TERMS OF REFERENCE FOR THE SELECTION OF A CONSULTANT / FIRM FOR CONDUCTING THE FEASIBILITY STUDY FOR THE DEVELOPMENT OF RAB SONGA STATION INTO A CENTRE OF DAIRY EXCELLENCE 

  1. Background Information on the Assignment

The Royal Jersey Agricultural & Horticultural Society (RJAHS) are working in collaboration with the Ministry of Agriculture and Animal Resources of Rwanda (MINAGRI) through the Rwanda Agriculture and Animal Resources Development Board (RAB), in developing a Centre of Dairy Excellence at RAB Songa Station, Rwanda. The feasibility study is supported with funding from Jersey Overseas Aid (JOA)

Rwanda’s priority strategy for the dairy sector remains to increase the proportion of the dairy cattle population made up of higher producing ‘exotic’ breeds such as Jersey, through targeted genetic improvement and crossbreeding programmes. In time, this is expected to coincide with an overall decrease in the national cattle population as efficiency increases and reliance on native breeds (such as the Ankole) decreases. Populations have fluctuated in recent years but are currently increasing, with the most recent Rwandan national cattle population estimate, as reported in the RAB Annual Report 2019-20.

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In line with GoR priorities, recent JOA supported scientific research has provided weight to an increasing volume of evidence that supports the Jersey breed’s value in improving productivity; especially by extension through the incomes and food security of resource poor smallholder dairy farmers and their families in developing economies. There are several genetic qualities of the breed which are of benefit in low-resource contexts including ease of calving, small body weight, heat tolerance and disease resistance, as well as increased efficiency in terms of milk production relative to feed requirements, which provide an advantage over other common exotic breeds in Rwanda. Fertility and productive benefits in Jersey-infused genetics, which could be further propagated in a strategy tailored to Rwanda, with Songa being a hub for the breed with benefits directed to smallholder and SME dairy productivity and incomes. Crucially a high feed conversion ratio both lowers the relative feed inputs required to produce the same quantity of milk and reduces the intensity of Greenhouse Gas (GHG) emissions.

It is with the above background that the RJAHS, with the support from MINAGRI and RAB, though the JOA-funded project, is currently looking for an experienced consultant/firm to conduct elements of a wider feasibility study researching the most effective methodologies for the development of a Jersey breed-focused centre for dairy excellence at RAB Songa Station which will also achieve development impact 

2. Scope of the Assignment
   • Geographic Coverage of the Assignment

The wider RJAHS/RAB feasibility study will be conducted across the entire RAB Songa Station total area. RAB Songa Station headquarters is located in Southern Province, Huye District, Kinazi Sector. One part is located in Kabona Cell and the other part is located in Gitovu Cell, Akarambo village, near the main road from Kigali-Huye. RAB Songa Station has around 392 Ha of land used for a semen production centre, cattle farming (grazing), forage cultivation and infrastructure used for administration, cattle housing, storage and habitation.

Image 1: RAB Songa Station – Satellite image 2022 – for guidance only 

• Purpose of the Wider Assignment

The overall vision is for the RAB Songa Station to sit at the centre of a wider programme of work to transform dairy cattle breeding in Rwanda, with a focus on the use of appropriate Jersey genetics, by developing the station into a regional centre of excellence providing locally sourced genetics to Rwandan farmers and acting as a technical research and training hub demonstrating best practice in dairy cattle breeding and husbandry. The feasibility study will commence by focussing on assessment of the technical feasibility, socio-economic, soil, water & irrigation and wider environmental impacts of the project.

2.2.1     Specific Objectives Sought Through These Terms of Reference

The wider assignment will encompass a thorough analysis of the development of the breeding centre of excellence. The analysis will be conducted by using a multicriteria analysis including

but not limited to the existence of a policy framework for livestock and dairy development and other aspects of best practices in dairy cattle breeding and husbandry.

At this time assistance is sought from experts who can show experience in one or more of the following scopes of work:  

• Development of technical feasibility for establishing the Songa Centre of Dairy Excellence, with a focus on the Jersey breed
• Analysis of the soil, water and irrigation potential of the RAB Songa Station land
• Environmental impact assessment of the proposed project
• Socio-economic impact assessment of the proposed project
• Financial and economic analyses of the project 

Consultants or firm may apply to provide assistance for one or more of these scopes of work, as skill sets allow or the consultancy firm may associate with other firms in the form of a joint venture or a sub-consultancy to enhance their qualifications.

  3. Expected outputs

Key expected outputs of this study include:

• Key elements of the technical feasibility including, but not limited to, cattle managements options, fodder production, grazing land improvement, designs of proposed infrastructures, etc with, at an early stage, more detailed analysis on the following; 
• Soil and water potential of the RAB Songa Station, land and irrigation options proposed, including analysis of any impact on upstream or downstream land users if recommendations are implemented. This review will also seek to identify land suitable for fodder production and / or grazing 
• Socio-economic impacts of implementing the project assessed and mitigation measures proposed for any negative impact 
• Environmental impacts assessed and mitigation measures proposed for any negative impact
• Financial feasibility of the project options analysed

4. Key Deliverables

• Technical feasibility

This should include:

• Demand analysis for establishment of the proposed RAB Songa Station Centre of Dairy Excellence, where a focus on the Jersey breed of cattle is a key component (current and future demand);
• SWOT analysis;
• Designs, layouts and bill of quantities of infrastructures to be established or improved more specifically for the intended dairy herd, as regards to cattle management and administration such as kraals, forage and feed storage, milking facilities, tick prevention facilities, water troughs, feed troughs, etc
• Technical details regarding works related to fodder production and handling; grazing land demarcation, paddocking and improvements;
• Cattle breeds, restocking and breeding practices within RAB Songa Station and with private farmers working with the centre;
• Designs, layouts and bill of quantities of infrastructures to be established or improved more specifically for the production of genetic material (semen & embryos) as regards fitting out the new semen collection centre, presently under construction and any associated facilities that may be required to fulfil the next item for consideration, namely,
• A genetic dissemination plan (potential local, national and regional markets for semen, live animals, embryos);
• Animal disease prevention and health management measures and protocols;
• Biosecurity measures and enforcements mechanism;
• Implementation timing: a realistic project timetable together with the implementation schedule should be provided including, for example, a Gantt chart (or equivalent) with the works planned.
• Implementation plan that takes into consideration all aspects of development of the project, investments and implementation;
• Accreditation and standards required to export of genetics in the region and international markets
• Soil, Water and Irrigation System for the Development of the Centre of Excellence

The consultant will provide technical analysis of the current soil and water management conditions and advise on any feasible development of a water retention and / or irrigation system for RAB Songa Station. 

The following aspects will be analysed and lead to:

• Mapping of RAB Songa Station farm boundaries transects, marshlands, infrastructure allocations, and any existing and required infrastructures.
• Carry out soil testing to identify soil quality for livestock farming practices.
• Identification of water availability for cattle and propose irrigation options.
• Environmental Impact Assessment of the Project

The consultant is required to carry out an Environmental Impact Assessment (EIA) in line with the Organic Law N° 04/2005 of 08/04/2005 determining the modalities of protection, conservation, and promotion of the environment in Rwanda and respective guidelines to analyse significant environmental impacts (positive or negative) of a proposed project and its alternative design options on the physical, biological, cultural and socio-economic characteristics of a particular geographic area.

The objective of the EIA is to prevent and mitigate adverse impacts, enhance positive impacts and assist the rational use of resources, hence maximizing the benefit of socio-economic developments and ensuring sustainable development. Respective findings will be summarised in the Environmental Impact Report (EIR), including the Environmental Management Plan (EMP), which indicates among others impacts, measures, and respective costs to mitigate negative and strengthen positive environmental impacts. 

• The consultant will assess the environmental impact of the projects, including:

1. A description of the initial environmental status of the zone covered by the project with the analysis of possible risks in case the project is executed;
2. Identification of possible sources of negative and positive, direct and indirect impacts; related to the main activities of the project;
3. Policies to reduce negative impact and, in this case, provide measures for mitigation, including technical recommendations for executing the proposed measures as well as the cost evaluation of these measures.

• Socio-Economic Impact of the Establishment of the Songa Centre of Dairy Excellence

In addition to the direct impact on beneficiaries a consultant will analyse and indicate the potential socio-economic impacts of the project. In this section the following questions can be considered and when sufficient detail available, answered:

• How many workers may be involved in the works implementation?
• Will there be permanent jobs created after the works are completed? If yes, specifically what type of jobs and how many.
• Will the project have an impact on poverty reduction? If yes specify how.
• Will have the project an impact on gender dynamics? If yes specify how?
• Identify the will of local farmers and capacity to contribute to breed improvement works, and subsequently to project success?
• How to mitigate the temporary interruption during implementation of the project and the extent that is acceptable to the affected stakeholders?
• Elaborate also the possible negative social impacts of the project. In this case, a report will propose measures to reduce or to mitigate them.

4.5 Financial feasibility

This should include:

• Costs of the actions and scenarios proposed (investments and operating costs)
• Potential sources of investments for the project
• Proposed revenue streams
• Financial analysis and economic analysis (including the breakeven point) 

5. Methodology Approaches

The methodology approach for the separate study elements shall be based on three successive stages.

The first two stages are:

• Literature review and documentation
• Complementary qualitative and quantitative surveys.

In the first case, the consultant shall identify and indicate the potential sources of information, national and international data, and the most reliable and recent data related to the project objectives and activities. In the second case, the information obtained will be

verified or supplemented by participatory surveys and quantitative fieldwork based on an appropriate sampling. If necessary, the sample should be stratified to make sure to include the different categories of farmers around the project.

• In the case of Key Deliverables 4.1 &4.2, the firm or consult will produce a technical design, land mapping, soil & water management plan and irrigation design for the RAB Songa Station.

Note: The data collection methodology and tools require the approval of the RJAHS and RAB before the fieldwork starts. 

6. Profile of the Consultant / Firm and Key Personnel Qualifications & Experience

The Consultant or consultancy firm should possess deep experience in conducting similar assignments of 1. Development of technical feasibility, 2. socio-economic, 3. environmental and/or 4. soil conditions, and water and irrigation analysis, and 5. Financial and economic analysis, with a priority given to experience in developing and managing commercial dairy farms

1. Dairy Agribusiness Expert

• At least Master’s degree in dairy agri-business and/or dairy animal sciences with minimum of 5years experience
• Proof of experience in development of livestock business plan or feasibility studies or strategic documents;
• Knowledge of modern dairy farm establishment and management, appropriate to the land base and climatic conditions;
• Proficiency of English

2. Soil & Water / Irrigation Specialist 

• A master’s degree or higher in agriculture or equivalent, specifically crop-soils-water relations/irrigation management or related fields with at least 5 years’ proven working experience in soil & water management with extensive knowledge in irrigation.
• The consultant must provide at least two certificates of good completion of similar studies.
• The consultant should have GIS (Geographic Information Systems) expertise
• Proficiency in both English and Kinyarwanda with excellent communication skills

3. Environmental Expert 

• The expert much be a certified environmentalist with a proven experience in environmental impact assessment with strong analytical skills
• The consultant must provide at least two certificates of good completion of a similar assignment.
• Proficiency in both English and Kinyarwanda with excellent communication skills. 

4. Socio-economic Expert

• Master’s degree in a relevant field with minimum of 5-year experience
• The consultant must provide at least two certificates of good completion of a similar assignment.
• Proficiency in both English and Kinyarwanda with excellent communication skills. 

5. Engineer/ Architect

• At least Bachelor’s degree in relevant field and minimum of 5 years experience
• Proof of experience in building designs and layouts development, implementing construction projects, quantity estimates, etc
• Working experience in Rwanda / Certified
• Knowledge and working skills of English (Knowledge of Kinyarwanda is an added advantage)

The firm shall be disqualified if the qualification & experience certificates and letter of commitment of the consulting engineers and or specialists are not enclosed. 

7. Communication & Coordination of the Assignments

The activities under these assignments shall be coordinated and supervised by RJAHS in collaboration with RAB. RAB will appoint a staff member to facilitate and coordinate the implementation of this assignment on their behalf alongside RJAHS appointed staff. The coordination team will organize regular technical meetings with the consultants in order to provide guidance on this assignment and make a review of the progress reports. All the reports must be in English, prepared in accordance and submitted in both electronic formats and hard copy along with complete sets of raw data, research materials (if any), and related information.

8. Duration of the assignment

Assuming contracts are signed no later than 1^st February 2023, these assignments shall be completed to the following proposed schedules, with final reports completed and submitted before 16th April 2023.

9. Payment conditions

10. Expected Study Reports

The consultant shall prepare and submit each required report to the client. The following reports are expected to be delivered to the client:

1. Inception Report: The consultant will present an inception report to the client within fifteen (15) calendar days after the contract signing. The report shall detail the understanding of the assignment, proposed methodology (data collection, analysis process and tools, engagement of stakeholders etc.), team composition 
2. with clear roles and responsibilities and the plan of action for accomplishing the task. The inception report should also provide summarized preliminary findings.

• Draft Report: The consultant shall present the report within Sixty (60) days from the contract signature. Note that this report will follow the provided format in the annex of this RFP.

1. Final report: Following review and comments by the client on the draft reports, the consultant shall finalize and submit the final report within fifteen (15) days after receipt of comments from the client.

NOTE: Comments from the client shall be made available to the consultant within three working days following receipt of draft reports.

How to Apply

Qualified consultants/firms are encouraged to submit their offers including technical and financial proposals clearly marked “FEASIBILITY STUDY FOR THE DEVELOPMENT OF RAB SONGA STATION INTO A CENTRE OF DAIRY EXCELLENCE” The electric document will be submitted through the following email addresses:  genetics@royaljersey.co.uk & prumenera@gmail.com, not later than 10^th January 2022. For any clarification, contact the client through the above emails which may be followed up by virtual meetings or please contact Rwandan number: +250788418733. A representative of the RJAHS will be resident in Rwanda for further clarification and interviews from January 10^th, for a period of 10 days.