Document Release Date : 8th Feb 2023
Last Date for Receipt of proposals : 22nd Feb 2023
Time : 11.00Hrs
Tender Number : ICHAPREQ01918
Submission Method : Email to – email@example.com
Tender Opening Venue and Time : Teams link to be shared to registered consultants
Provision of Remote Pilot License (RPL) training.
1. Summary of the Training Services
1.1. Purpose: The main purpose is to is to empower KRCS staff with remote piloting skills which will contribute towards capacity building the current Remote Pilot Air Systems (RPAS) unit. Also, since the regulations were published by KCAA in 2021, the already trained staff that are part of the RPAS unit, need to convert their current licenses.
1.2. Duration: 5-8 days tentative based on proposed curriculum.
1.3. Estimated Dates: 27th Feb – 8th March 2023
1.4. Participants: KRCS HQ & Region Staff.
1.5. Deliverables: Training curriculum, schedule, materials, facilitation and training report.
1.6. Methodology: Skill based delivery approach.
2. Background Information
Kenya Red Cross Society (KRCS) is a leading humanitarian organization sustainably promoting the wellbeing, health and resilience of communities in Kenya. The KRCS was established on 21 December 1965 through the Kenya Red Cross Society Act. (Chapter 256 Laws of Kenya).
The Kenya Red Cross Society (KRCS) and the International Centre for Humanitarian Affairs (ICHA) have invested in developing and rolling out a best-in-class, compliant, sustainable and localized UAV operations unit within the Society to improve the impact in humanitarian emergency response and long-term community development.
3. Training Purpose, Scope & Deliverables
The KRCS RPAS project seeks to strengthen internal capacity on the arising need of efficient and effective emergency response as well as the need to provide communities with accurate and reliable information that can reduce risk exposure to disasters.
The use cases for the RPAS project are: Search and Rescue, mapping and data collection through imagery and eventually, emergency medical deliveries.
The main purpose is to is to empower KRCS staff with remote piloting skills which will contribute towards capacity building the current Remote Pilot Air Systems (RPAS) unit. Also, since the regulations were published by KCAA in 2021, the already trained staff that are part of the RPAS unit, need to convert their current licenses according to local regulations. The previous team were trained on Transport Canada standards by Altohelix Corporation in 2019. There is also a need to capacity build more in house staff to broaden the team and especially cascade these skills into the KRCS regions.
3.2. Broad Objective
The broad objective is to impart skills and knowledge to KRCS staff and the current RPAS unit on remote piloting skills and conversion of current licenses for the already trained staff.
3.3. Specific Objectives:
- To equip staff with remote pilot of UAV skills
- To train staff on the theory of flight
- To train staff on the current KRCS Standard Operation Procedures
- To train staff on radio telephony for communication while on mission
- To train staff on the general application of UAVs directly to KRCS use cases and programming
- To train staff on navigation of UAVs
- To train staff on practicals – field operations
3.4. Scope of Work:
The Facilitator/consultant will adhere to the following guides as scope of the intended activity unless otherwise discussed and agreed with KRCS.
3.4.1. Training Period: 27th Feb – 8th March 2023 (8 days)
3.4.2. Target groups: KRCS HQ & Region Staff.
3.4.3. Deliverables/Expected Outputs:
18.104.22.168. A technical response to the Terms of Reference detailing training scope, objectives, content, duration, lesson plan, mode of delivery.
22.214.171.124. Financial response that includes the training facilitation cost, any training materials and the training venue. KRCS will cover the trainees logistical cost to and from the training venue.
126.96.36.199. Initial discussions with the consultant on the overall training.
188.8.131.52. An inception report/concept that provide a comprehensive training course and all materials expected for effective delivery.
184.108.40.206. Facilitation for the entire period as agreed with KRCS team.
220.127.116.11. Submission of all training materials tools and detailed training report to KRCS team.
18.104.22.168. Medical examinations to all participants
22.214.171.124. Certificates to all participants.
4. Training Methodology Approaches
The KRCS highly recommend that the training consultant considers effective approaches and design that responds to the training objectives and scope of this assignment. However, any additional and effective innovative approaches may be recommended to meet the training requirements for the activity as agreed with KRCS team. Most importantly, have an in class training for theory and grounds school for practicals
5. Consultant Qualifications and Experience
For the purposes of this training, consultant should have extensive experience and knowledge in Remotely-Piloted Aircraft Systems. In addition, the training consultant should possess the following:
1. Should be an approved Unmanned Aircraft Systems Training Organization (UTO) licensed and certified by the Kenya Civil Aviation Authority (KCAA) for drone training
2. Should have been actively training for 12 months minimum
3. Should have trained at least 3 humanitarian organizations/NGOs
4. Should propose trainers that have RPLs
6. Management of Training
6.1. Duration: The entire training will take 5-8 days from inception phase, in class training, practicals and and reporting.
6.2.1. Training report should be submitted in soft copy 3 days after the training is completed this is inclusive of any exam results
6.2.2. Submission of appropriate training curriculum, training approaches and schedule.
6.2.3. Final Training Report and all training materials.
6.2.4. Should include a medical examination for each trainee as required by the KCAA
6.3. Roles of KRCS Team: The role of the KRCS team is envisaged but not limited to the following:
6.3.1. Development and finalization of the Training Terms of reference.
6.3.2. Procure the consultant and provide logistical support during the training process.
6.3.3. Make funds available to the consulting team as per the contract document.
6.4. Role of the Consultant: The consultant will consult with KRCS in undertaking the following:
6.4.1. Respond to the TOR with clear methodology, work plan and budget.
6.4.2. Design the Training methodology, curriculum and tools.
6.4.3. Development of inception report.
6.4.4. Provide a training venue for KRCS trainees for both the in class and grounds school training
6.4.5. Conduct the Training to KRCS Team as per the scope
6.4.6. Develop and Share Training report with KRCS.
6.4.7. Should facilitate the medical examination during the training period
7. Submission of proposal
The bidders MUST provide a technical and financial proposal in two separate folders clearly marked “Technical Proposal + Name of the firm/consultant” and “Financial Proposal + Name of the firm/consultant” with the subject: “Tender No. ICHAPREQ01918 – Call for proposals for Consultancy for Provision of Remote Pilot License (RPL) Training for Kenya Red Cross Society”.
The Proposal should be sent on mail to reach firstname.lastname@example.org by 22nd February 2023 at 11:00 am
The tender documents must conform to the attached annexes.
ANNEX 1: TECHNICAL RESPONSE
- Introduction/Background: Understanding of the Remotely-Piloted Aircraft Systems concepts and consultancy background (context and requirements for training services**) <Max 2 pages>.**
- Proposed curriculum, training and mode of delivery: Description of the intended training module, scope, objectives, expected training outcomes, duration and expected delivery approach <Max 3 pages>.
- Consultant Experience: Description of previous assignments of similar nature (Table of: Name of organization, name of assignment, duration of assignment (dates), reference person contacts) <Max 2 pages>.
- Detailed CV of the consultant(s). <Max 4 page>.
- Lesson plan: Highlighting time table for the training <Max 2 page>.
ANNEX 2: BUDGET TEMPLATE
The consultant shall only quote for the items below as KRCS will manage all other related costs.
# of Units
Unit Cost (Ksh.)
Total Cost (Ksh.)
Justification of Unit cost
Consultancy Fee (Daily)
ANNEX 3: TENDER EVALUATION CRITERIA
A three-stage evaluation procedure will be used to evaluate all proposals from bidders that meet the administrative compliance. The total number of points which each bidder may obtain for its proposal is:
3.1 Eligibility compliance Pass (Above 80%)
3.2 Technical Proposal 90%
3.3 Financial Proposal 10%
3.1 Eligibility Criteria
The applicant must have no history of legal proceedings related to fraud or corruption. The applicant must have the following:
3.1.1 PIN certificate,
3.1.2 Tax compliance certificate
3.1.3 Certificate of incorporation (applicable for firms)
Note: Only applications meeting all the above eligibility requirement will move to the next tender evaluation.
3.2 Evaluation of the Technical Proposal
The technical response shall be evaluated on the basis of its responsiveness to the Terms of Reference. Any consultant with at least a score of 70% from the technical and oral evaluation (or as recommended by the EMT based on technical capacity to undertake the assignment), will proceed and invited for the next stage.
3.3 Financial Proposal Evaluation
The Financial Proposal shall be prepared in accordance to Annex 2. The maximum number of points (10 points) will be allocated to the lowest financial quotation and the other Financial Proposals will receive points in an inverse proportion according to the below formula:
Points for the Financial Proposal being evaluated
(Maximum number of points for the financial proposal) x (Lowest price)
Price of proposal being evaluated
Final Scores and Recommendation
The bidder with the highest score at the financial stage will be recommended for the award by the EMT.
How to apply
Bids should reach email@example.com on or before 22nd February 2023 at 11.00 am. Bids received after the above-specified date and time shall not be considered.
Any bid received by KRCS after this deadline will be rejected.
Bidders should provide a technical and financial proposal in two separate folders clearly Marked “Technical Proposal + Name of consultant” and “Financial Proposal + Name of consultant” both of which should then be sent to firstname.lastname@example.org with the subject reading “Tender No. ICHAPREQ01918 – Call for proposals for Consultancy for Provision of Remote Pilot License (RPL) Training for Kenya Red Cross Society”.
The Proposal should be addressed as indicated above to reach the under signed by 22nd February 2023 at 11.00 a.m. for the tender to be opened at 12.00 noon:
Any bid received by KRCS after this deadline will be rejected.
All those tenderers who download the document will be required to send a mail to email@example.com for the purpose of receiving any amendments or additional information and log in details for the tender opening meeting.
Cost Structure and non-escalation
The bidder shall, in their offer (Financial Proposal), detail the proposed costs as per the template provided above.
No price escalation under this contract shall be allowed. KRCS shall not compensate any bidder for costs incurred in the preparation and submission of this RFP, and in any subsequent pre-contract process.