(CLOSED) Request for Proposal – Traceability and Transparency Tools Comparison

Introduction & Background

The Global Platform for Sustainable Natural Rubber (GPSNR) is an international multi-stakeholder, voluntary membership initiative seeking to lead improvements in the socioeconomic and environmental performance of the natural rubber value chain. Members of the platform include tire manufacturers, rubber producers and processors, vehicle makers and NGOs.

In December 2021, GPSNR members approved Reporting Requirements that would allow member companies to report on their progress implementing their commitments under the Policy Framework. With the approval of the reporting requirements, ordinary member companies shall report annually on the questions included in the Reporting Requirements for the member’s reporting category.

GPSNR members are required to submit data for the previous year according to the following reporting timelines:
• Category A and Category B: Industrial Producers or Processors and Traders of Raw Materials: on or before 30 June
• Category C: Manufacturers and Traders of Processed Material: on or before 30 September
• Category D: OEMs and End Users: on or before 31 December.

To support GPSNR members in fulfilling their obligations under the Reporting Requirements, the platform is calling for consultants to develop a systemic view of the reporting process, inclusive of developing supporting documents and reporting templates for members to facilitate reporting, and exploring the potential user interface and portal design for data submission to ease the integration and consolidation of reported information from various GPSNR member categories.

Reporting scope and materiality are topics for consultant’s review and suggestion based on the GPSNR reporting requirement.

The reporting process should cover the following scenarios (non-exhaustive list):
(i) tier-1 supplier is disclosed to GPSNR
(ii) tier-1 supplier is not disclosed to GPSNR
(iii) members with suppliers across different category groups that are not GPSNR members
(iv) members with external reports that may substantiate the GPSNR reporting requirement
(v) how the information is consolidated at GPSNR level at the end of each category reporting cycle

Figure below is taking one example of tire maker category member reporting on NR supply chain scope to illustrate the potential complexity of the reporting process.

The expected documents to be developed should include:

• A guidance document for each reporting category outlining the appropriate methodology and reporting format for each question, with reference to necessary definitions. One example of reporting segment that requires guidance is Policy Component 2.5 and 2.6 for member categories C and D.
• Standardized reporting templates which may utilize word documents, excel spreadsheets, or other appropriate reporting formats.

The documents developed should ensure that data can be consolidated easily across the supply chain with an understanding that the information will be passed downstream. Where appropriate, the requested data should align with data gathered by other reporting schemes to reduce the reporting burden (including, but not limited to, CDP, Ecovadis, ZSL SPOTT, GRI, FSC, PEFC, SNR-i).

The reporting user interface which includes ability for member to upload supporting evidence (e.g., documents, photos etc) and portal design should also enable easy intake by the Secretariat for data analysis, verification and reporting. The ability to design integration with Salesforce is a plus.

Submission Guidelines & Requirements

The following submission guidelines & requirements apply to this Request for Proposal:

1. Proposals will only be accepted from individuals or firms with experience relevant to this project.
2. Examples of previous relevant work should be provided as well.
3. A technical proposal must be provided that should be around 6 pages in length. This technical proposal must provide an overview of the proposed methodology as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.
4. A price proposal must be provided that is not more than 1 page. This price proposal should indicate the overall fixed price for the project as well as daily rates and an estimated total number of days.
5. Proposals must be signed by a representative that is authorized to commit bidder’s company.
6. Proposals must be received prior to 14th of March to be considered. Proposals should be submitted to stefano.savi@gpsnr.org and aidan@gpsnr.org for consideration.
7. GPSNR anticipates shortlisting at least two individuals or firms to have more in-depth discussions with, and will make an award to one of these “down-selected” individuals or firms.

Project Timelines

The Request for Proposal timeline is as follows:

Request for Proposal Issuance	4 Mar 2022
Proposal submitted by consultant to stefano.savi@gpsnr.org	14 Mar 2022
Selection of Consultant / Notification to Unsuccessful Bidders	18 Mar 2022
Contract Award	22 Mar 2022
Work to commence no later than	23 Mar 2022
Specific work-plan agreed upon with GPSNR’s Policy Toolbox Working Group (WG1)	24 Mar 2022
1st deliverable: first draft of guidance on GPSNR Reporting Requirement content and reporting template for PPTs (category A & B), both GPSNR and non-GPSNR.	18 Apr 2022
Final draft of guidance on content for PPTs	25 Apr 2022
2nd deliverable: first draft of guidance on GPSNR Reporting Requirement and reporting template for category C & D, both GPSNR and non-GPSNR.	13 May 2022
Final draft of guidance on content for category C & D	20 May 2022
3rd deliverable: first draft proposal for a streamline reporting process, user interface and portal design to integrate and consolidate the reporting information from all GPSNR member categories	24 Jun 2022
The final draft proposal submitted to WG1	7 Jul 2022

Budget

The Platform is anticipating that a total budget of no more than 30,000 SGD. If the consultant deems that travel plans are required to execute this project, these should be included in the proposal (along with any additional budgetary requirements).

Payment terms shall be:

●       20% at the signing of the contract
●       30% at the midpoint date to be agreed upon and memorialized in the contract based on the submitted work plan
●       50% on delivery of the final report

Evaluation Factors

GPSNR will rate proposals based on the following factors, with cost being the most important factor:

1. Cost
2. Responsiveness to the requirements set forth in this Request for Proposals
3. Relevant past performance/experience
4. Technical expertise/experience of bidder and bidder’s staff
5. The ability to collect relevant information at the global and local level

GPSNR reserves the right to award to the bidder that presents the best value to GPSNR as determined solely by GPSNR in its absolute discretion.

Introduction & Background

The Global Platform for Sustainable Natural Rubber (GPSNR), is an international, multi-Stakeholder, voluntary membership initiative seeking to lead improvements in the socioeconomic and environmental performance of the natural rubber value chain. Development of the GPSNR was initiated by the CEOs of the World Business Council for Sustainable Development (WBCSD) Tire Industry Project (TIP) in 2018. Members of the platform include tire manufacturers, rubber suppliers and processors, vehicle makers, smallholder rubber growers, and NGOs. Representatives from each of these stakeholder groups have contributed to the development of the Singapore-based platform and the wide-reaching set of priorities that will define GPSNR strategies and objectives.

Through a process led by the Policy Toolbox and Implementation Guidance Working Group (WG1), the General Assembly approved a Policy Framework in September 2020 that outlines the specific commitments to sustainable natural rubber that GPSNR company members must include in their public policies or other relevant documents.  GPSNR ordinary member companies are required to create new or update existing policies to align with the Policy Framework by March 2021 (companies will have a possibility to request an extension provided they can demonstrate progress in developing or updating their policies).  A process is currently underway to develop Implementation Guidance for companies to deliver on their commitments as outlined in the Policy Framework.  Reporting Requirements (RRs) are also to be developed as part of the GPSNR assurance model (currently in draft form).  The RRs will vary depending on where a member company sits within the natural rubber supply chain, so this work will be organized by the following stakeholder categories:  1) natural rubber producers, processors and traders (this stakeholder category will develop RRs for growers, traders of raw materials, processors, traders of processed material) 2) tire makers and other natural rubber product manufacturers; and 3) auto makers and other end users. 

GPSNR seeks a fixed-term consultancy to facilitate the development of the RRs per the stakeholder category.  In 2020, WG1 drafted Baseline Reporting Requirements (BRRs) that were intended to offer a framework for companies to evaluate where they were on their sustainability journey.   Following on feedback from the Executive Committee (EC) in early 2021, the WG decided that the BRRs, with specific modifications, could be converted to become the first year RRs.  A necessary next step is to align the BRRs with other global reporting schemes that members report into, such as ZSL Spott, Global Reporting Initiative (GRI), CDP Forests, and Ecovadis.  The consultant will identify where GPSNR requirements are similar and will align wherever possible.  The Consultant will also specify the connection between specific reporting metrics and specific components of the policy framework.  The Consultant will work with the appropriate focus groups to further incorporate member feedback into the design of the RRs for each stakeholder category.  The consultant will also coordinate with the consultant(s) hired to facilitate the development of the Implementation Guidance to ensure alignment among the Implementation Guidance and RRs.

Once the focus groups approve the RRs, they will go to the broader WG1 for approval, then on to the EC for review/approval, and the General Assembly will vote to adopt the RRs in September 2021.

The Engagement

The Consultant is to develop draft RRs based on the Policy Framework, GPSNR BRRs and Implementation Guidance and through the review of existing reporting schemes (e.g., ZSL Spott, CDP Forests, GRI, Ecovadis) in an effort to seek alignment.

The Consultant will facilitate engagement with specific focus groups and the broader WG1 to further develop the RRs for the following categories:

• Growers
• Traders of raw material
• Processors
• Traders of processed material
• Tire makers and other rubber product manufacturers, and
• Car makers and other end users.

Terms

• The engagement shall begin 22 March 2021 and the deliverables shall be delivered in their final form no later than 15 June 2021
  • Interim dates for draft submission and review shall be developed and mutually agreed upon with the Secretariat and WG1 Co-chairs at the time of the engagement.

• The Consultant shall review relevant GPSNR documents (e.g, Policy Framework, draft assurance model design, BRRs, etc.) and conduct a series of interviews with members and other stakeholders to fill any information gaps and to develop a strong understanding of the priorities and needs of the Natural Rubber Industry and Supply Chain members.  This shall, of course, include examination of the opinions and realities of the smallholder growers as well as larger entities.

• The consultant should have deep understanding and documented experience in:
  • Understanding of sustainability reporting initiatives, particularly those for other deforestation-risk commodities
  • Understanding of the natural rubber industry or other similar forest commodities
  • Understanding of multi-stakeholder initiatives for sustainability
  • Understanding of antitrust regulations and its relevance vis a vis multi stakeholder initiatives
  • Group facilitation/consultation processes

Tasks

• Review GPSNR Policy Framework, Baseline Reporting Requirements and key sustainability reporting schemes to inform development of Reporting Requirements for each of the six stakeholder categories.
• Facilitate consultation processes with relevant stakeholder focus groups to further flesh out Reporting Requirements.
• Regular contact and updating of both the broader Working Group and its Co-chairs and the Secretariat will be required.

Necessary Competencies

GPSNR will award a contract to a consultant based on:

1. The applicant’s level of experience and proven depth of knowledge on relevant sustainability frameworks/reporting schemes
2. Value for money
3. The Secretariat’s and Working Group Co-chairs’ assessment of the viability of the consultant’s ability to complete the deliverables to a high standard.

Submission Guidelines & Requirements

The following submission guidelines & requirements apply to this Request for Proposal:

1. Proposals will only be accepted from individuals or firms with experience relevant to this project.
2. Examples of previous relevant work should be provided as well
3. A technical proposal must be provided that is not more than 3 pages. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.
4. A price proposal must be provided that is not more than 1 page. This price proposal should indicate the overall fixed price for the project as well as daily rates and an estimated total number of days.
5. Proposals must be signed by a representative that is authorized to commit bidder’s company.
6. Proposals must be received prior to 12 March 2021 to be considered. Proposals should be submitted to aidan@gpsnr.org and stefano.savi@gpsnr.org for consideration.
7. GPSNR anticipates shortlisting at least two individuals or firms with which to have more in-depth discussions and will make an award to one of these short-listed individuals or firms.
8. Applicants can obtain a copy of the BRRs by sending a request to aidan@gpsnr.org
9. GPSNR reserves the right to amend the scope of this RFP in order to get the most suitable consultant.

RFP & Project Timelines

The Request for Proposal timeline is as follows:

Proposal submitted by consultant to GPSNR	12/03/2021
Selection of Top Bidders / Notification to Unsuccessful Bidders	19/03/2021
Contract Award / Notification to Unsuccessful Bidders	22/03/2021
Work to commence no later than	29/03/2021
Need-date for project completion	15/06/2021

Budget

The Platform is anticipating that a total budget of no more than 10,000 Singapore Dollars (SGD) be allocated to this engagement.    
Payment terms shall be:

• 20% at the signing of the contract
• 30% at the midpoint date to be agreed upon and memorialized in the contract based on the submitted work plan
• 50% on delivery of the final report

Evaluation Factors

GPSNR will rate proposals based on the following factors:

1. Responsiveness to the requirements set forth in this Request for Proposals
2. Relevant past performance / experience and / or any samples of past work
3. Cost, including an assessment of total cost of ownership.
4. Technical expertise/experience of bidder and the bidder’s staff

GPSNR reserves the right to award to the bidder that presents the best value to GPSNR as determined solely by GPSNR in its absolute discretion.