1)

 

“CARIRI intends to apply part of the project funding for consulting services to assist in the delivery of activities identified under Component 1 and 2.” (pg. 2)

 

“A maximum indicative budget of US $400,000 has been allocated for this consultancy for a period of 4 years.” (pg. 2)

 

“Estimated Duration of the Contract: an initial 12 months with an option to renew for an additional period of up to 36 months.” (pg. 2)

      • Please confirm that the indicative budget of $US400K is to be allocated for the Consultant’s fees and costs.

        Clarification: Is it expected to be allocated in equal tranches of $US100K per year (given the 4-year period stated)? A maximum of $US100K per year protracted over 12 months where required.

    • The statement that there is ‘an initial period of 12 months’ suggests that the project may be ended after the first year, although the scope requires a call every six (6) months and two (2) calls for ‘Inclusive Innovation Solutions’

      Clarification: the project is for four years, the initial contract for the Innovation Challenge Facility Management Firm “consultants” is for 12 months, renewals of the contract will be based on performance.

    • Will, the Consultant, be able to claim out-of-pocket expenses (e.g. hosting of workshops)?

      Clarification: No, this is included in the Innovation Challenge Facility Management Firm “consultants” fee. The firm is expected to utilise the fee provided for all services.

    • Is there a separate allocation for the ‘promotion’ of the project? If yes, what is the amount??

      Clarification: CARIRI will pay for any approved promotion directly to the external provider not to the Innovation Challenge Facility Management Firm “consultants”.

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