AN-ITB-LB-2024-07 | Hiring a Consultant for Backyard Farming Assessment, Design, BoQ Preparation, Implementation Follow-up, and Evaluation

Title: Hiring a Consultant for Backyard Farming Assessment, Design, BoQ Preparation, Implementation Follow-up, and Evaluation.

Scope of Work and Deliverables

1. Preparatory Phase

• Participate in an inception meeting with the project team to understand objectives, expectations, and existing data.
• Review beneficiary lists, previously collected household information, and any assessment tools used during pre-selection.
• Develop a detailed Inception Report that outlines:

• Methodology and tools for the assessment.
• Data collection templates.
• Workplan with timeline and deliverables.
• Risk assessment and mitigation measures.

2. Field Visits and Feasibility Assessment

• Conduct field visits to all pre-identified household backyards across project areas.
• For each site, assess and document:
  • Soil suitability: texture, fertility, compaction, and need for amendment.
  • Water access: availability of water source, distance, pressure, and reliability.
  • Sunlight: hours of direct sunlight/day and shading patterns.
  • Drainage and slope: risk of waterlogging or erosion.
  • Size and shape of available land for cultivation.
  • Security and fencing status to protect against livestock or theft.
  • Interest and capacity of beneficiaries to manage the garden or livestock.
  • Accessibility for implementation teams (tools, workers, delivery of inputs).

Deliverable:
Feasibility Assessment Report, including:

• Summary table of all visited households with a rating (feasible, partially feasible, not feasible).
• Justification for each rating.
• Recommendations for improvement in marginally feasible areas.
• Photos and GPS coordinates.

3. Backyard Design and Technical Planning

• Based on feasibility findings, develop a tailored design for each feasible backyard:
  • Planting plan: crops suited to the season, soil, space, and household dietary preferences.
  • Livestock plan: species, number of animals, housing, and feeding needs (if applicable).
  • Integration of water-saving technologies: e.g., drip irrigation
  • Composting area or organic fertilizer use.
  • Layout drawings or simple blueprints (manual sketches acceptable).
  • Cost-effective materials sourcing based on local market assessment.

Deliverable:

Backyard Design Dossier for each feasible household, including:

• Individual layout and cultivation plan.
• Specifications for livestock structures and inputs.
• List of recommended crop varieties and animal breeds.
• Agricultural practices factsheet.
• Associated drawings or schematics.

4. Bill of Quantities Preparation

Activities:

• Create detailed BoQs for each household based on the design:
  • Seeds /seedlings and trees (quantity, type, supplier options).
  • Fertilizers, composting units, soil amendments.
  • Construction materials for beds, fences, livestock housing.
  • Tools and equipment (shovel, rake, hose, etc.).
  • Water tanks, water pumps, drip lines, connectors, and valves (if needed).
  • Livestock units, feed, and veterinary kits.
• Cost estimation using current local market prices

Deliverable:
Individual and consolidated BoQs for procurement, including:

• Itemized cost per household and total cost summary.
• Price source validation sheet.
• Categorization by type (crop, livestock, irrigation, fencing, etc.).

5. Implementation Timeline and Seasonal Planning

• Develop a detailed seasonal timeline for activities, factoring in:
  • pre-planting activities and structural works.
  • Local planting windows and harvest cycles.
  • Soil preparation and composting lead time.
  • Livestock shelter construction before animal delivery.
  • Frequency of follow-up visits and support.
  • Climate conditions that may impact timing (e.g., summer drought or winter frost).

Deliverable:
 

Implementation Timeline and Seasonal Calendar, including:

• Gantt chart of sequential and parallel activities.
• Planting and harvest periods for each crop.
• Livestock delivery and support schedule.
• Buffer periods for procurement and unforeseen delays.

6. Implementation Follow-Up and Technical Supervision

• Conduct supervised field visits during execution to:
  • Monitor delivery and quality of materials.
  • Ensure proper construction and installation of garden beds, fencing, and livestock structures.
  • Guide beneficiaries on proper planting techniques, spacing, watering, and pest management.
  • Provide on the spot troubleshooting.
  • Train households on post-implementation care and seasonal tasks.
• Coordinate with project officers and contractors to ensure timeline adherence.

Deliverable:
 

Implementation Reports including:

• Progress updates for each household.
• Photos before and after installation.
• Challenges, recommendations, and adaptive actions taken.
• Summary of household engagement and capacity development.

7. Evaluation and Final Reporting (with MEAL Team)

• Coordinate with the Monitoring, Evaluation, Accountability, and Learning (MEAL) team to:
  • Define success indicators (e.g., survival rate of plants, livestock productivity, household knowledge).
  • Develop household-level evaluation forms.
  • Collect beneficiary feedback (including satisfaction, usability, challenges).
  • Document at least two beneficiary case studies.
• Analyze data and generate findings and recommendations.

Deliverable:
Final Evaluation Report, including:

• Overall results and performance assessment of backyard interventions.
• Beneficiary feedback and success stories.
• Lessons learned and recommendations for replication or scale-up.
• High-resolution images for reporting.

Activity

Date

Time

Location/Remarks

Clarification Meeting (Mandatory)

Monday, 11th August 2025

12:00 PM

arche noVa Office, Tripoli

Deadline for Clarifications

Tuesday, 12th August 2025

2:00 PM

Submit via email

Last Date for Responses to Clarifications

Wednesday, 13th August 2025

2:00 PM

Responses sent to all bidders

Deadline for Submission of Tenders

Monday, 18th August 2025

2:00 PM

Sealed offers must be delivered to arche noVa Office

Tender Opening Session

Wednesday, 20th August 2025

12:00 PM

arche noVa Office, Tripoli

Notification of Award

Thursday, 21st August 2025

12:00 PM

Notification sent in writing

Service Agreement Signature

Friday, 20nd August 2025

2:00 PM

arche noVa Office