Legal Services at Equal Access April, 2024

Subject: Request for Proposal (RFP) No. EAI-NG-2224-018

RFF No: EAI-NG-2224-018

Performance Period: One Year after receiving award

RFP Closing Time: 5:00 PM – West Africa Time (WAT)

Synopsis of the Request for Proposal

Equal Access International (EAI) – a non-governmental organization (NGO) headquartered in Washington, D.C. – partners with communities around the world to co-create sustainable solutions utilizing community engagement and participatory media and technology. With funding from bi-laterals, multi-laterals, foundations, and individual donors, EAI has a 23-year track record implementing social change projects around the world and currently operates through 12 countries across Asia and East and West Africa.

EAI, invites qualified vendors to submit proposals for providing legal services for our country office in Nigeria. Services are required from legal counsel with in-depth knowledge of Nigeria’s local labor laws. Services include but are not limited to:

1. Provide EAI with legal services as requested. Specifically, the Firm shall provide the client with advice and legal analysis of labor law and labor regulations in Nigeria.
2. Review EAI’s employment documents and provide legal advice in order to comply with the labor laws in Nigeria.
3. Provide legal advice on individual income taxes in Nigeria.
4. Provide legal advice on maintaining EAI’s registration in Nigeria.
5. Drafting of Legal Opinions as and when required.
6. Drafting, perusing, and reviewing employment and consultancy agreements.
7. Tax advisory.
8. Obtaining necessary approvals and licenses.

Synopsis of the RFP:

Purpose

Equal Access International (EAI) – invites qualified offerors to submit proposals for providing legal services for our country office in Nigeria. Services are required from legal counsel with in-depth knowledge of Nigeria’s local labor laws. The requirements for this RFP are described in the “Statement of Work” in Attachment A. EAI encourages your organization to indicate its interest in this procurement by submitting a proposal according to the instructions in this RFP. EAI will make an award to the responsible Offeror submitting an offer which provides best value to the project: both technical merit and price will be considered.

Issuing Office

The Issuing Office and Contact Person noted in the above synopsis are the sole point of contact at EAI for purposes of this RFP. Any prospective Offeror who fails to register their interest with this office assumes complete responsibility if they do not receive direct communications (amendments, answers to questions, etc.) prior to the closing date.

Type of Award Anticipated

EAI anticipates an Indefinite Delivery, Indefinite Quantity (IDIQ) contract or engaging the law firm through their standard engagement agreement. This contract type might be subject to change during the course of negotiations.

General Instructions to Offerors

General Instructions

“Offeror”, and/or “Bidder” means a firm proposing the work under this RFP. “Offer” and/or “Proposal” means the package of documents the firm submits to propose the work.

Offerors wishing to respond to this RFP must submit proposals, in English, in accordance with the following instructions: Offerors are required to review all instructions and specifications contained in this RFP. Failure to do so will be at the Offeror’s risk. If the solicitation is amended, then all terms and conditions not modified in the amendment shall remain unchanged.

Issuance of this RFP in no way obligates EAI to award a subcontract or purchase order. Offerors will not be reimbursed for any costs associated with the preparation or submission of their proposal. EAI shall in no case be responsible or liable for these costs.

Proposals are due no later than Wednesday 24th April 2024 at 5pm to be submitted via email to the email address (procurementng@equalaccess.org) with the RFP number stated in the subject line of the email. Or in a sealed envelope to the EAI Office in Kano at the address specified above. Late offers will be rejected except under extraordinary circumstances at EAI’s discretion.

The submission to EAI of a proposal in response to this RFP will constitute an offer and indicates the Offeror’s agreement to the terms and conditions in this RFP and any attachments hereto. EAI reserves the right not to evaluate a non-responsive or incomplete proposal.

Proposal Cover Letter

A cover letter shall be included with the proposal on the Offeror’s company letterhead with a duly authorized signature and company stamp/seal using Attachment B as a template for the format. The cover letter shall include the following items:

1. The Offeror will certify a validity period of 90 calendar days for the prices provided.
2. The Offeror will acknowledge the solicitation amendments received.

Questions regarding the RFP

Each Offeror is responsible for reading and complying with the terms and conditions of this RFP. Requests for clarification or additional information must be submitted in writing via email or in writing to the Issuing Office as specified in the Synopsis above. No questions will be answered by phone. Any verbal information received from an EAI project employee, or other entity shall not be considered as an official response to any question regarding this RFP.

Copies of questions and responses will be distributed in writing to all prospective bidders who are on record as having received this RFP after the submission date specified in the Synopsis above.

Instructions for the Preparation of Technical Proposals

The Technical Proposal and Cost/Business Proposal must be kept separate from each other. Technical Proposals must not make reference to cost or pricing information at any point. This will enable the technical evaluation to be made strictly on the basis of technical merit. Technical proposals shall be sealed in a separate envelope from cost/price proposals and shall be clearly labeled as “VOLUME I: TECHNICAL PROPOSAL”.

Technical proposals shall include the following contents:

1. Technical Approach – Description of the proposed services which meets or exceeds the stated technical specifications or scope of work. The proposal must show how the Offeror plans to complete the work and describe an approach that demonstrates the achievement of timely and acceptable performance of the work.
2. Methodology – considering the Statement of Work, please describe in detail the following:
   • The steps, in chronological order, that you will take to implement the work. Make sure to describe any innovative approaches you plan to use.
   • A description of similar projects you implemented in the past and lessons you learned that will be incorporated into the activity described in this RFP.
   • Past Performance –Provide a list of at least three (03) recent awards of similar scope and duration, at least one of which must be a Non-Governmental Organization. The information shall be supplied as a table and shall include the legal name and address of the organization for which services were performed, a description of work performed, the duration of the work and the value of the contract, description of any problems encountered and how it was resolved, and a current contact phone number of a responsible and  knowledgeable representative of the organization. See Attachment D.
3. Staffing – Please provide the following, in order:
   1. A staffing plan for this activity that includes the following information for each proposed staff member:

Name and Proposed position on the team:

Summary of relevant expertise and experience

CVs for each proposed staff member. CVs should be no longer than one page in length.

Staffing plans that propose staff with qualifications and experience related to the tasks stated in this RFP will be evaluated more favorably than staffing plans that do not take these factors into consideration.

Services Specified

For this RFP, EAI is in need of the services described in Attachment A.

Technical Evaluation Criteria

The award will be made to the offeror whose offer presents the Best Value: the optimal combination of technical merits and reasonable cost. Proposals will be scored on technical factors first. Only the Cost/Business proposals of those offers that surpass the minimum qualifying score of 70 points in the technical evaluation will have their Cost/Business Proposal reviewed. Those that do not reach this qualifying score in the Technical Evaluation will be considered non-competitive and their Cost/Business proposals will not be considered.

Provide a clear, specific, and succinct technical proposal that covers both the conceptual and practical approaches of how to achieve the objectives of this project. Specifically, please address the following, in the order specified below:

Instructions for the Preparation of Cost/Price Proposals

The Cost/Business Proposal must be separate from the technical proposal and will primarily indicate the cost for performing the work specified in this RFP. Use the budget template presented in Attachment C.

It is important to note Withholding Tax (WHT) shall be included on a separate line. These services are not eligible for WHT exemption under the EAI retainership agreement. The Subcontractor is responsible for all applicable taxes and fees, as prescribed under the applicable laws for income, compensation, permits, licenses, and other taxes and fees due as required.

Basis of Award

Best Value Determination

EAI will review all proposals and make an award based on the technical and cost evaluation criteria stated above and select the Offeror whose proposal provides the best value to EAI. EAI may also exclude an offer from consideration if it determines that an Offeror is “not responsible”, e.g., that it does not have the management and financial capabilities required to perform the work required.

Evaluation points will not be awarded for cost. Cost will primarily be evaluated for realism and reasonableness. EAI may award a higher priced Offeror if a determination is made that the higher technical evaluation of that Offeror merits the additional cost/price.

EAI may award to an Offeror without discussions. Therefore, the initial offer must contain the Offeror’s best price and technical terms.

Responsibility Determination

EAI will not enter into any type of agreement with an Offeror prior to ensuring the Offeror’s responsibility. When assessing an Offeror’s responsibility, the following factors are taken into consideration:

1. Provide evidence of the required firm licenses to operate in Nigeria.
2. Have adequate financial resources to finance and perform the work or the ability to obtain financial resources without receiving advance funds from EAI.
3. Ability to comply with required or proposed delivery or performance schedules.
4. Have a satisfactory past performance record.
5. Have a satisfactory record of integrity and legal business ethics.
6. Have the necessary organization, experience, legal, and operational controls and technical skills.
7. Be qualified and eligible to perform work under applicable laws and regulations.

Inspection & Acceptance

The designated EAI staff will inspect from time to time the services being performed to determine whether the activities are being performed in a satisfactory manner, and that all questions are responded to within the scope of work.

Compliance with Terms and Conditions

General Terms and Conditions

Offerors agree to comply with the general terms and conditions for an award resulting from this RFP. The selected Offeror shall comply with all Representations and Certifications of Compliance listed in Attachment E.

Procurement Ethics

Neither payment nor preference shall be made by either the Offeror, or by any EAI staff, to affect the results of the award. EAI treats all reports of possible fraud/abuse very seriously. Acts of fraud or corruption will not be tolerated, and EAI employees and/or subcontractors/grantees/vendors who engage in such activities will face serious consequences. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Offeror or the EAI staff may report violations by submitting an offer. Offerors certify that they have not/will not attempt to bribe or make any payments to EAI employees in return for preference, nor have any payments with terrorists, or groups supporting terrorists, been attempted. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Offeror or the EAI staff may report violations as follows:

The anonymous reporting services are available 24-hours a day, seven days a week and include the following options:

1. Independently report issues via the internet at our Equal Access International Compliance Portal by going to www.convercent.com/report and finding our organization in the “Report an incident” box.
2. For those in the United States, call toll free 1-800-461-9330 to report the issue with the help of a Convercent call center representative.
3. For those outside the United States, place a collect call to +1-720-514-4400 to report the issue with the help of a Convercent call center representative and language interpreter. The call center supports more than 300+ languages. Additional international dialing instructions can be displayed in your preferred language. All available language options can be selected from the top right drop down menu.

EAI ensures anonymity and an unbiased, serious review and treatment of the information provided. Such practice may result in the cancellation of the procurement and disqualification of the Offeror’s participation in this, and future, procurements. Violators will be reported to the US Government, and as a result, may be reported to the U.S. Department of Justice to be included in a Restricted Parties list, preventing them from participating in future U.S. Government business.

Offerors must provide full, accurate and complete information in response to this solicitation. The penalty for materially false responses is prescribed in Section 1001 of Title 18 of the United States Code.

In addition, EAI takes the payment of State Departments funds to pay terrorists, or groups supporting terrorists, or other parties in exchange for protection very seriously. Should the terrorist, groups, or other parties attempt to extort/demand payment from your organization you are asked to immediately report the incident to EAI’s Ethics and Compliance Anonymous Hotline at the contacts described in this clause.

By submitting an offer, Offerors certify that they have not/will not attempt to bribe or make any payments to EAI employees in return for preference, nor have any payments with terrorists, or groups supporting terrorists, been attempted.

ATTACHMENT A

TERMS OF REFERENCE FOR EXTERNAL LEGAL SERVICES

INTRODUCTION

Equal Access International (EAI) – a non-governmental organization (NGO) headquartered in Washington, D.C. – partners with communities around the world to co-create sustainable solutions utilizing community engagement and participatory media and technology. With funding from bi-laterals, multi-laterals, foundations, and individual donors, EAI has a 23-year track record implementing social change projects around the world and currently operates through 12 country programs across Asia and East and West Africa. In Nigeria, we work with youth, women, community active members, religious leaders, local organizations, etc. providing them with the skills, tools, and platforms to amplify their voices and create a space for inclusiveness in local public dialogue on critical   issues related to peace, security, EWER, trauma, radicalization, and livelihood.

In its delivery of programs EAI strives to uphold the highest levels of accountability guided by related finance management policies, practices, and standards.

EAI would like to engage the services of a reputable eligible Solicitor in a formal retainership agreement that would provide legal services and representation (labor law).

OBJECTIVES

The objective of the EAI-Nigeria is to engage a Solicitor in a formal retainership agreement that would provide legal services and representation (labor law) and to provide the client with legal services with advice and legal analysis of labor law and labor regulation in Nigeria and other major legal services and how it will favor the staff legally.

The lawyer shall also perform the following but not limited to.:

1. Provide the client with legal services as requested. Especially, the firm shall provide the client with advice and legal analysis of labor law and labor regulations in Nigeria.
2. Review EAI’s employment documents and provide legal advice in order to comply with the labor law in Nigeria.
3. Provide legal advice on individual income taxes in Nigeria.
4. Provide legal advice and support to EAI for obtaining legal compliance exemptions for VAT, WHT in Nigeria.
5. Provide legal advice on maintaining EAI’s registration in Nigeria.
6. Drafting of legal opinions as and when required.
7. Drafting, perusing, and reviewing employment and consultancy agreements.
8. Tax advisory for employee tax withholding and remittance.
9. Obtaining necessary approvals and licenses for operations in Nigeria.

General

The Lawyer will be given access to all legal documents, correspondence, and any other information that may reasonably be deemed necessary to enable him/her to undertake the legal service and representation. This should include, but not be limited to, copies of all organizational policies, copies of the previous legal engagements, and the relevant management and operational guidelines.

Duration of the assignment

The legal services shall be completed within the shortest possible time depending on the urgency for the response (hours) from the time of contact.

Qualifications of the consultant/firm

The Legal firm MUST meet the following qualifications to be considered.

1. Demonstrate that the firm holds the requisite knowledge, skills, and competencies required to perform its responsibilities with due professional care.
2. The firm must have been in operation continuously for the last five years carrying out legal services (labor law) duties in Nigeria.
3. The firm must have at least three years of experience in Legal Services to Not-for-Profit organizations.
4. The firm must be registered in Nigeria and adhere to all legal requirements to operate in Nigeria within the armpit of the legal profession.
5. The firm must be registered by the relevant regulating Legal body registered in Nigeria.
6. The Legal firm and staff must be independent of EAI.
7. The following documents are mandatory requirements for all proposal submissions:
   1. A copy of Certificate of Registration/Incorporation
   2. Valid Tax Compliance Certificate
   3. Company Profile and detailed CVs of the firm’s Partners
   4. NBA Membership and Certificate of Good standing

In addition to the above mandatory documents, the selection criteria will include the following:

1. A list of similar non-profit organizations served by your firm. The firm will be required to provide at least two recommendation letters from past not-for-profit clients.
2. Your staff assignments and availability to complete the services in a timely manner.
3. Participation of senior learned personnel assigned to the engagement.
4. Availability of staff to respond to questions within the scope of the engagement and the charge, if any, for services outside the scope of the legal service and representation.

Attachment B: Proposal Cover Letter

[On Firm’s Letterhead]

TO: EAI Procurement Team

We, the undersigned, provide the attached quote in accordance with RFP-EAI-NG-2024-018 dated . Our attached proposal is for the total price of .

I certify a validity period of ninety (90) days for the prices provided in the attached Price Schedule. Our proposal shall be binding upon us subject to the modifications resulting from any disussions. We confirm the ability to provide the services listed above and that unit prices are inclusive of final delivery to EAI. We further agree to payment terms upon delivery and submission of an invoice.

We understand that EAI is not bound to accept any quotes it receives. Authorized Signature:

Name and Title of Signatory: Name of Firm:

Address: Telephone:

Email:

Company Seal/Stamp:

RFP No. 2023-014

Attachment C: Payment Schedule

FEES

Please provide an estimate of fees for any matter listed above. The fees to be charged should be based on hourly billing. However, disbursements will normally be billed at cost. Invoices on the legal fees shall be payable within 30 days of invoice submission and approval.

Attachment D: Past Performance Form

Include legal services that best illustrate your work experience relevant to this RFP, sorted by decreasing order of completion date.

The services should have been undertaken in the past three years. Legal service undertaken in the past five years may be taken into consideration at the   discretion of the evaluation committee.

Attachment E: Representations and Certifications of Compliance

1. Federal Excluded Parties List – The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency.
2. Executive Compensation Certification- FAR 52.204-10 requires EAI, as prime contractor of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS)
3. Executive Order on Terrorism Financing- The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals,

and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked persons List maintained by the US Treasury (online at www.SAM.gov) or the United Nations Security Designation List (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml). This provision must be included in all subcontracts/sub awards issued under this Contract.

1. Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.
2. Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.
3. Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide EAII with a disclosure statement describing this information.
4. Business Size and Classification(s) – The Bidder certifies that is has accurately and completely identified its business size and classification(s) herein in accordance with the definitions and requirements set forth in FAR Part 19, Small Business Programs.
5. Prohibition of Segregated Facilities – The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.
6. Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color, or national origin.
7. Labor Laws – The Bidder certifies that it is in compliance with all labor laws.
8. Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.
9. Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an EAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.

By submitting a proposal, offerors agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein and will be asked to sign these Representations and Certifications upon award.

Attachment F: Proposal Checklist

• Offeror:  Have you?
• Submitted your proposal to EAI via email as specified in General Instructions above?
• Does your proposal include the following?
• Signed Cover Letter (use template in Attachment B)
• Proposal of the Product or Service that meets the technical requirements as per Attachment A Response to each of the evaluation criteria
• Documents use to determine Responsibility
• Completed payment schedule (use template in Attachment C)
• Past Performance (use template in Attachment D)

WARNING: Prospective Offerors, who have received this document from a source other than the Equal Access to Knowledge Development Initiatives (Equal Access International), should immediately contact procurementng@equalaccess.org   and provide their name and mailing address to ensure that amendments to the RFQ or other communications can be sent directly to them. Any prospective Offeror who fails to register their interest assumes complete responsibility in the event that they do not receive communications prior to the closing date. Any amendments to this solicitation will be issued and posted via email.