Call for Consultancy to implement a Training of Trainers Program for Coffee Farmers on Good Agricultural Practices in Embu County – Good Neighbors Kenya

Ref Number: KGN/SED/KOICA/EMBU/2023/004

Introduction

Kenya Good Neighbors is an International, Humanitarian and Development NGO in General Consultative Status with the United Nations Economic and Social Council (UN ECOSOC). Our greatest mission is to improve the lives of others- especially those of children- through education, community development, health and sanitation, and disaster relief projects.

Kenya Good Neighbors (KGN) was established in Kenya on 14th December 1995. Kenya Good Neighbors is currently operating projects both in rural and urban areas. In urban areas, we have Korogocho CDP which is in Kasarani Sub-County, Dandora CDP which is in Njiru Sub-County and Mukuru CDP is within Makadara Sub-County. We also have rural projects in Trans Mara SubCounty (Meguarra CDP), Gucha Sub-County (Ogembo CDP), Kajiado Central Sub-County known as (Bissil CDP) and Rarieda Sub County (Rarieda CDP). KGN also established various special projects at the community level including Mwamba Oibor in the rural area, Kajiado County, Cereal Project in Trans Mara Sub County, Green Light Project in the Urban area, Nairobi County, and the coffee project in Embu County.

Coffee project

The project is located in Embu County which is approximately 120 kilometers northeast of Nairobi, on the south-eastern side of Mount Kenya, on the humid highland slopes of the mountain. Coffee is a major export crop in Embu and is grown in the upper middle altitude zones, about 1,400 meters above sea level on the slopes of Mt. Kenya. Nearly all the coffee is grown by smallholders in Embu. The majority of coffee farmers in Embu County are small scale and they sell their coffee through farmers’ societies. These Societies are still struggling with perennial problems of poor management, dilapidated infrastructure, unstable coffee markets, and lack of finances among
others. Farmers in the area face several challenges which include; low farming working capital, outdated farming practices and technologies, poor coffee quality seedlings, and low farm yields, worsening climatical conditions among others which have led to decreased coffee income.

Kenya Good Neighbors is implementing a three-year (2022 to 2025) coffee project in Embu County funded by KOICA. The project objective is to increase coffee farmers’ income, through capacity building and strengthening cooperatives’ operation systems. The main components of the project will include: Training of trainer’s program, that is aimed at training promoter farmers who will train other farmers within their localities to improve coffee production, conducting soil analysis, replacing the old disk pulpers with eco pulpers, replacing old coffee drying beds with metallic beds, repairing factories facilities like fermentation tanks, washing channels, building solar greenhouse and linking farmers to direct markets among others.

Terms Of Reference
Scope of works

Kenya Good Neighbors seeks to implement a training of trainer’s program that will equip the selected promoter farmers of 24 Societies of Embu with adequate knowledge and skills to become trainers to other farmers within their Societies. The program will run for a period of 3 months, with the objective of empowering and preparing the select farmers with necessary skills, techniques and knowledge to become effective trainers to other farmers within their villages and in the longrun improve overall quality of coffee production and sustainable farming practices.

Place of performance

Services under this solicitation shall be performed within Makengi Sublocation in Runyenjes Sub County, in Embu County.

Period of performance and estimated level of effort

All services required under this solicitation will be delivered for a period of 3 months. The estimated level of effort shall be approximately ninety (90) Days.

Objectives of the consultancy

The main objectives of this consultancy are as follows:
a) Conduct a comprehensive Training of Trainers (TOT) program for 100 selected lead farmers from the 24 coffee farmers cooperative societies in Embu County.
b) Equip TOT farmers with knowledge and skills in Good Agricultural Practices (GAP) for coffee farming.
c) In collaboration with the County and KGN, provide logistical support for the TOT program, including venue arrangements, farmers’ meals, and refreshments.

Specific Tasks

a) Train, Contact and Communication: Establish and maintain effective communication channels with trainees to address their questions, concerns, and provide necessary information.
b) Attendance Tracking and Encouragement: Monitor and encourage trainees to maintain consistent attendance throughout the training program.
c) Training Material Preparation and Distribution: Oversee the preparation and distribution of training materials, including posters, brochures, handouts, and other relevant resources.
d) Meal Arrangements: Coordinate meal arrangements for trainees during the training sessions, ensuring their nutritional needs are met.
e) Reporting Preparation and Submission: Compile and prepare reports summarizing the progress and outcomes of the training program, and submit them as required.

Submission Instructions
Documents Comprising the Proposal

The Proposal shall comprise the following;

A. Mandatory Documents which shall comprise;

i. Certificate of Registration
ii. Up-to-date CR12 Form
iii. Tax Compliance Certificate
iv. KRA Pin Certificate
v. Utility Bills
vi. Litigation History
vii. Organogram
viii. 2-year audited accounts (2021 &2022)

B. Technical Proposal made up of the following

i. Proposal Cover Sheet
ii. Consultant’s Organization and Experience
iii. Description of approach, methodology, and work plan to deliver on specific task
iv. Team Composition, Assignment, and Key Experts’ Input with CVs attached and Professional Licenses If any
v. References from previous work which shall include;
a) Customer Contact
b) Contract Agreement
c) Recommendation Letters
d) Comparability to this solicitation

C. Financial Proposal

Preparation and Submission of Proposals
General Considerations

In preparing the Proposal, the Consultant is expected to examine the TOR in detail. Material deficiencies in providing the information requested in the proposal may result in the rejection of the Proposal.

Cost of Preparation of Proposal

The Consultant shall bear all costs associated with the preparation and submission of its Proposal, and the Procuring Entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. The Procuring Entity is not bound to accept any proposal and reserves the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Consultant.

Language

The Proposal, as well as all correspondence and documents relating to the Proposal, exchanged between the Consultant and the Procuring Entity shall be written in the English language.

Only One Proposal

The Consultant (including the individual members of any Joint Venture) shall submit only one Proposal, either in its own name or as part of a Joint Venture in another Proposal.
If a Consultant, including any Joint Venture member, submits or participates in more than one proposal, all such proposals shall be disqualified and rejected. This does not, however, preclude Sub-consultant, or the Consultant’s staff from participating as Key Experts and Non-Key Experts in more than one Proposal when circumstances justify and if stated in the Data Sheet.

Members of a joint venture may not also make an individual Proposal, be a subcontractor in a separate proposal or be part of another joint venture for the purposes of the same Contract.

Clarification and Amendment of TOR

The Consultant may request a clarification of any part of the TOR during or before the Proposals’ submission deadline. Any request for clarification must be sent in writing, or by standard electronic means, to the Procuring Entity’s address indicated. The Procuring Entity will respond in writing, or by standard electronic means, and will send written copies of the response (including an explanation of the query but without identifying its source) to all Consultants. Should the Procuring Entity deem it necessary to amend the TOR as a result of a clarification, it shall do so following the procedure described below:

At any time before the proposal submission deadline, the Procuring Entity may amend the TOR by issuing an amendment in writing or by standard electronic means. The amendment shall be sent to all invited Consultants and will be binding on them. The Consultants shall acknowledge receipt of fall amendments in writing.

If the amendment is substantial, the Procuring Entity may extend the proposal submission deadline to give the Consultants reasonable time to take an amendment into account in their Proposals.

The Consultant may submit a modified Proposal or a modification to any part of it at any time prior to the proposal submission deadline. No modifications to the Technical or Financial Proposal shall be accepted after the deadline.

Sealing and Marking of Proposals and submission date

The firm shall deliver the Proposals in a single sealed envelope, in a single sealed package, or in a single sealed container bearing the name and Reference number of the call for proposal, addressed to the Procuring Entity and a warning “DO NOT OPEN BEFORE 16th October 2023 Midnight. The Proposals shall be delivered to the procuring entity premises which are along 3rd Sunrise Avenue in Ruiru off Eastern Bypass.

For full tender document: https://goodneighbors.ke/tenders/#