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ICVB RFP Questions from Applicants

Question 1- Individual Conflict of Interest

I fear I am effectively excluded from this possible contract, as page 7 of the RFP reads:
"No organization or individuals with previous involvement with the certification studies conducted by the respective governments is eligible to apply or work under this contract award. Any potential for conflict of interest must be presented and is subject to disqualification from the competitive process. Failure to disclose a conflict of interest that is later determined to exist will result in permanent exclusion from any future awards from the ICVB and possible termination of any then existing Contract Agreement."
 
Would this also apply to the institution I work for and/or am affiliated with?
 
Answer to Question 1- Individual Conflict of Interest

An organization that faces this issue must declare the conflicted parties it employs in the proposal.   Additionally, each conflicted party must sign and submit (with the proposal) the Recusal Statement. Ou en français le Convention de Récusation.

Question 2 - Response Scope of Verification

To our (Organization's) understanding, the two certification pilots were conducted last year, and this year (this fall?) the full scale certification surveys will be performed. If so, will this first period of the verification efforts primarily assess the way the pilots were conducted and presented, and then supervise the full scale survey, or will it also relate to the actual full scale survey? The time period suggested (April - September) leaves little time to work directly with the full scale survey. Please clarify.

Answer 2 - Response Scope of Verification

While the scope of the Verification work as stated in the RFP relates to the Pilot Surveys, all respondents should be advised the eventual Scope of Work for this project will include a focus on the most recently completed surveys. Verification activities will include both the Pilot Surveys and the most recent Surveys (conducted by the governments of Ghana and Côte d'Ivoire), with an emphasis on the most recent surveys.

The International Cocoa Verification Board will take this expanded scope into account when estimating the budget. Respondents are not required to scale up their budget at the present time.   This expansion of activities will be discussed during the contract negotiation phase with the selected verifier(s). A revised budget will be negotiated accordingly.

Background:

In Ghana, an initial pilot was conducted during November and December of 2006.   This data was presented and posted publicly in April of 2007.   The learnings from this pilot were absorbed and a second survey was conducted in November and December of 2007.   Data from this most recent survey is now being analyzed and the report should be publicly released in May / June of 2008.

In Côte d'Ivoire, an initial pilot survey was conducted from May through July of 2007.   This was publicly released in November of 2007.   A second survey, based on learnings from the pilot survey was conducted from November of 2007 through February of 2008.   The field work is now complete and data analysis is underway.   The public report (of the most recent survey) is expected to be released no later than June of 2008.

Verification reports are due by the June 30 th , 2008, as stated in the Harkin - Engel Protocol.

It should be noted that in each country, the second survey is larger than a pilot in that it covers an area within each cocoa sector that represents the production of at least 50% of the cocoa output of each country - and in each country it is expected that the coverage is greater than the 50%.

As the undertaking of all of the certification survey is the responsibility of sovereign governments, Verifiers are not expected to provide oversight or supervision of any aspect of the surveys but to provide inputs that will strengthen the surveys and the certification process. Verifiers are expected to complete a full evaluation of previous survey work with meaningful critiques and suggestions within the April to September time frame. Additional refinements to these timelines will occur during the contract negotiations.

Question 3 - Submission of Applicant's Most Recent Audit

The RFP states that applicants must submit their most recent audit.   Does the ICVB want applicant's audit report or the actual statements? 

Answer 3 - Submission of Applicant's Most Recent Audit

Please submit your audit report.

Question 4 - Reporting Office

Is the ICVB Secretariat (which is located in is located in Amherst, MA) where verifiers will be reporting to?   If verifiers wanted to start the project with a consultative meeting with board representatives, where would that need to take place?

Answer 4 - Reporting Office

Once the ICVB Technical Subcommittee receives and reviews all proposals, they will shortlist up to three applicants.   Shortlisted applicants will be asked to present at the ICVB meeting in London on April 3-5, 2008.   The ICVB will cover the cost of travel to this meeting for up to two (2) representatives of each applicant. Representatives of the selected verifier(s) will be asked to stay through Saturday when there will be an orientation and work day with the ICVB members. Verifier(s) will report to the ICVB who will manage and oversee their work. ICVB secretariat, which is located in Amherst, MA (in the Eastern Standard Time Zone), will likely be where all work is submitted and processed.