Commodity/Service Required:

Develop a technical Operating Procedure Manual (Imfashanyigisho ku bahinzi bahingira isoko mpuzamahanga) for high value horticulture export crops

Type of Procurement:

Individual Consultancy or Firm

Type of Contract:

Firm Fixed Price

Term of Contract:

Time of Delivery

Contract Funding:

USAID

This Procurement supports:

Feed the Future Rwanda Kungahara Wagura Amasoko

Submit Proposal to:

procurementftfkwa@rti.org

Date of Issue of RFP:

August 30, 2024,

Date Questions from Supplier Due:

September 3, 2024

Date Proposal Due:

September 9, 2024

Approximate Date Purchase Order Issued to Successful Bidder(s):

To be Determined

Method of Submittal:

All offers will be received through this email: procurementftfkwa@rti.org

Respond via e-mail with attached document in MS Word / pdf format. 

The Bidder/Seller agrees to hold the prices in its offer firm for 180 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ.

Solicitation Number:

FTF KWA 2024-35

Project Name: Feed the Future Rwanda Kungahara Wagura Amasoko

Description of Activity/Service

INTRODUCTION

Feed the Future Rwanda Kungahara Wagura Amasoko is a five-year USAID-funded initiative designed to boost Rwanda’s economic growth inclusively and sustainably by increasing the export of high-value agricultural products. Targeted high-value agricultural value chains include coffee, tea, horticulture and spices, livestock products (dairy and hides), and other emerging values chains (e.g., stevia, essential oils) within the districts of Bugesera, Kayonza, Ngoma, Gatsibo, Burera, Gakenke, Nyamagabe, Nyamasheke, Karongi, Rutsiro, Ngororero, Rubavu and Nyabihu.

Using a market systems approach, Kungahara Wagura Amasoko works with and through the Government of Rwanda (GOR), the private sector, and civil society to achieve the above goal. This includes implementation of the two following strategic objectives: (i) facilitate inclusive and resilience-focused policy reforms that promote agricultural export growth using evidence-based analysis and strengthen advocacy capacity of the private sector organizations, and (ii) support local actors (government and private sector) to attract, mobilize and direct public and private financing resources and/or investment towards increased agriculture and food exports.

BACKGROUND AND RATIONALE

The agriculture sector in Rwanda predominantly consists of smallholder farmers who have long faced challenges in shifting from subsistence farming to a market-oriented approach. Meanwhile, exporters depend on out grower production to meet market demand, but this is often neither structured nor guided by clear production plans for exports. As a result, farmers often produce without specific or standardized information about the quality and types of products needed in the market, while market requirements are usually governed by strict quality standards.

The Ministry of Agriculture and Animal Resources (MINAGRI) views high-value exports as a promising opportunity to increase export volumes and a crucial component in transforming the agriculture sector, as outlined in PSTA5. Standards Operating Procedures (SOPs) for high value crops are sought by MINAGRI as the best tool to educate farmers and support them to abide with recommended agricultural standards and practices to fetch premium prices from the markets from producing high quality produce. In addition, standardized high production increased the volume of quality products and the number of markets open to Rwanda’s exporters.

Introducing the standardized practices is envisioned by the ministry as one of the key strategies to enhance quality production, organize the aggregation of smallholder farmers produce, increase processing and trade of agricultural commodities.  The policy landscape analysis and workshop conducted by the Kungahara Wagura Amasoko project underscored the critical need for technical Standard Operating Procedures (SOPs) to improve farmers' practices in handling fresh products. It also highlighted the necessity for a comprehensive manual to better organize production systems within the identified value chains.

In response, MINAGRI and Kungahara Wagura Amasoko co-developed this scope and aims to hire a qualified consultant/firm to develop a technical standardized guide.

OBJECTIVE OF THIS ASSIGNMENT

The objective of this assignment is to consolidate and standardize current best practices across various horticultural value chains and develop a technical guide to serve as training and educational material for all stakeholders involved with high-value export crops (such as chili, avocado, passion fruit, and French beans).

KEYS TASKS/ACTIVITIES

• The firm/consultant will work closely with MINAGRI, NAEB, RSB, RICA and other relevant stakeholders to design and develop the technical standardized guide for production to post-harvest management of horticulture crops with reference to pre-harmonized best practice standards for the highlighted high value crops and develop the following documents:
• Review the existing and approved standards for horticulture crops to inform the design and development of the technical Operating Procedure Manual
• Review emerging international regulation and standards to inform the design of technical guide with reference to technical regulation on plants health
• Review current Rwanda farming practices and align them with international standards for each value crops including production, harvesting, post harvesting, aggregation, grading, packing, and selling.
• Define the objectives of each standard and detail the roles and responsibilities of all stakeholders involved in the processes and procedures governed by these standards. This will include specifying anticipated outcomes and timelines, ensuring strict adherence, and identifying repercussions for non-compliance
• Design and develop a technical Operating Procedure Manual (Imfashanyigisho ku bahinzi bahingira isoko mpuzamahanga) for each high value horticulture export crop (chili, avocado, passion fruits, French beans etc.) taking into consideration each value chain specificity. 
• Reorganize the technical guide to comply with all necessary quality, quantity, and safety requirement for technical regulation for the standards
• Arrange the technical sheet for each value crop in a sequential manner, ensuring that all steps are documented in a coordinated way from start to finish, covering the entire value chain process
• Align the information in both standards and technical regulations for plant health to account for production seasons and soil characteristics and document all necessary tasks for each step in a practical manner.
• Develop a concise abridged version of a consolidated technical Operating Procedure Manual (Imfashanyigisho ku bahinzi bahingira isoko mpuzamahanga) which documents step-by-step instructions for a specific task across the value chains.
• Develop and use diagram or pictures for each step whenever appropriate to show certain steps in the process.
• Distinguish between general information and technical instructions for each standard, including only essential details that need to be completed and omitting non-essential information.

DELIVERABLES

TECHNICAL REQUIREMENTS FOR THE SUCCESSFUL FIRM/CONSULTANT

The consultant/firm that will lead the development of a technical standardized guide aimed at enhancing the production practices of high-value horticulture crops for export markets, specifically focusing on chili, avocado, passion fruits, French beans, and similar crops.

Technical Expertise

• In-depth knowledge and hands-on experience in the cultivation and production of horticulture crops, particularly chili, avocado, passion fruits, and French beans.
• Familiarity with best practices in crop management, including soil preparation, irrigation techniques, pest and disease management, and post-harvest handling.
• Understanding of climate requirements, optimal growing conditions, and potential challenges specific to each crop.

Industry Experience

• Proven track record in the horticulture industry with a focus on export markets.
• Experience working with small to medium-sized enterprises (SMEs) and understanding their operational constraints and opportunities.

Technical Writing and Documentation

•  Proficiency in developing technical guides, manuals, or protocols related to agricultural production.
• Ability to translate technical knowledge into clear, accessible, and practical guidelines for diverse stakeholders.

Research and Analysis

• Capability to conduct thorough research and analysis on current trends, innovations, and advancements in horticulture production.
• Skill in synthesizing information from various sources to develop comprehensive and evidence-based recommendations.

Skills and Competencies

• Strong project management skills to oversee the guide's development from inception to completion.
• Excellent communication skills to collaborate effectively with stakeholders, including farmers, industry experts, government officials, and development partners.
• Detail-oriented approach to ensure accuracy and reliability of technical information presented in the guide.
• Adaptability to work in diverse agricultural settings and respond to unique challenges faced by different crop producers.

PREFERRED QUALIFICATIONS

•  Master’s degree in agronomy, horticulture, agriculture science, or agribusiness economics,  economics, or similar fields, with 6 years of experience; or, Bachelor’s degree in the same fields with 10 years of experience in Agri- business setting or specialized training in crop management would be advantageous
• Demonstrated knowledge of Agri- business setting, organization, and stakeholders in Rwanda
• Demonstrated ability to develop operation manual with clear knowledge of horticulture value chains with special attention to high value crops
• Proven track record in conducting similar assignments
• Previous experience supporting USAID-funded projects or other development organizations, or projects and programs preferred.
• Ability to work well in a team and with minimum supervision.
• Rwandan citizen
• Fluent in both English and French and knowledge of Kinyarwanda is mandatory

APPLICATION INSTRUCTIONS

Applications should be submitted to procurementftfkwa@rti.org  by September  9, 2024, with the title “FTF KWA 2024-35/Develop a technical Operating Procedure Manual (Imfashanyigisho ku bahinzi bahingira isoko mpuzamahanga) for  high value horticulture export  crops (chili, avocado, passion fruits, French beans etc. No portion of this assignment may be subcontracted.  

Interested services provide are required to submit their offer with the following contents documents:

If company or firm

• Company profile with experiences (with company logo, add registration, TIN and addresses- Max 1 pages)
• Description of similar assignments accomplished with references (Max 2 pages, excluding attachments).
• Proposed approach/methodology to conduct this assignment (2 Pages maximum).
• Curriculum Vitae of Lead expert who will be performing this assignment detailing their work experience and other References (2 pages maximum per CV).
• Budget proposal to perform this assignment including translation in both French and Kinyarwanda . This must be completed in the RTI’s budget template (attachment A) and accompanied by brief notes to explain the proposed costs (1 Page in PDF format).

If an individual consultant

• Curriculum Vitae with practical experienced aligned with the assignment (Max 3 Pages)
• Description of similar assignments accomplished with references (Max 2 Pages, excluding attachments).
• Proposed approach/methodology to conduct this assignment (2 Pages maximum).
• Budget proposal to perform this assignment. This must be completed in the RTI’s budget template (attachment A) and accompanied by brief notes to explain the proposed costs (1 Page in PDF forma)

The consultant/firm will be shortlisted based on the submission of the above documents.

EVALUATION CRITERIA

· Technical Capacity and Expertise (70%):

• Clear and comprehensive description of the consultant’s experience (CV and cover letter in PDF format not more than 3 pages).30%
• Proven certificates for similar works performed.10%
• Three references contacts (names, email, and telephone).5%
• Quality of proposed methodology and approaches for this assignment (PDF format not more than 3 pages).25%

· Cost (30%): Reasonableness of the proposed cost aligned with level of efforts.

Item #

Deliverable

Description of Preferred Services Specifications

Unit of Measure

Unit Fixed Price (Each)

Total Fixed Price (Each)

Lead Time Availability (Number of Days)

1

2

3

Total Value

Signature:

Title:

Date:

RTI International SANLAM Towers, Second floor, KN 67 ST, NO.10. Kigali, Rwanda

USAID/Rwanda

(a) 

       The solicitation number:

(b) 

        The date and time submitted:

(c) 

      The name, address, and telephone number of the seller (bidder) and authorized signature of same:

(d) 

        Validity period of Quote:

(e) 

           A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.

(f) 

       If RTI informs Seller that the Commodity is intended for export and the Commodity is not classified for export under Export Classification Control Number (ECCN) “EAR99” of the U.S. Department of Commerce Export Administration Regulations (EAR), then Seller must provide RTI the correct ECCN and the name of Seller’s representative responsible for Trade Compliance who can confirm the export classification.

(g) 

           Lead Time Availability of the Commodity/Service.

(h) 

           Terms of warranty describing what and how the warranties will be serviced.

(i) 

           Special pricing instructions: Price and any discount terms or special requirements or terms (special note: pricing must include guaranteed firm fixed prices for items requested.

(j) 

         Payment address or instructions (if different from mailing address)

(k) 

           Acknowledgment of solicitation amendments (if any)

(l) 

        Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including points of contact with telephone numbers, and other relevant information)

(m) 

           Special Note: The Seller, by his response to this RFQ/RFP and accompanying signatures, confirms that the terms and conditions associated with this RFQ/RFP document have been agreed to and all of its attachments have been carefully read and understood and all related questions answered.

Procurement Department

procurementftfkwa@rti.org

September 3, 2024