Expression of Interest (EOI) – Re-advertised Workshops for and coaching of companies in the agricultural sector
Reference Number: 83436062
General overview
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate and Energy, Digitalization, Extractive Governance and Peace and Security in the Great Lakes Region.

1. Context
The GIZ “Support to a Sustainable Waste and Circular Economy” Project (WCE) aims to enable public and private actors to implement circular economy practices in Rwanda’s waste sector. It is part of the Rwandan-German Climate and Development Partnership that was signed by the Environmental Ministers of Rwanda and Germany in March 2022. One of the project’s key instruments is needs-based capacity development. The support aims to enhance and increase technical and organisational capacities and skills within the structures relevant for implementing approaches of circular economy in waste management.

Through its support to the Ministry of Environment (MoE) and subordinate institutions, the WCE project provides these relevant state actors with technical and process-related advice regarding the development of instruments for implementing and operationalising policies, strategies, and plans for circular waste management. A specific focus lies on the cooperation between the public and private sector, which is taken into regard through initiating and moderating dialogues between state institutions and private enterprises.
Furthermore, the WCE project is supporting private enterprises to develop financially viable business models and access finance for inclusive, climate-smart waste management and a circular economy. A major enabling factor is an improved financial environment for WCE activities, including access to finance, setting up subsidized target programs, and a higher educational level of financial institutions and intermediaries for the specific needs of WCE business approaches. An improved regulatory framework, for example by enforcing common standards in waste management, would also create further markets for WCE services.

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The project provides training measures to develop entrepreneurial capacity and is initiating a call for ideas in selected value chains to support and identify innovative, inclusive, and climate-smart circular approaches and to develop the necessary business cases that would showcase the potentials for doing business in the WCE sector. Depending on their market maturity, selected innovative project ideas receive targeted advice and coaching to develop their ideas or support to access financial grants and technical support from a financing facility that is being developed.
Finally, the WCE project aims to pilot national strategies and plans for circular waste management in a selected satellite city located in the Kigali metropolitan area. Once the satellite city has been selected, the project will address the local government departments responsible for circular waste management and advise them on the implementation of national strategies and guidelines for circular waste management at the local level. This will involve the development of an action plan based on a selected waste stream, such as organic waste. The experience gained with piloting will be fed into the national dialogue process.
As part of these interventions, the WCE project is exploring the potential for innovative approaches in different sectors to reduce waste streams. These include but are not limited to a more efficient and effective use of materials in production processes, new and alternative uses of by-products, strengthened logistic chains, changed products’ designs towards more sustainability, as well as general reuse, repair, refurbishing and recycling of products.

This tender specifically focuses on the agri-food sector and selected agricultural value chains. The WCE project wants to interact with actors from different value chains, discuss the relevance and importance of the topic, and support actors with implementing low-cost circular innovations that will reduce waste outputs in their relevant production processes and value / supply chains.
To realize this, the bidder (also referred to in this document as the contractor) shall plan, organize and conduct several workshops on circularity in specific agricultural value chains. In addition, the consultant shall provide dedicated coaching to selected companies that show both the motivation and the potential to implement concrete circular solutions in production processes that will lead to reductions in waste output, as described in Chapter 2.

2. Tasks to be performed by the contractor
The contractor is responsible for providing the following services:
1. Prepare and implement 6 workshops to increase awareness and build up knowledge on circular economy topics in the agricultural value chains / agri-food sector. The workshops also aim to explore the readiness and potentials of key actors of the value chains for innovative approaches towards circularity and green growth, which should be documented by the contractor.
o Develop curricula, which include at least 2 already working business cases from within the East African Community per topic, and conduct five (5) full-day workshops, each focussing on circularity in one specific agricultural value chain. The target group consists of farm managers, extension officers, processing companies and companies that source agricultural products in Rwanda. The following value chains have been tentatively selected, but can be changed if need be:
• Coffee value chain
• Tea value chain
• Banana / plantain value chains
• Rice value chain
• Dairy value chain
• Maize value chain
2. Develop a curriculum and conduct a one (1) full-day workshop on packaging, touching on the topics of innovative packaging solutions, less packaging, alternative materials etc., including solutions already in place in the East African Community of agricultural and agro-processed The target group for this workshop are companies that sell packaged agricultural goods in Rwanda
3. Ensure outreach and publicity for the workshops with relevant partners in the sector and take the lead in overall invitation management, so that every single workshop will be attended by at least 15 relevant stakeholders
4. Coordinate evaluation of workshops with GIZ WCE
5. Coaching of companies or entrepreneurs to support the implementation of circular solutions and a reduction of waste outputs
o Individual on-site coaching for companies that took part in one of the workshops and that have a clear idea to introduce circular solutions in their value chain, which will lead to significant reductions of waste outputs. The subject-specialized coaching and individual advice, which will cover both technical and business aspects, will be limited to 30 contact hours per company, spread over up to 5 sessions.

6. Gaps and needs identification in end report
Certain milestones, as laid out in the table below, are to be achieved during the contract term:
Milestones/process steps/partial services Deadline/place/person responsible
Inception meeting with GIZ WCE and other relevant stakeholders 2 May, GIZ WCE office
Inception report 10 May
Developing curriculum workshop value chain 1 12 May
Agreeing on general criteria to support companies through coaching 19 May, GIZ WCE office
Conducting workshop value chain 1 19 May
Developing curriculum workshop value chain 2 26 May
Conducting workshop value chain 2 2 June
Developing curriculum workshop value chain 3 9 June
Conducting workshop value chain 3 16 June
Progress report including lessons learned and best practices 21 June
Developing curriculum workshop value chain 4 23 June
Conducting workshop value chain 4 30 June
Developing curriculum workshop value chain 5 7 July
Conducting workshop value chain 5 14 July
Developing curriculum workshop packaging 21 July
Conducting workshop packaging 28 July
Coaching of selected companies has been concluded 27 October
End report 27 October
Proposed Period of assignment: from 1 May 2023 until 31 December 2023.

3. Concept
In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.
Note: The numbers in parentheses correspond to the lines of the technical assessment grid.
Technical-methodological concept
Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).
The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.
Further requirements (1.7)
The contractor is expected to work in a gender-mainstreamed manner from curriculum development and outreach to the conducting of the workshop and coaching. In addition, the contractor is expected to include (in annexes) several possible circular business cases that could be introduced in Rwanda.
4. Personnel concept
The tenderer is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications.
The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Team leader
Tasks of the team leader
• Overall responsibility for the advisory packages of the contractor (quality and deadlines)
• Coordinating and ensuring communication with GIZ, partners and others involved in the project
• Personnel management, in particular identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting the project team
• Regular reporting in accordance with deadlines
Qualifications of the team leader
• Education/training (2.1.1): Master’s degree in material science, agriculture science, biology, biosystems engineering, food science or circular economy
• Language (2.1.2): C2-level language proficiency in Kinyarwanda and English, French is an asset
• General professional experience (2.1.3): 8 years of professional experience in the agricultural sector
• Specific professional experience (2.1.4): 5 years in agricultural production processes or value chains and demonstrated experience with circularity
• Leadership/management experience (2.1.5): 4 years of management/leadership experience as project team leader or manager in a company
• Regional experience (2.1.6): 3 years of experience in projects in EAC, of which 2 years in projects in Rwanda (country)
• Development cooperation (DC) experience (2.1.7): 2 years of experience in DC projects

Key expert 1
Tasks of key expert 1
• Developing curricula for the full-day workshops in circular economy in agricultural value chains and packaging
• Leading the full-day workshops, engaging with companies and other potential participants of the workshops to ensure their participation
Qualifications of key expert 1
• Education/training (2.2.1): Master’s degree in material science, agriculture science, biology, biosystems engineering, food science, circular economy
• Language (2.2.2): C2 -level language proficiency in Kinyarwanda and English, French is an asset
• General professional experience (2.2.3): 6 years of experience in the agricultural sector
• Specific professional experience (2.2.4): 4 years of experience in circular agricultural processes and value chains, demonstrated experience in leading workshops and coaching companies in introducing innovative production methods
• Leadership/management experience (2.2.5): demonstrated experience leading projects
• Regional experience (2.2.6): 3 years of experience in projects in EAC, of which 2 years in projects in Rwanda (country)
• Development Cooperation (DC) experience (2.2.7): Demonstrated experience working with development organizations
Soft skills of team members
In addition to their specialist qualifications, the following qualifications are required of team members:
• Team skills
• Initiative
• Communication skills
• Socio-cultural skills
• Efficient, partner- and client-focused working methods
• Interdisciplinary thinking

Key expert 2
Tasks of key expert 2
• Ensuring follow-up and support to companies with concrete plans to introduce circular innovations in their value chain and / or own production processes
• Overseeing coaching of selected companies, assigning relevant short-term experts from the pool to companies
• Ensuring that workshop curricula are relevant for companies in the sector, supporting KE1 with development
• Documenting waste output reductions of companies that have successfully implemented circular solutions

Qualifications of key expert 2
• Education/training (2.2.1): Master’s degree in business administration or any similar relevant study
• Language (2.2.2): C2 -level language proficiency in Kinyarwanda and English. French is an asset
• General professional experience (2.2.3): 6 years of experience in the agriculture sector
• Specific professional experience (2.2.4): 4 years of experience in circular agricultural processes and value chains, 4 years of experience coaching and advising companies in introducing innovative production methods to save waste outputs
• Leadership/management experience (2.2.5): demonstrated experience leading projects
• Regional experience (2.2.6): 3 years of experience in projects in EAC, of which 2 years in projects in Rwanda (country)
• Development Cooperation (DC) experience (2.2.7): Demonstrated experience working with development organizations
Soft skills of team members
In addition to their specialist qualifications, the following qualifications are required of team members:
• Team skills
• Initiative
• Communication skills
• Socio-cultural skills
• Efficient, partner- and client-focused working methods
• Interdisciplinary thinking
Short-term expert pool with minimum 3, maximum 6 members
For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see below Chapter 7 Requirements on the format of the bid) for the assessment.

Tasks of the short-term expert pool
• Carrying out specific workshops on circularity in agricultural value chains, i.e. coffee, tea, banana / plantain, rice, maize
• Coaching and supporting companies in introducing circular solutions in their production processes and / or value chains
Qualifications of the short-term expert pool
• Education/training (2.6.1): 1 expert with university qualification in agriculture science, 1 experts with university qualification in business administration, 1 expert with university qualification in circular economy
• Language (2.6.2): all experts with C2-level language proficiency in Kinyarwanda and English. French is an asset
• General professional experience (2.6.3): 1 expert with 4 years of professional experience in the coffee and tea sector, 1 experts with 4 years of professional experience in the rice sector, 1 expert with 4 years of professional experience in the maize or banana / plantain sector, 1 expert with 4 years of professional experience in the dairy sector
• Specific professional experience (2.6.4): all experts with 3 years of professional experience with circularity in agriculture or agro-processing
• Regional experience (2.6.5): 3 years of experience in projects in EAC, of which 2 years in projects in Rwanda (country)
• Development Cooperation (DC) experience (2.6.6): Demonstrated experience working with development organizations
The tenderer must provide a clear overview of all proposed short-term experts and their individual qualifications.

5. Costing requirements
Assignment of personnel and travel expenses
Per-diem and overnight accommodation allowances are reimbursed as a lump sum up to the maximum amounts permissible under tax law for each country as set out in the country table in the circular from the German Federal Ministry of Finance on travel expense remuneration (downloadable at https://www.bundesfinanzministerium.de).
Accommodation costs which exceed this up to a reasonable amount and the cost of flights and other main forms of transport can be reimbursed against evidence
All business travel must be agreed in advance by the officer responsible for the project.
Specification of inputs
Fee days Number of experts Number of days per expert Total Comments
Team leader 1 30 30
Key Expert 1 1 30 30
Key Expert 2 1 30 30
Pool of Experts 6 12 72 Experts from the pool will be called in for specialized coaching and advice
Travel expenses Quantity Price Total Comments
Transport Quantity Price Total Comments
Fixed travel budget 1 4000 4000 A budget is earmarked for travel within Rwanda.
You can find further information on the travel expense budget in the ‘Price schedule’ document. Please use the ‘Explanations’ column in the price schedule to break down the individual items. Settlement is possible only until the budget is depleted.
Other costs Number Price Total Comments
Flexible remuneration
1 5000 5000 A budget of EUR 5000 is foreseen for flexible remuneration. Please incorporate this budget into the price schedule.
Use of the flexible remuneration item requires prior written approval from GIZ.
Workshops 7 1500 10.500 The budget contains the following costs:
• Venue; Catering
• Transport
• Materials
• Assistance
Use of the workshop budget item requires prior written approval from GIZ.
Other costs 1 500 500 Unknown unknowns

Workshops and training
Please describe in your concept how you implement GIZ’s minimum standards for sustainable event management (see annexes to the terms of reference).
The contractor implements all workshops included in this tender in Chapter 2.

6. Requirements on the format of the tender
The structure of the tender must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 3) should be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English.
The complete tender must not exceed 10 pages (excluding CVs and proposed business cases). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g. links to websites) will also not be considered.
The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English.
Please calculate your financial tender based exactly on the parameters specified in Chapter 5 Quantitative requirements. The contractor is not contractually entitled to use up the days, trips, workshops or budgets in full. The number of days, trips and workshops and the budgets will be contractually agreed as maximum limits. The specifications for pricing are defined in the price schedule.

7. Option
After the services put out to tender have been completed, important elements of these tasks can be continued or extended. Specifically:
Type and scope
The contractor is responsible for providing the following optional services:
Three (3) additional workshops to increase awareness on circular economy topics in the agricultural sector
• Develop curricula, which include at least 2 already working business cases from within the East African Community per topic, and conduct five (5) full-day workshops, each focussing on circularity in one specific agricultural value chain, that is still to be determined.
• Develop a curriculum and conduct an additional one (1) full-day workshop on packaging
• Ensuring outreach and publicity for the additional workshops with relevant partners in the sector and take the lead in overall invitation management, so that every single workshop will be attendend by at least 15 relevant stakeholders
Additional coaching of companies or entrepreneurs to support the implementation of circular solutions and a reduction of waste outputs
• Individual on-site coaching for companies that took part in one of the workshops and that have a clear business plan, including necessary budget, to introduce circular solutions in their value chain, which will lead to significant reductions of waste outputs. The subject-specialized coaching and individual advice per company will be limited to 30 contact hours, spread over up to 5 sessions.
Requirements
Exercising the option will depend on feedback that GIZ WCE receives from relevant stakeholders, as well as degree of success and impact it sees coming from the initial activities.
The decision on continuation is expected to be made in period October 2023.
The option will be exercised by means of a contract extension on the basis of the individual approaches already offered.

Quantitative requirements for the optional services
Fee days Number of experts Number of days per expert Total Comments
Teamleader 1 15 15
Key Expert 1 1 15 15
Key Expert 2 1 15 15
Pool of Experts 6 6 36 Experts from the pool will be called in for specialized coaching and advice
Travel expenses Quantity Price Total Comments
Transport Quantity Price Total Comments
Fixed travel budget 1 2000 2000 A budget is earmarked for travel within Rwanda.
You can find further information on the travel expense budget in the ‘Price schedule’ document. Please use the ‘Explanations’ column in the price schedule to break down the individual items. Settlement is possible only until the budget is depleted.
Other costs Number Price Total Comments
Flexible remuneration
1 2500 2500 A budget of EUR 2500 is foreseen for flexible remuneration. Please incorporate this budget into the price schedule.
Use of the flexible remuneration item requires prior written approval from GIZ.
Workshops 3 1500 4500 The budget contains the following costs:  
• Venue
• Catering
• Transport
• Materials
• Assistance
Use of the workshop budget item requires prior written approval from GIZ.
Other costs 1 250 250 Unknown unknowns

8. Submission of offer: The Expression of Interest should contain the following:
1. Technical Proposal:
o A cover letter expressing your interest in this assignment
o Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, on your approach to complete the assignment
o CVs of the expert proposed
o Company registration certificate (RDB) in case of a company
o VAT registration certificate
o Latest tax clearance certificate
o Proof of successful completion of related assignments.

2. Financial Proposal: indicates the all-inclusive total contract price, supported by a breakdown of all costs. The costs must be in RWF and VAT
Please deposit your Expression of Interest in 2 separated envelops (technical & Financial offer), until latest 27th April 2023 at 4:00PM, at the front desk of GIZ Office Rwanda / KN 41 St. / Nr.17, Kiyovu, P.O. Box 59, Kigali.
Please you must write on each Envelop the following:
“83436062 -Technical/financial offer - Workshops for and coaching of companies in the agricultural sector”
GIZ reserves all rights
9. List of Abbreviation
GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit (German International Cooperation)
MoE Ministry of Environment
ToRs Terms of reference
WCE Waste and Circular Economy
10. Annex
• Minimum standards for sustainable event management at GIZ
• The Technical assessment grid
• Self-declaration of eligibility form (to be completed by the bidder and submitted together with technical offer
Attachment