RFP: Provision of Legal Services at Fairtrade International

Purpose of the RFP

• The purpose of this RFP is to solicit proposals from eligible and experienced legal service providers to deliver legal advisory, regulatory compliance, contract management, governance support, and litigation services to Fairtrade Africa on a retainer and/or needs basis.

Scope of Work

The successful bidder will be required to undertake, but not be limited to, the following services:

Legal Advisory

• Provide legal opinions on corporate, employment, tax, intellectual property, data protection, and NGO compliance matters.
• Advice on country-specific regulatory issues across FTA’s regional operations.
• Advisory on complex contractual matters.

Contract Advisory / Management

• Draft, review, and negotiate a wide range of complex contracts and agreements.
• Ensure legal instruments protect the interests of FTA.

Litigation & Dispute Resolution

• Represent FTA in legal proceedings, mediation, or arbitration.
• Provide guidance on case strategy, risk assessment, and dispute prevention.

Statutory & Regulatory Compliance

• Ensure FTA’s compliance with relevant laws (employment, NGO regulations, data protection, tax, governance, etc.)/
• Manage statutory filings and required submissions in Kenya , applicable jurisdictions will be undertaken on a need be basis.

Governance & Policy Support

• Provide legal guidance to the Board and Senior Management.
• Review or support the development of organizational policies.
• Conduct legal awareness or capacity-building sessions.

Risk Management

• Identify emerging legal risks and provide mitigation strategies.
• Conduct due diligence on partners, service providers, or agreements when required.

Document Commissioning/ Notarization/ Witnessing

• Affidavits
• Statutory declarations
• Sworn statements
• Court documents requiring oath/affirmation
• Powers of attorney/s(sometimes both notarization + witnesses required)
• Copies of passports, IDs, academic certificates (“certified true copies”)
• International business or legal documents
• Property or financial documents for foreign use
• Contracts and agreements
• Employment or tenancy agreements

Deliverables

• Written legal opinions and advisories.
• Drafted and reviewed legal documents and contracts.
• Litigation and case management reports.
• Compliance checklists and recommendations.
• Monthly/quarterly status reports (if applicable).

Proposal Requirements

Bidders must submit a complete proposal including the following:

Company Profile / Firm Background

• Name, address, website, and contact information.
• Year of registration and legal status.
• Summary of areas of specialization.

Relevant Experience

• Evidence of at least 7 years of experience providing legal services to NGOs, non-profits, or international organizations.
• Description of similar assignments undertaken in the past 3–5 years.
• Client references (at least 3).

Technical Proposal

• Understanding of the assignment.
• Proposed methodology for delivering legal services.
• Team structure and CVs of key staff.
• Availability and turnaround times.

Financial Proposal

• Proposed Quarterly Retainer fee
• Hourly or daily rates for additional services.
• Litigation fee structure.
• Any reimbursable costs.

Compliance Documents

• Certificate of registration/incorporation.
• Valid practicing license(s).
• Professional indemnity insurance.
• Tax compliance certificate
• Certificate of Good Standing