CONDUCTING BASELINE SURVEY FOR THE MARKET-LED DAIRY INNOVATIONS PROJECT M-DIP


TERMS OF REFERENCE FOR CONDUCTING BASELINE SURVEY FOR THE MARKET-LED DAIRY INNOVATIONS PROJECT M-DIP
1.0 About SNV
The Netherlands Development Organization (SNV) is an international not-for-profit development organization that believes in contributing to poverty alleviation in Zambia through various programs/projects that it implements. There is great opportunity by all people to pursue their own sustainable development and SNV is working with different groups in pursuant of the same. SNV provides services in Agriculture, Water, Sanitation and Hygiene, and Renewable Energy. The recipients of these services include governmental institutions, non-governmental organizations and private sector organizations, communities and individual households.
The market-Led Dairy Innovations Project M-DIP is one of the projects that SNV implements in the Agriculture sector. This is a scale up project from the Dairy Business Services Development Project that SNV implemented from January 2014 to December 2015. M-DIP aims to scale the innovations and successes of the Dairy Business Development Project to ensure that these innovations and models are scalable and applicable to a wider fora.
M-DIP is specifically designed to address the bottlenecks and the systematic challenges accounting for the poor performance of the dairy sector in Zambia and at the same time identify the potential there in and work at positioning the small scale farmers to benefit from such potentials.
1.2 Background and Context Analysis for the M-DIP project
The dairy sub-sector in Zambia has made big strides since privatization and market liberalization of the industry in the 1990s. Although production has been steadily increasing, dairy processors are unable to meet the growing demand for milk and dairy products. Despite an increase from 128 million litres per year in 2005 to 452 million litres per year in 2013, 21 milk processors in the country only utilises 59% of the installed capacity and only about 15% of the country’s dairy potential tapped.
The industry is under severe threat from cheaper milk imports from countries such as Kenya, Uganda, and South Africa. As discretionary income levels grow, and population and urbanization rates continue to climb, the Zambian dairy industry, as it currently functions, will not be able to keep up with demand, nor compete with cheaper imports from the region. This presents tremendous opportunity to increase incomes, employment and food security by improving the capacity of local small scale dairy producers to respond to the growing market.
It is estimated that about 300 large- and medium-scale commercial dairy farmers produce the bulk (85%) of all raw milk (44 million litres per annum) supplied into the formal market. The remaining 15% is supplied by 3,000 smallholder/emergent dairy farmers (owning between 10 and 100 animals) per farmer. According to a World Bank study, the smallholder/emergent dairy farming system is more efficient and competitive than the commercial dairy system. This is mainly because emergent farmers make use of the natural advantage of grazing land and as such do not incur high overhead costs including the high cost of feed. Consequently, profit margins from emergent farming are higher than those of their commercial counterparts.
However, despite this potential, there are significant barriers to the development of the value chain that hinder smallholder (emergent) farmers from achieving full potential. These include:
  • Lack of organisation;
  • Weak dairy and business skills among dairy producer groups;
  • Lack of access to key services such as credit, feed, business advisory, Artificial Insemination, extension and veterinary services;
  • Unfavourable enabling environment perpetuated by the lack of government investment in livestock infrastructure such as dip tanks, milk collection centres, extension services and the absence of a national dairy board to play a regulatory role in the dairy subsector;
  • Inequalities and exclusion based on gender; and,
  • Geographic location.
There is therefore an urgent need to establish innovative solutions to overcome these barriers. It is for this reason that SNV initiated its Dairy Business Development Project in 2014 which is the pilot upon which the M-DIP project builds.
1.3 About the project
The M-DIP aims to establish market-based, private sector-led, smallholder dairy support services around existing Dairy Cooperatives in Southern Province. Smallholder Dairy Cooperatives are able do more to increase incomes and improve the livelihoods of their members by offering or brokering a variety of services, rather than just bulking and chilling milk. Through public-private partnerships focusing on key production bottlenecks, cooperatives will be linked to service providers so that, in addition to acting as a milk market, they will become vehicles for farmers to access goods and services such as: agro-inputs, technical services, dairy skills training, business support, fodder, artificial insemination and access to credit for investments in dairy enterprises. To achieve this as highlighted in the SNV dairy development model, M-DIP will work within the following six work streams;
  • Strengthen the Dairy Cooperatives role in Service Provision
  • Improve Milk Production and Productivity
  • Promote improved feed and feeding regimes
  • Increase access to finance
  • Improved access to Breeding services
  • Support the development of an improved enabling environment
2. The project’s overall objective
To contribute towards increased incomes for 10,000 small scale farmers in the dairy sector.
2.1 Project Objectives and expected outcomes;
M-DIP will be implemented under the following four objectives;
  • To improve the organizational and business management capacity of smallholder dairy farmers;
  • To improve the milk production and productive capacity among small holder farmers;
  • To stimulate the development of market led dairy services around the Dairy Cooperatives;
  • To contribute towards an improved enabling environment
2.3 Project Outcomes
  • 8 Dairy Cooperatives have improved organisational and business management capacity  and are representing themselves effectively in the market with processors and other dairy chain actors;
  • 10,000 Dairy farmers are practicing improved dairy management;
  • 8,000 Dairy farmers have established effective feeding regimes;
  • 8,000 Dairy farmers are practicing recommended animal husbandry practices;
  • 8 Dairy Cooperatives offering additional services to their members ;
  • 2 SACCOs are providing sustainable access to finance for over 6,000 dairy farmers;
  • 3 feed and fodder enterprises; 2 breeding centres and 3 PDLCs are operational and providing services on a market basis;
  • Increased industry awareness of the potential of small holder dairy farming;
  • Farmer organisations are lobbying for improvements in the enabling environment;
3. The Baseline Survey
To enable effective implementation of the project and to allow for the measuring of results, SNV desires to conduct a detailed baseline survey for the M-DIP project. The baseline study is intended to ideally provide social and economic data at the beginning of the project. The survey acts as an accompaniment to the quantitative and qualitative data that is also recommended when implementing a project for the first time at the beginning of the project , after the pilot projects have been done and  decision have already been taken to go ahead with the project. This should help to identify any major issues and provide some insights into the opinions of the community in relation to the dairy project. The recommendations of the study will point to how best the project will be rolled out and set priorities of the project at the sometime providing information that act as a benchmark for measuring project success or failure. The study must clearly produce information that will be used to direct and guide the implementation of the project.
3.1 Objectives of the Baseline Survey
The objective of the baseline study is to establish a comprehensive information base about the project result indicators at impact, outcome and output level. This means that a baseline is established for these indicators in order to be able to measure progress over time i.e. during the project and at the end of the project.
The specific objectives of the baseline study also include informing the project on whether it is based on accurate assumptions about how change happens and to further shape the activities within the different strategies of the project.
4. Scope and focus of the assignment
The baseline study will assess and profile the current landscape of 8 dairy cooperatives in Southern Province including Magoye, Monze, Namwala, Niko, Choma, Batoka, Kalomo and Zimba Cooperatives. The Consultant will use the performance indicators presented in Annex I, to further design and provide a set of indicators, which are SMART and may practically be used for the study and any future monitoring and evaluation. The proposal should include information about how this data is to be collected, analysed, normalized/harmonized, methodologies applied, the list of sources and data should be presented in a database to run analysis in the future.
The sample size will both represent the targeted cooperatives and their members including other institutions and firms that work with the dairy cooperatives along the value chain including, input suppliers, processors and other implementing organizations if needed.
After the baseline data is collected, the consultant will design and implement a database to hold all the statistics. The database should be of a type that will allow easy entry, retrieval, amendment, storage and backup of data.
5. Tasks
The consultant will be required to lead on all the tasks below, in consultation with SNV;
  1. Review of project documents and understanding the project design and contextual framework
  2. Design tools and methodology projection for data collection of both qualitative and quantitative data.
  3. Field test the baseline survey tools
  4. Implement and supervise field data collection, data input and cleaning:
  5. Analyse collected data using data analysis packages
  6. Prepare draft evaluation report
  7. Conduct a baseline validation workshop
  8. Prepare final baseline survey report
6. Milestones
  1. Review of project documents and understanding the project contextual frame work – 2 Days
  2. Design of baseline assessment tools and data collection methodology – 3 Days
  3. Pre-test and review of data collection tools – 2 Days
  4. Data collection – 13 Days
  5. Analysis of data – 7 Days
  6. Preparation of preliminary report – 3 Days
  7. Revisions and preparation of Draft Report – 3 Days
  8. Compilation and submission of Final report – 2 Days
Total = 35 Days
7. Approach and Methodology
The approach will be mixed, including the consultant’s personal experience, review of similar tools and frameworks, interaction and interviews with SNV staff and other stakeholders.
8.0 Criteria for approval
A two-stage procedure shall be adopted in evaluating the proposals. The technical evaluation shall be carried out first, followed by the financial evaluation. The technical evaluation has 60% and financial proposal 40% weights. The evaluation items expectation and maximum score are presented in the table below.
A brief of past relevant assignments (in similar regions) indicating scope, geographic coverage, staff involved, budget, and client (name and contacts). (20)
Understanding of TOR and Proposed Approach and Methodology: Organizations perspective of what the assignment entails and the key considerations that should be made to implement it successfully. (30)
Work-plan: Clear sequencing of activities, staff role distribution and time planning (20)
Qualification & Experience of Staff: CV’s for nominated staff indicating their academic qualification and clear relevant experience summary (30)
Financial Costs: A breakdown of costs detailing proposed staff days, daily rates, taxes and other direct costs related to the assignment in Zambia Kwacha using the attached template
9.0 Requirements of the consultant
The study team composition and qualifications should be as follows; Knowledge of English is a pre requisite. However, Tonga is essential for all Staff members involved in data collection in the districts.
The individual or firm ought to have the following as demonstrated competencies:
  • Relevant experience in conducting baseline/ feasibility studies in the livestock sector particularly dairy
  • An advanced degree in economics, Agribusiness, Project management from a recognized university
  • Demonstrated understanding of the Livestock sector and specifically dairy
  • Experience in using data analysis packages such as SPSS and STATA
  • Expertise in market business model development
  • The firm will ensure that all proposed staff work directly in the survey. Substitution of staff after contract award is discouraged and will have to be approved by the client.
9.1 Consultant team management guidelines
The study team composition and qualifications should be as follows:
  1. Key personnel as outlined in the in the proposal and inception report may only be replaced over the life of the contract with written approval of the SNV Dairy Project Manager.
  2. The contractor is to determine other positions aligned to the study informed by the methodology and approach proposed.
10.0 Payment Terms
Payment plan shall be based on deliverables outlined upon successful and satisfactory completion of activities.
10.1 Invoices
Payment to the consultant will be based on the invoice submitted to SNV for the attention of Mr Brian Kapotwe. Invoices will contain an itemized statement of the services performed and any expenses incurred.  All individual expense claims over K 200 will be supported with original receipts attached to the invoice.  The invoice shall be submitted in accordance with the current Scope of Work for this Agreement.
10.2 Manner
Payment under this Agreement will be made by bank transfer to the consultant.
10.3 Schedule
Payment will be made within 10 days upon receipt and acceptance of invoice and the required deliverables as described in the current Scope of Work.
2.0 Submission of proposal:
All submissions should be sent via:
Email to: elungu@snvworld.org and vmusumali@snvworld.org the subject line should read ‘Baseline Survey for the Market-Led Dairy Innovations Project”
Postal: Procurement Office, SNV Netherlands Development Organisation
7, Nkanchibaya Road, Rhodes Park, Lusaka, Zambia
Submissions are to be made available to SNV no later than 20th January 2016
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