Heifer International Kenya
Terms of Reference
Impact of Extension Methodologies and Hardware Establishment on Dairy Cooperative Sustainability and Household Resilience
1.1 About Heifer International Kenya
Heifer International is a global non-profit working to end hunger and poverty and care for the Earth by using sustainable practices and engaging smallholder farmers in agricultural development. Heifer was founded on the simple belief that ending hunger begins with giving people the means to feed themselves, generate income and achieve sustainable livelihoods.
Since 1944, Heifer has helped 20.7 million households – more than 105 million people – in over 125 countries, through community-based training, appropriate technologies and agricultural resources, enabling communities to lift themselves out of poverty and hunger on to a path of self-reliance and economic prosperity.
Since 2015, Heifer has been implementing a food security project in the Eastern region in partnership with 12,000 smallholder dairy farming households coalesced into 5 dairy cooperatives in Makueni (1), Embu (1), Meru (2) and Tharaka Nthi (1) counties.
This study is designed to understand the impact of activities on cooperative profitability, farmer loyalty and improved incomes at household levels.
More Info on Heifer: www.heifer.org
1.2 About Food for All Project – Kenya
The Food for All (F4APK), is a five-year food security project, funded by the Dutch Ministry of Foreign affairs, in the Netherlands.
The project targets at reaching 48,500 smallholder farmers in Meru, Makueni, Embu, Machakos and Tharaka Nithi Counties, in the Eastern Region of Kenya, with the overall goal of ‘Improving the livelihoods and resilience of 48,500 households, through improving access and availability of good food and livestock products, thereby reducing food and Nutrition insecurity in Eastern region of Kenya’.
The project targets at generating increased growth and incomes and engender private sector partnerships with farmer owned businesses that will enhance community resilience.
The project works to improve local and regional qualitative, good and affordable food and nutrition by improving production and consumption of high value vegetables and livestock products.
The project will also work towards improving market efficiency and sustainability of food chains for national, regional and international markets and thirdly, inclusive business with impact on low income groups, both employees, producers and entrepreneurs.
These will form the basis for the diversification of livelihoods, incomes and increased access to and consumption of quality good foods and nutrition for the farmers in the target project areas and consumers. Through Food for All Project, Heifer International-Kenya is developing dairy value chains using the dairy hub model in Meru, Embu, Tharaka Nithi, Machakos and Makueni counties.
The project has been working 5 dairy hubs through which smallholder farmers will be empowered to manage profitable dairy business enterprises. These hubs include Makueni, Muthiru, Katheri, Magati and Mkulima Bora Dairy Cooperatives. To achieve the overall goal, the project is guided by three key objectives:
2.0 Project Objectives and Outcomes
1. Objective 1: Improve production and productivity of high value vegetables and dairy products in the Eastern region of Kenya.
- Outcome: 48,500 (55 percent Women and 10 percent Youth) small holder farmers in the Eastern region of Kenya have improved both crop and dairy productivity by 60%, as a result of project intervention addressing both local and global food and nutrition security.
2. Objective 2: Increase access to markets for smallholders’ high value vegetables and dairy produce
- Outcome 2: Market access and linkages improved, providing linkages to 48,500 smallholder farmers leading to stable and transparency in local, regional and international supply chains making, leading to increased sales to both local, regional and international market.
3. Objective 3: Improve partnership, collaboration and capacity of producer marketing groups for sustainability.
- Outcome 3: A strong farmer institutions have been built through improving organizational capacity and business skills and are able to sustainably manage production and marketing.
3.0 Scope of Work
In the past 5 years, the project has established systems that enhance collective action among the 12,000 producers.
These include establishment of the following hardware’s and extension systems in the respective dairy cooperatives:
(1) Magati Dairy Cooperative: Chilling equipment: Milk Cooler -3,000 LPD; Power Generator -17KVA; Mini Lab – Quality Testing and extension system driven by Peer Farmer Trainers (PFTs) and government extension staff (Resource persons)
(2) Makueni Dairy Cooperative: Milk Dispenser complete with pasteurizer; Mini Lab and extension system driven by Peer Farmer Trainers (PFTs)and government extension staff (Resource persons)
(3) Mkulima Bora dairy Cooperative: Milk Cooler -2,000 LPD; Milk Dispenser complete with pasteurizer; Mini Lab – Quality Testing and extension system driven by Peer Farmer Trainers (PFTs)and government extension staff (Resource persons)
(4) Muthiru Dairy Cooperative: Construction of a chilling plant, milk Cooler – 5,000 LPD; Mini Lab – Quality Testing; Power Generator -25KVA; Yoghurt Filling and Sealer and extension system driven by Peer Farmer Trainers (PFTs)and government extension staff (Resource persons)
(5) Katheri Dairy Cooperative: Construction of a chilling plant, milk Cooler – 5,000 LPD; Mini Lab – Quality Testing; Power Generator -17KVA; extension system driven by Peer Farmer Trainers (PFTs) and government extension staff (Resource persons)
The principal purpose of this is to undertake assessment of the impact of extension and hardware establishment in increasing/improving dairy cooperative profitability, membership loyalty due to establishment of the hardware’s and adoption of production technologies, improved production and productivity and profitability at household level.
The extent to which the interventions have accelerated the producers towards achieving a living income of USD 3,800 in Makueni and USD 5800 in Meru, Tharaka-Nithi and Embu need to be documented.
To achieve the above objective, the consulting firm need to answer the following research questions:
Dairy cooperative level
(1) To what extent has the hardware’s improved the cooperative profitability in terms of improved efficiency and performance.
(2) To what extent has it improved farmer loyalty to the dairy cooperative leading to a motivated membership.
(3) To what extent has the hardware’s increased the cooperative competitiveness within the county.
(4) To what extent has the establishment of the hardware’s led to crowding of different private sector, promoting a PPP framework.
(1) How relevant is the extension system promoted by Heifer International to the Dairy cooperatives, partners and producers in building resilience? What is the potential for scaling up?
(2) To what extent has the extension system improved technology dissemination and adoption at Household level.
(3) To what extent has the extension system improved production and productivity at household level.
(4) To what extent has the extension system accelerated the producers towards achieving the living income bench mark for that particular region.
(5) To what extent has the investment promoted youth and gender inclusivity along the dairy value chains.
(6) To what extent has the investments promoted crowding in of other stakeholders, private sector and other organizations benefiting from the investments
4.0 Audiences and Intended Users
The audience of the evaluation report will be the HPI and HPI Kenya, specifically the project team, the implementing and potential collaborating partners and donor.
An Executive Summary and recommendations will be provided to HPI HQ Program Management. It is expected that partners and the county government line ministries will have the opportunity to discuss how the HPI-K project will assist them in the future to meet goals from lessons leant.
5.0 Existing Data
a) Project document, project level reports and work plan
b) Theory of Change
c) Review of existing secondary information and reports relevant to the baseline study topics.
d) The previous studies and assessments in the project areas by other stakeholders may also be referenced.
6.0 Design and Methodology
6.1 Assessment design
The evaluation will be important for HPIK and its partners, in understanding project implementation methodologies and their impact at both cooperative and household level.
This will be able to identify the key issues affecting the strategies and how to mitigate these challenges through methodology change.
The assessment will involve Household survey (Minimal level), with more emphasis being on focused group discussions at Dairy interest groups (DIG) Key Informant interviews targeting opinion leaders, relevant county and national government departments and extension/CF/Cooperative staff and board of directors.
6.2 Data Collection Methods
The evaluation team would be expected to initiate this assignment with a literature review of all the documents cited in the “existing data” section above.
It should also be prepared to conduct interviews with a sample of the project targeted beneficiaries and appropriate Value chain actors, organizations and institutions that may be involved in related work.
The Project expects the evaluation team to present strong quantitative and qualitative analysis, within data limitations that clearly addresses key issues found in the evaluation questions.
The consulting firm should be able to state the methodology, that they will take to achieve the above objectives.
6.3 Data Analysis Methods
Prior to the start of data collection, the evaluation team will develop and present, for HPI-K review and approval, a data analysis plan that details how the focus group interviews will be transcribed and analysed; what procedures will be used to analyse qualitative data from key informant and other stakeholder interviews; and how the evaluation will weigh and integrate qualitative data from these sources with quantitative data from the household questionnaire to establishes the status of outcome.
7.0 Study Products and Deliverables
➢ Inception report
The inception report shall outline the key scope of the work and the intended work plan.
The inception report shall be submitted after 5 days of commencing the consultancy prior to an inception meeting.
The inception report and meeting will provide HPI-K with the opportunity to verify that they share the same understanding about the Terms of Reference and should include:
- A conceptual framework for undertaking the survey and evaluation
- Proposed survey methodology, including detailed field procedures, data collection framework and data collection tools
- Discussion of any limitations to the proposed methodology or approach
- Quality control measures
- Communication protocol
- Work plan/schedule indicating key deliverables and milestones, including outputs and timeline
- Composition and roles of the team
- Financial proposal
- Reporting the evaluation findings in the inception report
It is envisaged that the methodology used during this assessment will include, but not necessarily limited to the following (consultant free to suggest additional or other suggestions):
a) Review of existing secondary information and reports relevant to the topics. The previous studies and assessments in the project areas by other stakeholders may also be referenced.
b) Review of existing project level reports, documents and work plans relevant to the scope of the study.
c) Discussion with key project staff of Heifer International and partners at project and county levels and other key informants.
d) Interviews with concerned government agencies, line ministries and stakeholders involved, at National, traders, processors and County level
e) Field visits in the implementation areas for data collection and observations.
f) Community-level participatory meetings and focused group discussions for data collection and information gathering.
g) Minimal Household level survey for data collection through structured questionnaires developed to address the key project objectives and indicators.
h) Special emphasis should be given to ensure the participation of women and youth in the process to understand the issues concerning women and youth from a gender perspective.
i) Use of data/information from local institutions or organizations as deemed appropriate.
j) Data analysis and verification of analysed data.
The study approach should have a strong focus on the application of participatory approaches and proven methodology that fits well in the context of local communities and stakeholders.
The sampling methodology must have a statistical representation of different sub-sections like counties, ethnic groups, livelihood zones, wealth group, enterprises and vulnerable households as applicable.
It should be noted that for quantitative data, the collection would be done using Survey CTO, Heifer’s standard data collection software, hence the consulting team should be aware of the system. If not, they will be brought up to speed with the Heifer Kenya team.
Draft report – The draft consultancy report, addressing the TOR, should be produced in English for Heifer International to provide feedback within 30 days from the date of approval of the consultancy for activity
1. The report should be concise and within 30 – 40 pages excluding annexes and Executive Summary, and at a minimum should contain the following sections:
- List of acronyms and abbreviations
- Table of contents
- Executive Summary
- Introduction (project)
- Methodology, Implementation Details, and Limitations
- Results and discussions
- Conclusions and Recommendations
o Survey Instruments : questionnaires, interview guides, etc., as applicable
o Any other annexes: maps, graphics, etc.
Final report –The final report will be produced 5 days after receiving comments on the draft report.
The content and structure of the final analytical report shall include but not necessarily limited to Executive Summary, findings, recommendations, lessons learnt and a summary table of the baseline status of all the project indicators.
Final version of quantitative data sets in agreed upon format and qualitative transcripts.
9.0 Team composition
Heifer International Kenya is looking for the firm with substantial experience performing such evaluations.
More specifically, the lead consultant should have a proven track record in conducting equivalent studies.
The consultant team should have expertise in local economic and enterprise development and livestock sectors, excellent analytical skills and report writing skills in English.
Required expertise, skills and knowledge are as follows:
- Master’s degree equivalent in one of the following or related fields: Agricultural Economics, Animal production, Agriculture or extension systems
- Demonstrated experience designing and implementing such studies and deep understanding of agricultural based cooperative and broad knowledge on recent developments in the field more specific to the livestock/dairy sector
- Designing and conducting participatory formative research in collaboration with the broader project research agenda
- Demonstrated capacity for strategic and tactical programming and use of creative, innovative program approaches and actions.
- Demonstrated ability to articulate concepts well in writing and verbally, in English and Swahili, with proven ability to communicate effectively in diverse multi-stakeholder settings.
- Strong qualitative and quantitative research and analytical skills
- Ability to design the evaluation Data Quality Control strategy
- Proven record of excellent management, leadership, decision-making and interpersonal skills
- Proven strong, clear technical writing and oral presentation skills in English
- Proven ability to prepare high-quality technical reports on time
The Project coordinator will manage and coordinate the whole, process in liaison with Heifer PME.
He will serve as the primary contact with the survey and project teams and will facilitate the required support from Heifer.
Heifer must agree to any changes in SOW, plan and process, methodology, etc.
During the survey, the contractor may seek and receive additional advice or guidance from the coordinator, but the consultant team will operate independently, without direct supervision by any Heifer staff.
10.1 Responsibility of Heifer Project International – Kenya
a) Guide the consultants with baseline, midterm evaluation and all relevant data that the consultant will need
b) Facilitate the consultant in field travel and accommodation
c) Familiarise the consultants with Survey CTO data collection and configure for their use
d) Participate in decision making according to consultant tasks above and be available for consultation as needed
e) Review and approve the inception report including proposed methodology and sampling methodology
f) Make all contacts for the consultants with partners and community
g) Review the draft report and provide comments
h) Organize a feedback workshop
i) Address any issues that may arise from time to time
10.2 Responsibility of the consultant
a) Prepare and present an inception report to HPI-K, the report should demonstrate the consults’ understanding of the assignment and should detail a breakdown of activities, timelines, and methodology/approach to be used
b) Undertake primary and secondary data collection through qualitative and quantitative approaches
c) Review and familiarise with HHK developed reports
d) Analyse and interpret data and thereafter prepare a draft study report and share with HPI-K staff and the key stakeholders for review
e) Discuss any gaps in the draft with HPI-K and come up with ways of filling the gaps if any
f) Prepare the final evaluation report and share the soft and hard copies with HPI-K
g) Deliver the data collected both in hard-copy and the soft copy (databases)
The assignment will require travel to and possible staying in the target project region in Kenya.
The activity is projected to take 12-15 days.
Heifer shall provide accommodation and field travel logistics to Makueni, Embu, Tharaka Nthi and Meru BUT not, enumeration costs.
It is important to include information about the Level of Effort or work days allocated for the evaluation team.
A matrix that displays team member days allotted by evaluation task is preferred.
A good practice is to allocate roughly one-third of the time to planning and preparation, one-third to data collection, and one-third to data analysis and reporting.
Table 1: Level of Effort per activity (Example)
The consultants will use this to prepare their proposed Level of Effort and budget for the activities.
Consulting firm Submission Requirements:
All interested firms will submit their or organization’s profile with the following information:
Technical Proposal (not to exceed 10 pages)
General information (not to exceed 2 pages):
- Organization overview highlighting related assignments completed with client name, contact person and mobile number
Technical Approach (not to exceed 8 pages):
- A detailed methodology on how the assignment will be conducted, including qualitative and quantitative data collection approaches, sampling strategy, data collection methods and systems/technology to use, field procedures, quality control practices and data analysis.
- List and briefly describe the team and its proposed personnel, indicating what role each proposed individual will have; CVs of team members to be provided in an attachment. Lead Consultant’s (who will lead the assignment) Maximum 3-page CV highlighting related assignment completed, role in the completed assignment. Other Team members’ (who will involve in the assignment) 2 paragraph short CV highlighting related assignment completed and role
- A clear and comprehensive work plan (draft), outlining the major activities, people responsible and time schedule.
- An organizational capacity statement, including past experiences and activities related to the theme of the study. Reference information must include the location, award numbers, and a brief description of work performed.
- At least three references of other clients for which similar evaluation assignments were undertaken with contact information for each.
Financial Proposal (in KES)
- Itemized budget
- Narrative explanations of line items
- Documents in favour of the previous relevant studies.
- Certificate of Incorporation or Business Registration Certificate
- Partnership Deed if you are running a partnership Business
- Audited financial statements for the last 3 years
- KRA Online PIN Certificate
- Valid KRA Tax compliance certificate
- Physical location of the firm including town, building, room number and postal address
- A copy of previous assignments undertaken within the last 3 years.
- Valid CR12 Certificate
- Directors’ / Partners’ personal guarantee.
- Trade reference and clientele list including their respective contacts.
Interested local firms legally eligible to implement this assignment in Kenya are requested to submit a proposal.
Please include the name of the person in your organization who will be involved in negotiating the contract as well as your telephone and email contact information.
Submissions must be in English and typed single-spaced using Times New Roman font size 12, with a complete set of appendices/attachments as applicable.
All pages must be numbered and include the SOW reference number in the cover page, and name of the organization at the bottom of each page.
The proposal (duly signed) from only firms should comprise technical and financial proposal.
The Proposal will be accepted preferably in a soft copy through email and mentioning subject line: – EXTENSION AND HARDWARE IMPACT ASSESMENT to email@example.com on or before 2nd June 2020 by Close of Business.
13.0 Late Submissions and Modifications:
Proposals received after the submission deadline will not be considered. Offerors are responsible to ensure their proposals are submitted according to the instructions stated herein.
Heifer retains the right to terminate this RFP or modify the requirements upon notification to the Offerors.
14.0 Selection criteria
The consultancy can be done by firms, the consultancy firm that get the highest points as per the herein below criteria will be awarded the contract.
The criteria will be based on the technical capacity of the consultants (70%) and financial viability (30%).
Table 3: Evaluation Criteria
15.0 Validity of Proposals
Proposals submitted shall remain open for acceptance for ten (10) days from the last date specified for receipt of the proposal.
This includes, but is not limited to, pricing, terms and conditions, and service levels.
If your organization is selected, all information in this document and the negotiation process are contractually binding.
This call does not represent a commitment to award a contract, to pay any costs incurred in the preparation of a response to this RFP, or to procure or to contract for services or supplies. Heifer reserves the right to fund any or none of the applications submitted and reserves the right to accept or reject in its entirety and absolute discretion any proposal received.
17.0 Intellectual Property
Section 1. Ownership Generally. Subject to Section 2 below, any intellectual property (including but not limited to copyrights, trademarks, service marks, and patents), intellectual property rights, deliverables, manuals, works, ideas, discoveries, inventions, products, writings, photographs, videos, drawings, lists, data, strategies, materials, processes, procedures, systems, programs, devices, operations, or information developed in whole or in part by or on behalf of Contractor or its employees or agents in connection with the Services and/or Goods (collectively, the “Work Product”) shall be the exclusive property of HPI. Upon request, the Contractor shall sign all documents and take all actions necessary to confirm or perfect HPI’s exclusive ownership of the Work Product.
Section 2. Prior-Owned Intellectual Property. Any intellectual property owned by a Party prior to the Effective Date (“Prior-Owned IP”) shall remain that Party’s sole and exclusive property. With regard to any of Contractor’s Prior-Owned IP included in the Work Product, Contractor shall retain ownership, and hereby grants HPI a permanent, non-exclusive, royalty-free, worldwide, irrevocable right and license to use, copy, reproduce, publicly display, edit, revise, perform, and distribute said intellectual property, in any format or any medium, as part of the Work Product.
Section 3. Work Made for Hire. To the extent copyright laws apply to the Work Product, the Parties agree that
(a) HPI specially ordered or commissioned the Work Product,
(b) the Work Product is a “work made for hire” under United States copyright laws, and
(c) HPI shall be deemed the author thereof and shall own all right, title, and interest therein.
To the extent such rights, in whole or in part, do not vest in HPI as a “work made for hire”, Contractor hereby irrevocably grants, assigns, and transfers to HPI, exclusively and in perpetuity, all of the Contractor’s rights of any kind or nature, now known or hereafter devised, in, to, and in connection with the Work Product, and HPI shall solely and exclusively own any and all rights therein, and in the elements thereof, including but not limited to any and all allied, ancillary, subsidiary, incidental, and adaptation rights.
Contractor hereby waives all rights known as “moral rights”, and any similar rights, which Contractor may have in connection with the Work Product.
The description of Services and/or Goods provided in this Agreement shall in no way limit the manner in which HPI may use the Work Product.
18.0 Applicable Regulations
Offerors must be legally registered to operate within Kenya and comply with locally applicable legislation, including but not limited to labor law, financial requirements, taxes, etc.
CLICK HERE for the detailed terms of reference.