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Annex A – Project Description

The Food Fortification Programme is a 5-year program (to be concluded in Jan 2021) funded by UK Department for International Development (DFID) and being implemented by Mott MacDonald and the Nutrition International. The overall objective of the programme is to contribute to improved nutritional status of the people of Pakistan, particularly women and children. For this FFP is working to sustainably improve availability and consumption of the fortified wheat flour with iron, folic acid, zinc and vitamin B12 and edible oil/ghee with vitamin A & D in Pakistan.

The programme is being implemented in close collaboration with key government departments at national and provincial levels and the industry associations such as the Pakistan Flour Mills Association (PFMA) and Pakistan Vanaspati Manufacturers Association (PVMA).  The FFP will provide technical support to the industry to adequately fortify wheat flour and edible oil/ghee, assist government departments to improve the food fortification regulatory system, undertake consumer awareness raising activities and conduct research to generate evidence to inform relevant policies and practices to combat micronutrient deficiencies in Pakistan. 

Objective of the Assignment:

The Food Fortification Programme intends to hire the services of a financial management firm to facilitate reimbursement of the subsidy to the wheat flour and edible oil/ghee mills in accordance with the adequacy of fortification determined through set criteria. Based on the information provided by FFP, the firm will enrol each wheat flour and edible oil/ghee mill for two years (six semesters) and will reimburse subsidy on FFP sliding scale mechanism changing every semester (six months).

Responsibilities / Tasks to be accomplished:

The specific tasks and responsibilities will include following;

  •  Reimbursement of the subsidy to the wheat flour and edible oil/ghee mills based on already established Standard Operating Procedures (SOPs) in close collaboration with FFP;
  • Liaise with the FFP’s National Programme Managers (Wheat/Flour & Edible Oil/Ghee) and Senior Finance Officer to receive information on monthly productions data, subsidy documents from provincial offices and final subsidy amounts for each mill determined on the basis of FFP subsidy reimbursement criteria;
  • Release subsidy payments to the wheat flour and edible oil/ghee mills in the FFP programme districts on a mutually agreed interval through a crossed cheque on the basis of sliding scale mechanism changing every semester (six months) and as per FFP subsidy reimbursement criteria on monthly basis;
  • Maintain details pertaining to mill wise monthly production data for both wheat/flour and edible oil/ghee mills, monthly subsidy payment and calculation data.
  • Maintain cheque receipt acknowledgement (obtained & shared by each Food Fortification Facilitator) with every subsidy document for each mill, for keeping track of payment received by each wheat/flour and edible oil/ghee;
  • Ensure that cheque receipt acknowledgements are obtained and filed for each subsidy paid.
  • Enrol all wheat flour and edible oil/ghee mills in the FFP programme districts and make subsidy payment on a sliding scale mechanism changing every semester (six months) for a maximum period of two years;
  • Ensure that all mills receive subsidy for a maximum period of two-years and track a record to withdraw the subsidy after completion of two-year subsidy term;
  • Maintain hands on information related to subsidy payments for ready access of FFP team.
  • Prepare regular reports of the subsidy payments and maintain record for at least six years after the subsidy is over;
  • Sign a confidentiality agreement with FFP to ensure that the information pertaining to the third-party test results and subsidy paid to each mill will be kept confidential;
  • Declare any potential conflict of interest with FFP and/or the subsidy recipient mills;
  • Nominate separate focal points for wheat flour and edible oil/ghee for regular communication and reporting to the relevant national and provincial managers.  
  • To facilitate FFP team and provide necessary and timely information as per requests/queries.
  • A signed Conflict of Interest (COI) and Confidentiality Agreement.
  • The firm will manage an estimated PKR 297 million worth of Wheat/Flour and Edible Oil/Ghee subsidy for period up to Jan 2021.

Deliverables:

  • Monthly reports for Production Data & the amount of the subsidy released to the qualifying Wheat/Flour and Edible Oil/Ghee Mills;
  • Submission of approved Edible Oil/Ghee and Wheat/Flour Subsidy Invoices separately as per set format to FFP by 5th of every month.

Timeline:

The operational timelines will start from the date of signing of the contract. The duration of the contract initial contract will be for 16 months which may be extended based on the satisfactory performance.

Reporting:

The subsidy management firm will report to the Technical Director, Food Fortification Programme and will work closely with National Program Managers and Senior Finance Officer for day to day tasks.  

Eligibility Criteria:

  • The firm must be registered as a private sector financial management organization with a recognized government department/regulatory body for at least five years;
  • The firm must have experience of managing similar tasks for development sector projects/programmes for at least two years and have an annual financial turnover of more than PKR 10 million in any of the last 5 years
  • To avoid any conflict of interest, the firms operated/managed/engaged by the FFP subsidy beneficiary mills will not be eligible to apply. 

Activity

Date Required

RFP available for distribution

August 7, 2019       

Deadline for Receipt of Questions

August 19, 2019

Closing Date and Time

August 24, 2019 & 12:00 PM Ottawa EST

Evaluation Process Completion

September 4, 2019

Recommendation and Selection

September 9, 2019

Notification to Bidders

September 11, 2019

Projected Contract Award Date

September 18, 2019

For more details please follow below link.

http://ffp-pakistan.org/rfp-for-hiring-of-subsidy-management-firm/