Tender Title: Hiring a Consultant / Consultancy Firm to Conduct a Feasibility Study and Business Plan Development for a Maize Processing Unit and the Design and Development of a Detailed Bill of Quantities (BoQ) for Machinery and Equipment for the NYABICWAMBA Farmer’s Cooperative
Location: Eastern Province, Gatsibo District, Gatsibo Sector, Nyabicwamba Marshland
Client: DUHAMIC-ADRI
Deadline for submission of bids: October 25 ,2024
Bid submission Time: 02:00PM
Bid Opening Time: 02:30PM
Context and background
Brief description of Climate-Smart Agriculture Project
Since July 2024, DUHAMIC-ADRI has partnered with the United Nations High Commissioner for Refugees (UNHCR) through a signed Partnership Framework Agreement (PFA) to implement Phase II of the Climate-Smart Agriculture and Market Development for Enhancing Livelihoods of Refugees and their Host Communities in Rwanda.
The Climate-Smart Agriculture initiative aims to improve food security and self-reliance for 2,036 beneficiaries (732 refugee and 1,304 host community households, including 1,091 women and 945 men). By 2026, this project will benefit over 7,851 family members through climate-smart agricultural practices and a market development approach.
Specifically, the partnership focuses on contributing to achieving the following outcomes of the project: Outcome 1: Increased Agricultural Productivity and Outcome 2: Increased Household Income.
Introduction
The Nyabicwamba Farmer’s Cooperative has identified a critical need for value addition to maize production in the region. Establishing a maize processing unit will enhance the cooperative's ability to process raw maize into finished products, creating market-ready products such as maize flour, bran, and other by-products. This concept note outlines the need for a feasibility study, the development of a business plan, and the detailed design of the processing unit with a comprehensive Bill of Quantities (BoQ) for machinery and industrial equipment.
Objectives
The main objectives of this study are:
Justification
Nyabicwamba farmers face challenges in accessing markets and achieving fair prices for their maize due to limited value addition. By establishing a maize processing unit, the cooperative will:
A feasibility study will ensure that the maize processing unit is technically and financially viable. Additionally, the business plan will provide a roadmap for sustainable operations, while the design and BoQ will ensure proper budgeting and implementation of the necessary infrastructure and equipment.
Scope of Work
Feasibility Study
Business Plan Development
Design and BoQ Development
Expected Deliverables:
The consultancy firm/consultant is expected to deliver the following but not limited to:
Required consultant qualification
This consultancy is open to individual National/ International or a team of expert consultants with special knowledge and research expertise in Market Systems Analysis, value chains and Livelihoods. The Consultant is expected to have the following experience and qualifications:
Application Requirements:
The consulting firm/consultant has to submit the following administration documents:
Evaluation Criteria
Criteria |
Criteria description |
Weight/100 |
Technical Expertise of Consultancy firm or consultant |
Proven experience in similar assignments with proof:
|
30 |
Methodology (max 15 pages) |
Soundness of the proposed approach and methodology: Proposes a reasonable, detailed, clear work plan
|
25 |
Team Composition |
Qualification and experience (CVs) and degrees of the proposed Key personnel (see TOR) as well as their signed availability commitment note to perform the assigned tasks |
15 |
Financial Proposal |
Cost Competitiveness, Clarity and Detail of Pricing Structure, and Compliance with Financial Guidelines in relation to the aforementioned qualification requirements and the scope of the assignment. |
30 |
TOTAL |
100 |
Timeline
The assignment is expected to be completed within 30 calendar days, with the following key milestones:
Monitoring and evaluation
Mechanisms for monitoring progress and evaluating the consultant's performance will be established, ensuring adherence to timelines and quality standards. Any deviations from the work plan or challenges encountered will be addressed in a timely manner.
The consultant's performance will be evaluated based on the quality and timeliness of deliverables, adherence to the proposed methodology, and effectiveness in meeting the project objectives. Feedback from project stakeholders will also be considered in the evaluation process.
Ethical considerations
The consultant is expected to adhere to ethical principles and guidelines throughout the duration of the consultancy, ensuring the confidentiality, integrity, and respect of all stakeholders involved.
Confidentiality and data protection measures
All data collected during the consultancy will be handled with strict confidentiality and used solely for the purposes of the study. Any sensitive information obtained will be anonymized and stored securely to prevent unauthorized access.
Safeguarding and Anti-Corruption clauses
The Consultant will be responsible to observe and respect the DUHAMIC-ADRI code of conduct, ethical, protection and safeguarding policies and will hire and retreat with dignity, transparency and equity all staff and team members in different levels including business mentors and coaches.
DUHAMIC-ADRI treat all people with dignity and respect and takes a zero tolerance on harassment, harm, sexual-abuse, exploitation, child labor, and human trafficking and any other conduct that is discriminatory or disrespectful to others. DUHAMIC-ADRI don’t tolerate any form of corruption.
During the execution of this contract, the Consultant and its staff will be bounded by DUHAMIC-ADRI Values and approved polices where among them are the following:
Moreover, the Consultant has to ensure the regular payment of its staff to avoid complaints and the negative side effect for DUHAMIC-ADRI image and its partners. DUHAMIC-ADRI will have rights and responsibilities to monitor and crosscheck if the terms and conditions for the consultancy team members are followed and mutually respected.
At any time DUHAMIC-ADRI has the rights to check whether the organization/company complies with the safeguarding and protection procedures and take an appropriate action.
Communication protocols
Regular communication between the consultant and the project team will be maintained through email, phone calls, and virtual meetings as necessary. Any changes to the work plan or unforeseen issues should be communicated promptly to ensure timely resolution.
Coordination with project stakeholders
The consultant will coordinate closely with project stakeholders, including government agencies, local communities, and partner organizations, to ensure their active participation and buy-in throughout the consultancy process.
Submission of applications
Interested firms/consultants with relevant experiences and who meet the above criteria should submit their technical proposal with their proposed methodology of implementing the assignment, experiences and three referees, work plan, and CVs of the Technical Team; a financial proposal detailing the professional fees, reimbursable, and VAT;
Submission Requirements:
Submission deadline is October 25, 2024 at DUHAMIC-ADRI Head Office located in Niboye Sector-Kicukiro District at 02:00PM
Opening of Proposals:
Technical Proposal Opening:
The technical proposals (Envelope A) will be opened first in a public session on October 25,2024at DUHAMIC-ADRI Office at 02:30PM
Financial Proposal Opening:
Confidentiality:
All information provided by bidders will be treated as confidential. The procurement process will be conducted in a transparent manner to ensure fairness and competitiveness.
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