Islamic Relief Kenya REQUEST FOR PROPOSAL FOR CONSULTANCY Terms of Reference for Training of Smallholder Farmers on Small Plot Horticulture Reference: IRK/CON/SWFF/001/01/2018 February, 2018 1
Islamic Relief Kenya Activity: TERMS OF REFERENCE TRAINING OF SMALLHOLDER FARMERS ON SMALL PLOT HORTICULTURE (SPH) Training of smallholder farmers on Small Plot Horticulture (SPH) Time: 12 th March to 11 th April 2018 Reporting to: Programme Manager 1. Background Islamic Relief Kenya (IRK), a global NGO first established in 1984, has been providing emergency relief and development services in the North East of Kenya for over a decade. IRK has been implementing Increasing Agro- Pastoral and Pastoral Incomes through adoption and Production of High Value Fresh Fruits and Vegetables Using AgroSolar Irrigation Technology project under the Securing Water for Food programme. The projects promotes production of high-value fruits and vegetables using the AgroSolar Irrigation Kit (ASIK). The ASIK is the only one-stop solution, providing a comprehensive set of Clean Energy Services (CES) tailored to the needs of Small Holder Farmers (SHF); a technology initiated, founded and promoted by SunCulture (K) Ltd. ASIK utilizes a solar photovoltaic powered drip irrigation systems. The technology is a combination of off-the-shelf, proven, no-frills, cost-effective, solar powered pumping and drip irrigation technologies. ASIK is designed to be as low touch as possible, but provides a long lasting irrigation solution with minimal maintenance and repair, 300% increase in income and 80% water savings, a substantial contribution to climate change adaptation. This technology also utilizes the efficiency of venturi fertigation to apply fertilizer, eliminating fertilizer waste and for the best quality crops. The approach is aimed at strengthening agricultural value chains with a focus on high value crops using clean energy to boost productivity, increase access to financial services, extension services and strengthen market linkages for the producers. It promotes a transition from subsistence farming of staple crops to commercial production of high value crops. The project facilitates aggregation of the presently disconnected and inefficient value chain by connecting farmers to the value chain via a complete solution to improving capacity and competitiveness through: soil and water analysis, crop type recommendations based on soil results and market analysis, onsite technical support, installation, agronomy services, postharvest processing and storage. One of the major project outputs is to improve extension services for high value crops and fruits to farmers with the specific activity being; Training of 300 smallholder farmers by specialists in small plot horticulture for increased production of high value crops and fruits. This will include Subject Matter Specialists (SMSs) and lead farmers on small plot horticulture. 2
To achieve the above IRK is seeking services of Agricultural Training Specialist (Agronomist); Masters degree in agriculture or related subject and at least 5 years providing small plot horticultural training. 2. Delivery Strategy The goal of this training is to provide small plot horticulture training to Smallholder farmers groups and selected Subject Matter Specialists in Mandera to gain knowledge and skills in best practices in small plot horticulture techniques as a sustainable approach to enhance household food and income security. Participants will finish the training with skills and knowledge required in order to maintain sustainable farming activities, for both home consumption and income generation. Each training session will take three days for a group of up to 30 participants. The training will target representation from all the IRK irrigated project target locations. The IRK Project Officer will arrange a suitable venue with the support of the Area Manager. 3. Scope of Work This scope of work describes activities to be performed and deliverables to be submitted by a SPH expert during the planned training exercise in Mandera County. The consultant will review and customized the SPH manual to IRK project beneficiaries and produce relevant training materials and programme. The consultant will provide training to a group selected individuals in SPH techniques so they can pass on these skills to other farmers in these communities. From the participants trained, Small Plot Coaches will be selected based on their motivation to pass on such training. Their activities shall be monitored by the IRK Project Officer and field staff using a reporting tool to be developed by the consultant. Activities Prior to Travel: 1. Review and customize SPH training manual for farmers based on the existing materials/manuals on small plot horticulture, other SPH training experiences and lessons, sustainability requirements from the project and international but locally appropriate best practices. 2. Develop a training/delivery plan building on participatory and adult learning methodologies. The training plan should cover 3 days and describe each session/activity to be conducted, training method, time and material required for each session, and including development of handouts on different topics in a simple and easy to understand language. 3. Prepare training program, local-adaptive training materials, and arrange necessary travel. Training program and electronic copies of training materials should be submitted to IRK for review and approval prior to travel to Mandera. The training will be largely practical in nature, supported by accessible and culturally contextualized training materials. The training will involve preparation of training materials. 4. Liaise with the Project Coordinator and Field Officers to agree selection criteria for training participants: a. Selection of farmers whose sites can be used for the demonstration. b. Those who have shown commitment on their farming ventures and the ability to disseminate the learnt practices. c. Willingness to develop small plots within their farms and to support income generation and job creation. d. Willingness and interest to take part in the training for at least 3 days. 5. Develop a pre- and post-training test to gather basic measurement of participants knowledge in the relevant areas (this will test levels of knowledge gathered during the training sessions, and is 3
measured by administering an identical set of questions relating to the course content immediately before and at the end of the course, and analyzed for any change in knowledge in key subject areas). Activities on-site: Mandera 1. Travel to Mandera, using the most convenient means after discussion and agreement with IRK. 2. Brief project field team on activities and expected outcomes of the activity. 3. Preparation of venue, scout out suitable areas and gather bulk soil amendment resources, plants, seeds, etc., with the project officers. 4. At the site: a. Perform site resource assessment to determine spaces, assets and their appropriateness for small plot horticulture in select areas. b. Support project staff to arrange necessary materials for demonstration plot and identify demonstration site. 5. At the site, the following schedule applies: c. Hold seven, three-day training sessions per group of 30 participants for a cumulative number of 300 farmers on small plot horticulture. The training will include a pre- and post-training test element to gather basic measurement of participants knowledge in the relevant areas. The training will also be attended by IRK field staff and local government staff from the Ministry of Agriculture. 6. Finalize and submit the training report. 4. Deliverables: 1. Reviewed SPH training manual acceptable to IRK. 2. SPH manual training plan and delivery strategy acceptable to IRK. 3. Handouts on different topics for participants. 4. Prior to the training, submit to IRK; a training plan with session outcomes, training methodologies, pre-and post-training test questionnaires, timings and materials to be used for training. Methodologies selected should demonstrate local acceptability, bestpractices related to adult learning, and ability to meet the over-arching learning goal and session-specific outcomes. 5. Submit training report to IRK; written in English, on activities performed during the assignment, including: i. Registration list of persons trained, ii. Content covered, iii. Small plot horticulture resource assessment findings. iv. Methodologies used in the training, v. Feedback on the suitability of the training approaches, vi. Suggested changes to the training methodologies to more suit the IRK target audiences, vii. Recommendations for improvements, viii. Summary analysis of pre- and post-training test results, and ix. Recommendations for expanding production training. 4
5. Expected Outcome 300 farmers from Mandera receive training in small plot horticulture, and are aware of the level of effort required of them in development and on-going activities and sustainability, including their contribution to the inputs required for implementation. Core stakeholders such as government line ministry, local administration offices as appropriate are aware of IRK interventions in the selected areas, and understand the key expected results from the intervention. 6. Supervision: The consultant is accountable on the deliverables of the assignment to the SWFF project team, led by the Livelihoods Coordinator. 7. Timeframe The engagement is expected to take thirty (30) days upon signing of the contractual agreement. 8. Consultants Qualifications The expert should possess the following qualifications; Agricultural Training Specialist (Agronomist) Masters degree in agriculture or related field including crop science, crop protection or agronomy, PhD will be an added advantage. At least 5 years providing small plot horticultural training and research. Relevant extensive experience and understanding of the smallholder farmers dynamics. In-depth understanding of value chains in the project locations and youth opportunities Excellent writing and presentation skills, Ability to pay attention to details, Familiarity with Microsoft Office Suite for applications. 9. Bid Document Comprises. The bid document prepared by the bidder shall comprise of the following: Fully completed IRK Dossier - Questionnaire A brief summary of the Company Profile with detailed physically verifiable contact address and outlining the technical staff and their CVs or individual consultant s CV Valid Certificate of Incorporation Technical Proposal Financial proposal i.e. BOQ with unit prices and total Reference letters/contract for similar service done in the past three years ID/Passport Company Owner PIN Tax Compliance Certificate NB: - Bidders to ensure conformance to the requirement. 10. Bid Currencies The bids prices shall be quoted in Kenya Shillings (Kshs). 5
11. IRK's Right to Accept Any EOI and/or Reject Any or All Bids IRK reserves the right to accept any EOI and to annul the bidding processes/reject all bids at any time prior to award of consultancy contract, without, thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders on the grounds of its action. 12. Evaluation 12.1 IRK will examine the prequalification documents to determine completeness, general orderliness, sufficiency in responsiveness and bid. 12.2 The potential consultant shall not contact IRK on matters relating to their bid from the time of opening to completion and official communication sent to them. Any effort by the potential consultant to influence IRK in the evaluation shall result in disqualification. 12.3 Prequalification will be based on meeting the minimum criteria regarding the applicant s legal status, general and particular experience, personnel and responsiveness to RFP. 12.4 The applicants must have registered offices(if a company) and IRK reserves the discretion of visiting physical premises from which the applicant conducts business if so desired to confirm existence and capability to deliver the assorted items. 12.5 Due diligence will be undertaken and any bidder found to be in breach and has provided false information will be disqualified. 13. Employment of Minors The consultant shall not employ children in executing the contract. The Consultant shall observe International conventions relating to child labor namely the UN Convention No.182 on worst forms of child labor and convention No. 138 on the minimum age for admission to employment. 14. Criminal Act The consultant undertakes to comply with all applicable laws and to ensure that engage in any kind of criminal activity including but not limited to bribery, fraud, corruption, terrorism and to maintain ethical business practices as well as not to commit any Prohibited Acts defined as:- i) To offer, promise or give any person a financial or other advantage; ii) To request, agree to receive or accept any financial or other advantage not expressly provided for as an inducement or a reward for the performance of any function or activity in connection with this Agreement; And/or Provided for as an inducement or a reward for the performance of any function or activity in connection with this Agreement; 6
15. Contact Details Interested applicants to send their technical and financial proposal with supporting documents latest by 3:00pm on 2 nd March 2018 through:- i. Email: Procurement.Irk@islamic-relief.or.ke Or drop their sealed bid at ii. IRK Office on Kirichwa Road off Ngong Road/Argwings Kodhek PO Box: 417-00202 (KNH) Nairobi /Kenya Telephone number: +254 727531220 / 2543861216 Fax number: +254 3861215 Only the shortlisted applicants will be contacted. 7
QUESTIONNAIRE MANDATORY It is mandatory that a potential bidder avails the information required in the questionnaire (i.e. section A to F) then sign and stamp same. A: Organisation and Contact Details Full name of Organization Date of Registration Registration Certificate Number Street Address Town Email Road Code Telephone No. PIN No. Pharmacy & Poisons Board Certificate Number & Date A Public Limited Company A Limited Company Type of Organization A Limited Liability Partnership Other Partnership Sole Trader Other (Please Specify) Name of Owners No. Name 1 2 3 ID/Passport No. Nationality 8
DETAILS FOR CONTACT PERSON Contact details for enquiries about this BoQ Name of Staff Address Post Code Town Phone Mobile Email B - Grounds for Mandatory Rejection Important Notice: In some circumstances IRK is required by law to exclude you from participating further in a procurement. If you cannot answer no to every question in this section it is very unlikely that your application will be accepted, and you should contact us for advice before completing this form. Please state Yes or No to each question. Has your organization or any directors or partner or any other person who Answer has powers of representation, decision or control been convicted of any of the following offences? (a) A crime (b) Corruption (c) The offence of bribery; (d) Fraud within the meaning of: i) Money laundering ii) Any other offence Has your organization fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal. Answer with a Yes or No 9
C - Grounds for Discretionary Rejection Important Notice: IRK is entitled to exclude you from consideration if any of the following apply but may decide to allow you to proceed further. If you cannot answer no to every question it is possible that your application might not be accepted. In the event that any of the following do apply, please set out (in a separate Annex) full details of the relevant incident and any remedial action taken subsequently. The information provided will be taken into account by IRK in considering whether or not you will be able to proceed any further in respect of this procurement exercise. Please state Yes or No to each question. Is any of the following true of your organization? (a) Is bankrupt or under receivership or bankruptcy restrictions order made against the organization (b) Is insolvent, (c) Is the subject of an order by the court winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company s business or any part thereof or is the subject of similar procedures under the law of any other state? Has your organization (a) been convicted of a criminal offence relating to the conduct of your business or profession; (b) committed an act of grave misconduct in the course of your business or profession; (c) failed to fulfil obligations relating to the payment of social security contributions (d) failed to fulfil obligations relating to the payment of taxes under the (e) been guilty of serious misrepresentation in providing any information required D Bid Value & Duration of Work Bid Value for the Consultancy Kshs. Payment Terms Proposed Delivery Duration Remarks 10
E - Financial 1 BANK INFORMATION 1.1 Bank Branch Account Name Account Number Swift Code Letter From Bank F - Declaration 2. I declare that to the best of my knowledge the answers submitted in this bid document are correct. I understand that the information will be used in the process to assess my organization s suitability to be invited to tender for Islamic Relief s requirement and I am signing on behalf of my organization. I understand that the Contracting Authority may reject this bid if there is a failure to answer all relevant questions fully or if I provide false/misleading information. By signing the bid document I certify that all of the above statements are accurate and factual. FORM COMPLETED BY 2.1 Name: 2.2 Position: 2.3 Signature: 2.4 Date: 2.5 Stamp: 11