Terms Of Reference For Hiring A Consultant To Train The Cooperative Members And Staff On Coffee Roasting, Grinding, And Packaging Techniques
Introduction
Dukunde Kawa (DK) a registered coffee growers’ cooperative with 1193 members headquartered in Baliza Village, Ruli Cell, Ruli Sector, Gakenke District of Northern Province, has built a modern coffee roasting plant that will be used for coffee Roasting, producing coffee beans Powder and Soluble Coffee commonly known as “instant coffee”. The cooperative, in coffee roasting for export for a number of years, has recently opened a well performing roasting equipment and wishes to be engaged as a team in this activity. It is on this background that DK calls for qualified and experienced individual or company consulting services to provide trainings to our staff and board on coffee roasting, grinding, and packaging in order to increase our coffee quality we offer to market.

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Objective of the training
This training aimed at empowering participants in:
• Basic understanding of coffee processing practices at wet mill, dry mill, at roasting, grinding and packaging level
• Forecasting coffee production at roasting plant, budgeting the costs and price fixing strategy for roasted coffee.
• Coffee roasting facility management, particularly safety, health, and environment at workplace.
• Control of the roasting process to evaluate the quality of roasted coffee experimentally using different parameters such as aroma, flavour, colour, bean temperature, PH, chemical composition and inventory management
• Proper management and control of risks associated with roasting, grinding and packaging including chemicals associated risks and price risk.
• Understand proper coffee handling, packaging, and storage best practices to better manage the chain.

Objective of the tender and scope of the work
The objective of this tender is to hire a qualified and experienced individual or company to provide trainings to our staff and board on coffee processes mainly coffee roasting, grinding and packaging, roast profile diversification and coffee inventory management to meet training objectives mentioned above.
The scope of the work is to carry-out of a training of trainers for 43 persons comprised of 30 representatives from 30 zones (1 per zone); 5 board members, 1 manager, 2 agronomists, 1 Accountant, 1 Marketing Officer, 1 Machine Operator, 1 audit committee and 1 Tender committee Presidents for three (3) full working days.

Specifically, the consultant will:
• Liaise with Dukunde kawa to finalize the list of participants who will attend the training.
• Conduct a training needs assessment, develop a training schedule and discuss the dates and arrangements for this training,
• Share with the cooperative the training content 7 days before training: curriculum, training materials
• Conduct the 3 days training which promotes trainees’ participation and groups discussions
• Prepare and submit a detailed training report.

Deliverables
The deliverables related to this assignment are that the trainer shall provide:
• Training Module on the subject mentioned above to be discuss before the training
• Training schedule
• Detailed Training report in English, a 4 pages’ handout in Kinyarwanda to facilitate the implementation of the skills learnt and a follow up action plan to assess the status of the practice of skills acquired by the trainees while carrying out their roasting, Training slides and photos taken during the training sessions
• Training attendance lists signed by participants on a daily basis.

Consultant Qualifications
Dukunde Kawa Cooperative intends to hire an individual Consultant operating for his own or appointed by a firm, with the following qualifications:
• The individual trainer or his firm must be registered with RRA or RDB as trainings among the activities allowed to be performed
• Possess A minimum of a bachelor’s degree in Food Sciences, Agribusiness, Food processing, Bio-Technology or any other related field. Being professional certified Q Grader will be of an added advantage
• At least 5 years of proven experience in conducting coffee related trainings with proofs of good completion, copies of contracts or other supporting documentation. Any training related to coffee roasting, grinding and packaging will be much appreciated.
• Showing a proven ability to issue an EBM receipt before payment
• Proven experience in coffee processing and knowhow on roasting machine functionality.
• Consultant shall have good command of English and Kinyarwanda
• Have excellent communication skills both verbal and written
• SCAA qualified trainers are highly encouraged to apply

Presentation and submission of bids/offers
The offer that includes the technical and financial parts in one document in sealed envelope shall be addressed to Dukunde Kawa President at the cooperative office at Ruli Sector, Gakenke District before 10th June /2022 at 5:00 Pm. Also complete offers, well printed, signed offer and scanned in one pdf format document, submitted by email to: to musasacoffee@yahoo.fr, with a copy to ernest@dukundekawa.rw, received before the deadline will be also considered.

The offer should be comprised of:
1. The Technical offer with all the documentation requested by the terms of reference including but not limited to:
1. A signed letter of application specifying the amount requested all taxes for the training,
2. Detailed CV of the consultant assigned to perform this assignment.
3. Copies of degrees and certificates.
4. Copy of registration with RDB and proof of the applicant`s (firm or individual) ability to issue an EBM receipt
5. Certificates of previous similar assignments accomplished.
6. Detailed work plan and schedule, and time frame of activities.
7. Description of work methodology to be used by the Consultant.
1. The financial offer that detailed different costs related to the assignment in terms of fee per day per staff, transport, accommodation cost, all submitted in one envelope. The bided cost excludes meals, accommodation and other costs related to the participants themselves.
Quoted prices should be in Rwandan Franc, include all applicable taxes in Rwanda and remain valid for at least ninety (90) days.

Delivery period and terms of period:
The delivery period is expected in June 2022 and this period include the training itself, the training report and other documents and photos, except for any inconveniency shared and discussed with the selected consultant. The Consultant is expected to deliver the training in the most professional manner.
The entire contract amount will be paid by cheque in the names of the selected consultant or paid bank transfer into his/her bank account specified in the contract in two individual consultant or firm bank account as specified below:
• 50% of the contract amount will be paid after the 2 days training.
• 50% of the contract amount will be paid after submission, review and approval of the training report and accessories.

Service Contract
A contract of service will be discussed and signed between the individual Consultant or firm Representative and Dukunde Kawa. The contract and the terms of reference will guide the performance of the contract and will constitute the basis for its evaluation.
For more information, please contact +25 0788482711 (President of cooperative) or
+250782142193 (Managing Director) during working hours.
Done at Ruli on 26/05/2022
MUBERA Celestin
President of DUKUNDE KAWA Cooperative
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