MINISTRY OF MINING, BLUE ECONOMY AND MARITIME AFFAIRS TENDER AUGUST 2023 

STATE DEPARTMENT FOR MINING 

EXPRESSION OF INTEREST (EOI) 

CONSULTANCY TO DEVELOP A STRATEGIC PLAN 2023-2027 FOR THE STATE DEPARTMENT FOR MINING

TENDER NO. MMBE & MA/SDM/EOI/002/2023-2024 

Background

The State Department for Mining was established by the Presidential Executive Order No. 1 of 2023 issued in January 2023, within the Min­istry of Mining, Blue Economy and Maritime Affairs. The Department is mandated with the provision of leadership in the management and regulation of the Mining sector. This includes development and im­plementation of mining policies, programmes and projects, creating a favorable legal and regulatory environment for investments and build­ing capacity among others. The mineral resources sector is one of the priority sectors under the Economic Pillar of the Kenya Vision 2030, the Bottom-up Economic Transformation Agenda “BETA” and is among Kenya’s foremost sectors and frontier earmarked for Foreign Direct In­vestment (FDI).

In order to effectively deliver on providing leadership in the manage­ment of the mining sector, the State Department recognizes the need to develop a Five-Year Strategic Plan ,2023-2027 to affirm its Vision and Mission. Further, the National Treasury and Planning, State Department for Planning has issued guidelines on preparation of the 5th Genera­tion of Strategic Plans.

Purpose of the Consultancy:

The main aim of the consultancy service is to develop a Strategic Plan for the State Department for Mining covering the entire mining eco-sys­tem. In developing the Strategic Plan, the consultancy shall align the Plan with the Revised Guidelines for Preparation of the Fifth-Genera­tion Strategic Plans for Ministries, Agencies, Counties, Constitutional Commissions and Independent Offices issued by the State Department for Economic Planning in June 2023. The consultancy shall further re­view elements of the 2018-2022 Ministerial Strategic Plan that apper­tain to the State Department for Mining and undertake a directional analysis for the State Department. Further, the consultant is expected to take into account process ownership and stakeholder engagement as stipulated in the Statutory Instruments Act, 2025. The substantive outcome of the consultancy is a five-year Strategic Plan for the period 2023-2027.

Scope of Work:

The preparation of the Strategic Plan shall abide with the steps out­lined in Section Two (2) of the Revised Guidelines for Preparation of the Fifth-Generation Strategic Plans for Ministries, Agencies, Counties, Constitutional Commissions and Independent Offices. The Plan will further be structured along the eight (8) chapters as depicted in section three (3) of the Revised Guidelines. The consultant will be expected to draw from best practices on governmental strategic planning.

Specific Tasks:

In the development of the Strategic Plan 2023-2027, the Consultant is expected to:

  1. i)Develop a roadmap and/or action plan for the development of the Plan;
  2. ii)Develop a strategic framework for developing the Strategic Plan in line with Step Two (2) of section two (2) of the Revised Guide­lines;

iii)   Undertake a desk review of documents relevant to an under­standing of the mandate, legal framework and context of the State Department and the current state of the mining sector in Kenya;

  1. iv)Undertake a thorough analysis of the State Department’s internal and external environment, including strengths, weaknesses, op­portunities, and threats;
  2. v)Undertake a comprehensive stakeholder analysis;
  3. vi)Develop a compelling vision that articulates the desired future state and a mission statement that reflects the State Department’s mandate;

vii)  Identify strategic issues emerging out of the situational and stake­holder analyses;

viii) Develop specific, measurable, achievable, relevant, and time- bound (SMART) goals and objectives aligned with the vision and mission;

  1. ix)Develop strategic initiatives and action plans to achieve the estab­lished goals and objectives that are aligned with Kenya’s Vision 2030, MTP IV and the Bottom-up Economic Transformation Agen­da “BETA”;
  2. x)Develop an implementation and coordination framework for the Strategic Plan including a comprehensive Risk Management Framework;
  3. xi)Identify resource requirements and mobilization strategies for ef­fective implementation of the Strategic Plan;

xii)  Establishing clear responsibilities, timelines, and performance in­dicators to monitor progress.

Deliverables and Timelines

  Deliverables Description Timeline
1. Inception

Report

 Present a work-plan that outlines the scope, objectives, timelines, and key stakeholders that will be involved in the strategic planning process 1 week
2. Draft Strategic Plan Present a draft strategic plan to internal and external stakeholders for validation 4 weeks
3. Validated Draft Strategic Plan Incorporate comments, suggestions and concerns raised during the validation process 1 week
4. Advanced Draft Strategic Plan Present an Advanced Draft strategic plan for final perusal and consid­eration 1 week
5. Final Plan (2023-2027) Present the Final Strategic Plan. The document should be clear, concise, and visually appealing. 1 week

The consultancy shall be for a period not longer than two months.

Remuneration

Deliverable Payment
Delivery and acceptance of the Work Plan and Inception Report 20%
Delivery and acceptance of a satisfactory Draft Strategic Plan following Internal and External Stakeholders and based on the terms of reference 40%
Delivery and acceptance of the final Strategic Plan including 250 Hard Copies in a format approved by the State Depart­ment 40%

xiii) Establish a monitoring and evaluation framework to track prog­ress, measure performance, and assess the impact of the strategic plan;

xiv) Develop a communication strategy to effectively communicate the strategic plan to internal and external stakeholders;

  1. xv)Prepare a comprehensive and well-structured strategic plan doc­ument that incorporates all the elements mentioned above. The document should be clear, concise and visually appealing.

Methodology:

The consultant shall review relevant literature, obtain disaggregated data, undertake interviews, workshops, and conduct field visits where necessary. During the whole process, the consultant shall work closely with the State Department’s Committee on the Development of the 2023-2027 Strategic Plan.

All validation workshops will be organized by the State Department for Mining in consultation with the consultant upon receipt of Draft Report(s). All reports must be submitted in electronic form with one hard copy of inception and interim reports, 250 hard bound copies of draft and final Strategic Plan. Copies of the Final Plan will be published on A4 full color cover and text on matt art 115 GSM paper which are properly bound.

Assignment Timeframe:

The assignment will be undertaken in 2 months. A work plan including the estimated man-hours for personnel involved will be expected from the Consultant prior to commencing of the assignment.

Implementation arrangements:

The Consultant/Firm shall make own arrangements for carrying out its services, including production of documents, printing and reproduction of all reports. The State Department shall facilitate/organize meetings with other relevant organizations/stakeholders. In addition, the State Department will provide existing documentation regarding the as­signment including provision of introductory letters as necessary. The Consultant will however be responsible for obtaining all the necessary public information required to perform the tasks included in this TORs.

Consulting Service Requirements

The key members of the Consultant’s team shall not change throughout the duration of the contract with the State Department. Any staff chang­es will require approval from the State Department. It is expected that the work would be conducted both in the consultant’s premises and no office space shall be provided by the State Department.

Eligibility and qualification of bidders

The State Department for Mining is seeking for the services of a profes­sional or a consultancy firm to develop a five-year strategic plan. The firm/individual must possess the following:

  1. i)Demonstrable record of accomplishment of success in formu­lation of Strategic Plans and in delivering similar assignments preferably in the Public Sector.
  2. ii)Provide evidence of relevant projects successfully completed, clearly indicating the year undertaken, the ministry or organiza­tion and the name of the client. Evidence of acceptance of past works by the client is necessary;

iii)   Excellent organizational and communication skills, ability to pri­oritize and work with minimum supervision;

  1. iv)Possess knowledge in the general social, economic and political environment that influences the mining sector; and
  2. v)Understanding of participatory approaches to management and operations.

Shortlisting of bidders shall be based on the following criteria:

  1. i)Qualifications of Key personnel;
  2. ii)Firms’ Specific Experience;

iii)   Methodology proposed including key deliverables;

  1. iv)A copy of Certificate of Incorporation/Business Registration
  2. v)A copy of CR 12 or equivalent
  3. vi)A copy of PIN and Tax Compliance Certificates

vii)  Audited Accounts

The EOI evaluation process shall include a functionality/technical eval­uation. No price evaluation will be done at this stage.

Medium of Communication

All documentation submitted in response to this Expression of Interest must be in English.

Terms and Conditions:

The consultant shall maintain confidentiality and shall not dis­close any confidential information without prior authorization;

The final Strategic Plan shall remain the property of the State De­partment for Mining and may not be reproduced or distributed without express authority of the State Department.

Conflict of Interest Statement

The Consultant/Firm is required to disclose any potential conflicts of interest arising out of other assignments. Where the Consultant cur­rently represents any party or potential stakeholders that would create conflict of interest or to the extent, any conflict of interest would arise in the future, the Consultant/Firm shall provide a copy of its policy or procedures with respect to conflicts management.

In addition to the Consultant/Firm conflict of interest and confidenti­ality policy, the Consulting firm shall detail any measures that may be required to avoid conflicts of interest and ensure the confidentiality of information received in connection with the implementation of this assignment. The consultant shall also be required to sign a non-disclo­sure agreement with the State Department.

In addition, information relating to this assignment shall not be dis­closed to other parties without official authority of the State Depart­ment issued by the Principal Secretary in writing.

Corrupt or Fraudulent Practices:

The State Department requires that the consultant observe the highest standards of ethics during the consulting assignment. The consultant shall be required to sign a declaration that he/she/firm has not and shall not be involved in corrupt or fraudulent practices.

The State department will reject proposals for award if it determines that the consultant recommended for award has engaged in corrupt or fraudulent practices in competing for this consulting assignment.

Disclaimer

The EOI is an expression of interest only and not and an offer docu­ment. Answers to it must not be construed as acceptance of an offer or imply the existence of a contract between the parties.

Contact Information:

Any questions regarding this consultancy should be sent to the email address below with “State Department for Mining – Strategic Plan Consultancy” in the subject line. tenders@mining.go.ke

EOI Submission:

Eligible firms are to submit their clearly labelled “EXPRESSION OF INTEREST (EOI) FOR CONSUL­TANCY TO DEVELOP A STRATEGIC PLAN 2023-2027 FOR THE STATE DEPARTMENT FOR MINING – TENDER NO. MMBE & MA/SDM/EOI/002/2023-2024″ by hard copy to be deposited in the Tender Box situated on 2nd Floor, Works Building so as to be received not later than 10:00 a.m. East African Time on 23rd August, 2023.

The Envelop should be clearly addressed to:

The Principal Secretary
State Department for Mining
Ministry of Mining, Blue Economy and maritime Affairs
Public Works Building, Ngong Road
P.O. Box 30009-00100
NAIROBI

EOI Opening:

The EOI documents will be opened in the presence of bidders’ representatives who choose to attend at Works Building, 3rd Floor, Ministry Boardroom on 23rd August, 2023 immediately after closing.

This EOI is also available in the Government of Kenya Tender Portal www.tenders.go.ke and in the Ministry’s website www.mibema.go.ke.

The State Department for Mining reserves the right to accept or reject any or all applications.

TENDER NO. MMBE & MA/SDM/EOI/002/2023-2024

ANNEXURE A

No. Competence Criterion Key Aspects of the Criterion Points
1. Qualifications of Key personnel Lead Consultant Masters in Economics, Strategic Management, Business Administra­tion or Equivalent. 15
Supporting Consultants Bachelor’s Degree in Geology or Mining 10
2. Specific experience The bidder should possess demonstrable experience in strategy formulation or experience in the related work – Provide LPO’s, Letters of Offer, Copies of Contract for similar assignment prefer­ably within the Public Sector. More than 10 years working experience 25
5-9 years working experience 15
3-4 years working experience 10
Less than 3 years working experience 5
No experience 0
3. Methodology The bidder should provide clear methodology, including timelines, of undertaking the assignment Clear methodology, including timelines, of undertaking the assignment 25
Methodology not clear 0
4. Provide mandatory requirements Statutory requirements A copy of Certificate of Incorporation/Business Registration 5
A copy of CR 12 or equivalent 5
A copy of KRA PIN 5
Valid Tax Compliance Certificate 5
5. Audited Accounts Provide certified copies of Firms Audited Accounts Three or more years 5
Two Years 3
Less than two years 1
Total 100

 

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