Terms of Reference (TOR) for documenting lessons learned and best practices

 1.       Background

Farm to Market Alliance (FtMA) project financed by World Food Programme (WFP) and implemented by RDO and RWARRI intervenes in 28 districts in the 4 provinces of Rwanda and the city of Kigali, supporting 125,261 farmers, where 59,945 are women (48%) and 8,674 are youth (7%). The farmers are grouped into 411 Farmer Organizations (FOs). The project promotes the establishment of sustainable pro-smallholder agricultural value chains of maize, beans, Irish potatoes, soya, rice, and vegetables with the aim of increasing smallholder farmers’ income and fostering the commercial viability of private sector actors engaged in the alliance. Maize and beans are among the priority crops identified by the government for support in the strategy for agricultural transformation. Both maize and beans play a very important role in Rwanda for food security and commercial potential. In addition to human consumption, maize is also used in the production of feeds for animals, poultry, and fish. FtMA is promoting Irish potatoes in smart FOs in Karongi, Rutsiro, Nyamagabe, and Nyaruguru where the soils are favorable for the crop, and vegetable growing is being encouraged in FOs under Home Grown School Feeding (HGSF) program in Kayonza to improve nutrition in schools and help farmers extend local markets and get an alternative source of income. Therefore, promoting maize, beans, Irish potatoes, and vegetable value chains represents a real and clear option for enhancing farmers’ livelihoods.

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The project was implemented since 2015 and it is coming to an end in September 2023, RDO and RWARRI have to develop a documentation of lessons learned and best practices on FTMA   project and be shared with WFP, stakeholders, and beneficiaries. In this exercise, RDO and RWARRI will produce a well-designed and detailed document on lessons learnt and best practices for key government ministries and institutions, CSOs and a brief summary document, translated in Kinyarwanda for local leaders, and Cooperatives.

 2.       Purpose of the consultancy

The purpose of the consultancy is to provide technical support to implementers in the process of evidently documenting lessons learned and best practices. The consultant/ firm will document these lessons in close consultations with RDO and RWARRI whose close work with farmers highlighted the key successes and lessons learned. Lessons learned and best practices document will be disseminated to WFP, and different stakeholders including key ministries, government institutions, CSOs, local leaders, and cooperatives. As part of this project, in compliance with specific donor’s requirements, a lessons-learned document is to be developed around project activities and impact. The product will comply with visibility requirements as fixed by RDO and RWARRI and the donor (WFP). The developed detailed document will be a booklet with editing adequate to a storytelling-evaluation perspective. The overall style and design of the final product will be agreed upon between the consultant, RDO, RWARRI, and partners.

The detailed document will be produced in English and the summary in Kinyarwanda and English.

3. Scope of the consultancy work
Under the guidance of RDO and RWARRI, the consultant/firms shall undertake the following tasks:
a. Visit at least two project districts in each of four provinces (the southern (Gisagara and Kamonyi, Eastern (Ngoma and Kayonza), Western (Rusizi and Nyamasheke) and Northern province (Musanze and Gakenke) and collect information on success, lessons learnt, and best practices.

b. Track the implementation of FTMA, and identify the success and gaps, with relevant data which this Project may have registered among the farmers.

c. Undertake consultations with partners: WFP, RDO, RWARRI, and other stakeholders in the project to get ideas and establish relevant information that were generated from the farmers.
d. Undertake a literature review of project documentation that are related to the project)
e. Develop the detailed document designed into a booklet in English.
f. Make 2 brief summary documents in English and Kinyarwanda languages.

4. Expected deliverables:
a) Inception report indicating methodology, tools to be used, work schedule, and the proposed format of the document;
b) Draft document for review;
c) Final detailed document, well-designed booklet with logos of RDO and Partners in English submitted in both hard and soft copy
d) 2 summary documents in Kinyarwanda and English submitted in both soft and hard copies;

5.    Approach: 
a)    The consultant/firm is expected to work directly under the supervision of the Executive Secretary/Director –RDO and RWARRI;
b)    The consultant/firm will use a consultative and inclusive approach to ensure that all beneficiaries and stakeholders provide information on lessons learnt and best practices on FTMA project.
c)     The consultant/firm to work hand in hand with partners; RDO and RWARRI for reports and information clarity.
d)    For secondary data the consultant shall undertake a literature review of policy /program documentation and reports that are relevant.
e)    For primary data, the consultant will base on information gathered from beneficiaries, stakeholders including CSOs and grassroots leaders, and from donor; WFP.

 6.        Assignment duration and management arrangements:

This assignment will last for 35 days. The inception report was presented within 7 days after signing the contract, the draft document was reviewed on 18/09/2023 and the final documents were submitted within 35 days. The consultant/firm can work from its own premises, but contacts RDO and RWARRI for field work engagements. The independent consultant/firm should however present work schedule in the technical offer.

7.  Expertise required and Qualification:

Interested consulting firms or individuals should demonstrate relevant experience in the following areas:

• Consultant to have master’s degree in agricultural sciences or social sciences
• High level of analysis, project evaluation and report production
• Understanding of agricultural policy advocacy and citizen participation
• Previous experience in the documenting of lessons learned, best practices will be particularly appreciated
• Good command of English and capability to translate from English to Kinyarwanda
• Working within agreed deadlines while producing high-quality work output.

8. Conflict of interest.

Any conflict of interest involving an applicant must be fully disclosed to RDO and RWARRI. Failure to disclose a conflict may disqualify an applicant or invalidate an award of the contract. Applicants are required to declare any current or past work which might reasonably be considered to represent a conflict of interest.  It will be for RDO and RWARRI to decide if any material conflict of interest exists and applicants in doubt in this regard should seek the advice of RDO and RWARRI.

9. Intellectual property

Any concepts, guidelines or other material developed during the contract will be considered as property of RDO and RWARRI and may be used by both organizations mentioned.

10. Documents required for expression of interest (EOI)

Consultants/Consulting companies submitting EOIs should submit the following:

• Technical bid showing a clear understanding of the scope of the assignment;
• Examples of similar assignments done before;
• Financial bid with a clear breakdown of costs
• VAT Registration and Tax Clearance Certificates;
• RSSB clearance certificate
• Payment terms
• Proposed timeline for accomplishing the assignment;
• Contact details of 3 references from the Development sector; and
• Proof of registration with relevant institutions.
• Resume of the persons who will carry out the assignment

11.    Application process:

Interested consultants/ firms who meet the required criteria shall submit the technical and financial proposals in different envelopes addressed to the Executive Secretary, Rwanda Development Organisation (RDO), KK500 /22, BRALIRWA Road, P.O. Box 368, Kigali. Envelops clearly marked documenting lessons learnt and best practices should be submitted to RDO secretariat offices not later than 22/08/2023

The financial proposal should be inclusive of tax and quoted in Rwandan Francs (RWF). Demonstrable experience and Value for Money (VFM) will be key considerations in evaluating proposals submitted.  Only suitably qualified consultants/firms’ resident in Rwanda will be considered. Any questions regarding this consultancy should be directed to the same addresses above.

Only selected consultants/firms will be notified

Only selected consultants/firms will be notified

RWIBSIRA Eugene

RDO Executive Secretary