Draft Terms of Reference for the mapping of potential buyers for horticulture produces

1. Background

Oxfam is a global movement of people, working together to end the injustice of poverty. That means we tackle the inequality that keeps people poor. Oxfam’s vision is a just world without poverty. We are a confederation of 20 Oxfam affiliates working across the world as one Oxfam International on goals that support our shared vision. We want a world where people are valued and treated equally, enjoy their rights as full citizens, and can influence decisions affecting their lives.

Oxfam, in consortium with three other local organisations, secured since January 2020 from the Ministry of Finance and Economic Planning, with the support of the European Union, funds to implement a four-year project titled “Horticulture Value Chains Project (HVC)” in four districts of Rwanda namely: Nyagatare, Kamonyi, Rulindo, and Nyamagabe. The project is implemented by a consortium of four implementing agencies namely COCOF, DUHAMIC – ADRI, DUTERIMBERE ONG, and Oxfam as the lead applicant. The project aims to unlock the potential of Rwanda’s horticultural value chains, ensuring sustainable supply of safe and high-quality products to local, regional and international markets. Oxfam in Rwanda seeks to achieve the project objectives by applying inclusive business approach that combines private sector development with inclusive growth objectives. Furthermore, the project will reduce food losses and increase value chain efficiencies, improve food safety, promote inclusion of entrepreneurial smallholders and use climate smart technologies.

One of the HVC project’s desired outcomes is to increase access and capacity to respond to demand/supply of produce on local, regional and international markets in targeted districts’’. To achieve this outcome, the project in collaboration with NAEB, is seeking for a consulting firm which could undertake a mapping of potential buyers for horticulture produces at local and regional markets. The study shall generate new knowledge in key aspects of competitiveness, through a market study, inclusive of horticulture value chains analysis on the local, regional and international markets.

2. The mapping study’s specific objectives.

Specifically, the mapping will:

Identify key horticulture produces from Rwanda which should be promoted in each country.
Identify potentials for intra-regional and extra-regional trading.
Establish logistical constraints which could hinder regional and international trading of horticulture produces from Rwanda.
Produce a database of market niches by crops promoted by the HVC project and by major local and regional destinations.
The mapping study will establish existing areas of improvement/challenges faced in the trading/export of horticultural produces to local, regional, and international markets.

3. Expected scope of the mapping will entail:

Desk review and literature review.
Preparation of mapping tools and questionnaires.
Scientifically acceptable data collection methodology.
Management of field researchers and required clearances.
Data processing (collection, entry, verification, and analysis).
Report writing (draft and final version).
The mapping study will have to contain details regarding marketing opportunities for a competitive supply of horticulture value chains commodities and produces locally, regionally, and internationally.
Presentations of draft report internally at Oxfam and NAEB as well as wider stakeholders’ workshop for validation.

4. Methodological approach

Interested consulting firms are invited to provide detailed technical and financial proposals (including detailed research methodology, techniques of data collection, analysis, sampling framework, and detailed presentation of costs). Proposals of interested consulting firms will have to contain an explanation on how collected quantitative and qualitative data were triangulated with regional and international statistics/data.

5. Duration of the assignment

The study is expected to be completed within 30 working days from the day of contract signature, including report writing. Interested firms will be expected to present realistic work schedules which will be followed. Any delays in the undertaking of the study which will not have been cleared prior to implementation will result into penalties to be specified in the contractual agreements.

5. Contractual obligations

The study will be commissioned by Oxfam in Rwanda. The winning firm will enter into a contractual agreement with Oxfam in Rwanda. The undertaking of the mapping study shall be coordinated closely with National Agriculture Export Board (NAEB) and local implementing partners DUTERIMBERE ONG, COCOF, and DUHAMIC ADRI. The winning firm shall therefore be required to liaise with Oxfam in Rwanda designated staff and mentioned institutions’ designated staff while carrying the mapping.

7. Study Report format

A stand-alone assessment summary

The assessment report must not exceed 35 pages with the following sections:

− Section 1 – Executive Summary (no more than four A4 sides/1-page word)

− Section 2 – Introduction

− Section 3 – Methodology.

− Section 4 – Context Analysis (including gender analysis)

− Section 5 – Project Overview

− Section 6 – Key Findings on market opportunities indicated in ToR and log frame

− Section 7 – Conclusions

− Section 8 – Key Insights

− Section 9 – Specific Actionable and prioritized recommendations

− Section 10 – Annexes (including updated data matrix)

a) A comprehensive database listing of all existing potential market opportunities in the horticulture value chains commodities by location,

b) A copy of the soft analysis data saved on External disk

c) Copies of all data collection tools used by assessment and details provided in the methodological approach.

d) Details of any amends or improvements that were/could be made to them.

e) A findings dissemination meeting with Oxfam and NAEB as well as partners.

7. Qualification and required experience for the assignment

The firm should have a minimum of four years working in research,
The team leader should have a minimum of 8 years of working experience in private sector development, mapping markets’ niches, markets’ analysis, agriculture/rural development related research.
Strong experience in export market systems.
Strong experience in horticulture value chains.
Demonstrated records of similar studies conducted recently.
Stata or SPSS use and practical application in social and private sector development research is an added value.
Prior work experience in Rwanda is strongly recommended.
Use of online tools for data collection and analysis will be an added value.

8. Application process

Only one proposal per consulting firm will be accepted. Proposals must include the following:

Cover letter showing prior experience in a similar study area (certificate of completion).
Technical proposal indicating study approach, methodology (sampling techniques), and work plan.
Financial proposal showing a clear budget breakdown at each activity stage and total amount expressed in Rwandan Francs.
Updated CVs of the research team with relevant work experience, formal education qualifications, and 3 referees.
At least three certificates of completion/proof of completion of similar and recent research,
Valid RRA Tax clearance certificate,
Valid RSSB contributions clearance certificates.

Please submit your expression of interest, updated CV , technical proposal, and financial proposal to Kigali@oxfam.org.uk copy Kigaliprocurement@oxfam.org.uk  with subject‘’ HVC Mapping Study”, not later than 30 September 2021 at 11:45 PM.

9. Ethical and safeguarding considerations

Oxfam has a zero-tolerance policy towards inaction against sexual harassment, exploitation, and abuse. Oxfam’s ethics for safeguarding will be emphasized and remain mandatory throughout the process of the undertaking of the mapping study.

Engagements and support will aim to create and maintain safe, equitable, and inclusive culture where all those who work for and with Oxfam as well as those in the communities where Oxfam operates are treated with dignity and their rights and voices are heard and respected.

The consulting firm undertaking the study is responsible for safeguarding and ensuring ethics at all stages of the study are respected. This will include, ensuring informed consent, protecting privacy, confidentiality, and anonymity of individuals and communities, ensuring respect of cultural sensitivity, respecting the autonomy and fair treatment of individuals and communities (especially women, children, elderly, people with disability, and other vulnerable groups). The winning firm will have to sign and consent to Oxfam’s Safeguarding and Anti- Fraud policies which will be annexed to the contact.