Annex A TERMS OF REFERENCE PROTECTED CULTURE TECHNOLOGY AND PROJECT MANAGEMENT SERVICES

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1 Annex A TERMS OF REFERENCE Reducing Risk to Human and Natural Assets Resulting from Climate Change Project (RRACC) PROTECTED CULTURE TECHNOLOGY AND PROJECT MANAGEMENT SERVICES 1. Background The OECS Secretariat, in partnership with the United States Agency for International Development (USAID) is implementing the OECS Project, Reducing the Risks to Human and Natural Assets Resulting from Climate Change (RRACC). Over the years the OECS member countries have created pivotal institutions that have provided for regional stability and socio-economic advancement. However, climate change impacts will have serious deleterious environmental, social and economic consequences for Member States. The impact on small islands has been explored by many scientists and in general it is forecasted that sea level rise will lead to greater coastal flooding and damage to shorelines and infrastructure from storm surge, erosion and threats to livelihoods. The region is already experiencing the effects with warmer seas, changes in weather patterns, which affect watersheds and water resources, and the invasion of non-native species is already creating serious problems on islands (IPCC, 2007). Small island states like the OECS countries account for less than 1% of global greenhouse gas (GHG) emissions and understandably are among the most vulnerable to the potential adverse effects of climate change and sea-level rise. Therefore maintaining stable economies and providing for economic development will constitute the most critical concern for the island states of the OECS. The natural climate of Antigua and Barbuda (ANB) is punctuated by the occurrence of a range of extreme climatic events such as tropical storms, hurricanes, sea surges, floods and droughts. Antigua receives an average 45 inches rainfall annually which varies seasonally. The climatic characteristics are low humidity and recurrent droughts; however, over the past five years there has been a change in the normal pattern as unusually heavier rainfall has been occurring in the historically dry period. Sanderson s Estate lies close to the geographical centre of Antigua and has long been considered as the bread basket of the island. The estate covers an area of approximately 266 acres which is Government owned. The soil type within Sanderson s is representative of the central clay and northern limestone. This makes it the best vegetable producing soil type in the country. Climate change and variability, drought and other climate-related extremes have a direct influence on the quantity and quality of agricultural production and in many cases, adversely

2 affect it. This means that the Agriculture Sector is vulnerable to climate change; the conditions of increased temperatures and heavy rainfall have reduced yields of desirable crops and have encouraged weed and pest proliferation. The dry season of the island had been considered the most conducive period for crop production, as the low humidity discourages the occurrence of plant diseases. However, with the change in the island s normal precipitation patterns there has been evidence of increased humidity and high temperatures which have decimated vulnerable crops in as little as two weeks. More recently, in May 2011 tomatoes and bell peppers production was reduced from fifty percent of national supply to almost zero as a result of heavy rainfall during the dry period. To begin to address climate change issues through adaptation, the Government of Antigua and Barbuda, through the RRACC project, is seeking to demonstrate the use of protected culture technology for the production of high value vegetable crops to build resilience against impacts of climate change in the Agricultural Sector. In this regard, the Government of Antigua will erect two (2) greenhouses in the first phase and up to an additional 4 more greenhouses, if funding permits, in the second phase of the project to demonstrate the use of protected culture technology. The greenhouse design will be such that will allow for climate control within. On August 2013, the USAID issued a Negative Determination with Conditions to the Antigua Demonstration Project: Use of protected culture technologies for the production of high value vegetables crops to build resilience against impacts of climate change in the Agricultural Sector. This was recommended on the basis of the completion by the Ministry of Agriculture, Lands, Housing and Environment of a Pesticide Evaluation Report and Safe Use Action Plan (PERSUAP) for pesticide use in the Antigua Demonstration project, addressing USAID s Pesticide Procedures, pursuant to 22 CFR (b)(1)(i)(a - l). 2. Objective The overall objective of the assignment is to provide technical assistance in crop production under protected culture systems as well as general project management services to the Department of Agriculture, Ministry of Agriculture, Lands, Housing, and Environment, Antigua and Barbuda in order to undertake a demonstration on the use of protected culture technology, including implementation of the PERSUAP. 3. Task Methodology The Consulting Firm will conduct the following tasks to achieve the objectives of this assignment: Task 1 - Prepare a work plan and inception meeting report. 2 of 9

3 Hold an inception meeting with the Department of Agriculture, Ministry of Agriculture, Lands, Housing, and Environment, Antigua and Barbuda (hereafter referred to as the Ministry) and the OECS Secretariat to (i) determine and record the roles and responsibilities of all parties (including the Ministry, OECS Secretariat and consulting firm), (ii) review and discuss the process for conducting the assignment (iii) identify preliminary background information related to the assignment (iv) prepare and finalise an inception report and work plan and timetable in consultation with the Ministry. The work plan and inception meeting report will be prepared by the Consultant and submitted to the Ministry for endorsement and subsequently submit the revised version addressing any concerns of the Ministry to the OECS for approval. The approved work plan and meeting report will guide this assignment to facilitate timely completion of all tasks and satisfactory end results. Task 2: Prepare methodology for data capture, monitoring and management The consulting firm shall in collaboration with the Ministry: (i) Determine and produce a list of factors to be monitored to effectively demonstrate the benefits of using protected culture technology for the production of high value vegetable crops to build resilience against impacts of climate change in the Agricultural Sector. Details on the greenhouse type and structure to be used for demonstrating protected crop culture and the list of crops to be used will be provided to the consultant by the Ministry. (ii) Develop a comprehensive methodology for data capture, monitoring and management to effectively demonstrate the benefits of using protected culture technology for the production of high value vegetable crops to build resilience against impacts of climate change in the Agricultural Sector. This methodology must address areas such as data capture, data processing, validation, analysis, interpretation, reporting, storage, protocols, and data management. The methodology must also include a list of all materials, software and equipment required by the Ministry to implement the methodology and designs for appropriate data capture, management and reporting system(s). In addition, the methodology must provide a framework for implementation of the PERSUAP. (iii)submit the methodology being proposed to the Ministry for endorsement and subsequently, the revised version addressing any concerns of the Ministry, to the OECS for approval. Task 3: Establish data capture, monitoring and reporting system(s) The consulting firm shall in collaboration with the Ministry: (i) Based on Task 2, establish the data capture, monitoring and reporting system(s) to effectively demonstrate the use of protected culture technology for the production of high value vegetable crops to build resilience against impacts of climate change in the Agricultural Sector. (ii) Demonstrate the data capture, monitoring and reporting system(s) to the Ministry. (iii)based on comments from the Ministry adjust system(s), if required. (iv) Submit a report on the results of the demonstration to the OECS Secretariat for approval. 3 of 9

4 (v) Establish the approved data capture, monitoring and reporting system. Task 4: Prepare and implement training and demonstration programme The consulting firm in collaboration with the Ministry: (i) Prepare a training and demonstration programme on the methodology, operation and use of the system(s) established under Task 3. This programme must include, but not be limited to, routine hands on training and mentoring on all technologies implicit in the demonstration; training and demonstration on implementation of the PERSUAP; and demonstration of the use of protected culture technology for the production of high value vegetable crops to build resilience against impacts of climate change in the Agricultural Sector. The programme must be ongoing throughout the crop protection demonstration and in conjunction with activities defined in Task 5. (ii) Submit the training and demonstration programme proposed to the Ministry for endorsement and subsequently, the revised version addressing any concerns of the Ministry, to the OECS for approval. (iii)conduct training and demonstration in accordance with approved programme with representatives of the Ministry to ensure that the Ministry has enhanced capacity to implement the methodology being proposed. The Ministry will provide the list of persons to be trained. (iv) Based on the results obtained from the demonstration activities, including specific crop production cycles, adjust the methodology, protocols and systems, if required, to ensure user friendliness, efficiency and effectiveness. (v) Prepare a report on the demonstration and training. This report should highlight, inter alia, any limitations in the use of the methodology and adjustments made; the nature and quality of participation; constraints; and participant evaluation of training. (vi) Submit the report on demonstration and training to the Ministry for endorsement and subsequently, the revised version addressing any concerns of the Ministry, to the OECS for approval. Task 5: Assist the Ministry in management of the protected culture facility The consulting firm will, in conjunction with activities defined in Task 4, provide agricultural services to the Ministry to effectively implement the demonstration project being conducted under the RRACC project. These services shall include: (i) Managing the operations of the greenhouse, including troubleshooting. (ii) Data capture and validation; (iii)monitoring activities; (iv) Data analyses; (v) Reporting on outcomes and lessons learnt; (vi) Providing a performance assessment report of the system at the middle of the first cropping cycle in order to evaluate the efficiency of the technologies being employed. (vii) Implementation of approved PERSUAP. Whereas it is intended to conduct the demonstration project with strict adherence to the principles of Integrated Pest Management (IPM); it may be necessary, as a last resort, to initiate implementation of the approved PERSUAP. This PERSUAP is to be implemented in strict conformance with pertinent USAID guidelines. 4 of 9

5 Task 6: Prepare and submit a final project report The consulting firm is required to prepare a consultancy completion report. This report shall include details on the nature of work undertaken, noting the level of success and constraints; limitations in the scope of the activities; findings re use of technology employed; recommendations for ensuring uptake by farmers, if being proposed; recommendations on crop cycles and management; effectiveness of rainwater harvesting systems; lessons learnt re implementation of PERSUAP; documentation of guidelines, processes and frameworks required to undertake protected crop culture as a climate change adaptation measure; and any other lessons learnt during the conduct of this assignment. Outputs: Work plan and inception meeting report Methodology for data capture, monitoring and management Data capture, monitoring and reporting system(s) designs Data capture, monitoring and reporting system(s) Training programme, including system for performance assessment Trained personnel in the Ministry of Agriculture xxxx Demonstration of protected crop culture Report on training and demonstration programme Consultancy completion report 4. Project Execution and Administration The Director, Social and Sustainable Development Division, as Project Director, or any officer designated by him will administer all aspects of this contract. The OECS Secretariat will issue a fixed price contract for the execution of this Terms of Reference to a Consulting firm. Travel may be a necessary part of this contract and the cost of such travel for aspects such as transportation, accommodation, consultative workshops, training activities and other consultative activities (including venue rental, provision of refreshments, rental of audio-visual equipment, where necessary), as well as other administration costs and per diem, etc., are to be incurred by the Contractor as part of this Contract. The Consulting Firm will ensure timely delivery of outputs required under this Terms of Reference. The Project Coordinator for the RRACC project will facilitate initial contact with the Government of Antigua and Barbuda, as necessary. Additionally, the Project Coordinator will be responsible for the day to day management of the consultancy firm to ensure completion of deliverables. 5. Qualifications and Experience of Consultants 5 of 9

6 Execution of this Terms of Reference requires a Firm having the following qualifications a) Significant expertise and experience in the agriculture, including protected culture technology. b) Knowledge and experience pertaining to climate change issues in the OECS region c) Capability to manage complex technical assistance projects and to deliver required outputs on schedule and within the resource constraints of the project. 6. Timing The Consultancy shall be conducted over a period not exceeding fourteen (14) months. 7. Scoring Re Technical Proposal Firms will be scored on the following criteria: Criteria Max Score Specific experience of the Firm relevant to the assignment 15 Adequacy of the proposed methodology and work plan in responding to the Terms of Reference: a)technical approach and methodology b)timing c)outputs/deliverables Assigned staff qualifications, experience and competence for the assignment: a) Agriculture b) Protected culture technology, including management of protected culture facilities c) Develop and establish appropriate data capture and reporting system d) Prepare and implement training and demonstration programme Participation by OECS nationals among proposed key staff 5 TOTAL 100 Firms must score at least 50% in each of the above criteria and must have a cumulative total of 70% or over to qualify for the next stage. Financial Proposal A financial proposal will be requested from the firm submitting the highest ranked technical proposal upon which negotiations will be conducted on both the technical and costs proposals. If a satisfactory contract cannot be concluded with that firm, negotiations will be initiated with the second ranked firm REQUEST FOR TECHNICAL PROPOSALS This consultancy is subject to USAID procurement policies. Firms wishing to signify their interest in undertaking the prescribed work are to 1. an expression of interest, 2. a corporate portfolio (information on the experience and competence of the firm and its staff relevant to the assignment, including staff CVs), 6 of 9

7 3. copy of Certificate of Incorporation; and 4. a technical proposal detailing the activities, proposed approach and schedule that would be necessary to undertake the consultancy. TO: Susanna Scott Project Coordinator OECS/USAID Climate Change Project Social and Sustainable Development Division OECS Secretariat Morne Fortuné P.O. Box 1383 Castries ST LUCIA Fax: Phone: /6369 At the following address: sscott@oecs.org COPIED TO: 1. ssdd@oecs.org Submissions are to reach the OECS Secretariat no later than December 16, 2013 Note: In accordance with USAID Procurement Policies, this invitation is open to applicants of countries that are included in the Geographic Code 000 to 935 (Refer to: 7 of 9

8 Annex B SCHEDULE FOR COMPLETION OF CONTRACTED WORKS Reports/outputs and deliverables shall be submitted as indicated in the following table: Task ITEM SCHEDULE DELIVERY DATES 1. Inception report and work plan (Task 1) [February 3, 2014] 2. Methodology for data capture, monitoring and management (Task 2) 3. Data capture, monitoring and reporting system(s) (Task 3) 4. Training and demonstration programme (Task 4 i-iv) Report on training and demonstration (Task 4v-vi) Performance assessment report of the system at the middle of the first cropping cycle in order to evaluate the efficiency of the technologies being employed (Task 5 vi) 5. Management of Protected Crop Facility and final consultancy report (Tasks 5 i-v, and vii; and 6) [February 28, 2014] [March 14, 2014] [March 14, 2014] [July11, 2014] [September 19, 2014] [December 19, 2014] 8 of 9

9 Annex C COST ESTIMATE OF SERVICES AND SCHEDULE OF RATES AND PAYMENTS 1. Remuneration (EC$) Consultant's fees 2. Particulars pertinent to payment: Payee: 3. Payment Schedule: The payment Schedule will be as follows: 15% (EC$) on submission and acceptance of inception report and work plan (Task 1) 15% (EC$) on submission of the methodology for data capture, monitoring and management (Task 2) 15% (EC$) on submission and acceptance of data capture, monitoring and reporting system(s) (Task 3) and training and demonstration programme (Task 4 i-iv) 15% (EC$) on submission and acceptance of report on training and demonstration (Task 4v-vi) 20% (EC$) on submission and acceptance of performance assessment report of the system at the middle of the first cropping cycle in order to evaluate the efficiency of the technologies being employed (Task 5 vi) 20% (EC$) on provision of management services for Protected Crop Facility and submission and acceptance of final consultancy report (Tasks 5 i-v, and vii; and 6) The Consultant will be required to submit an Invoice for the Request for Payment of the Services, at the end of the reporting phase. This request will include the days worked and dates, brief description of work performed, and total fee for the period. Payment will be made within thirty (30) days after presentation of the request for payment to the OECS, subject to satisfactory completion of the works for which the Invoice has been tendered. Invoices shall be in a form acceptable to the OECS and shall detail the work performed for the period claimed. The total cost of the Work to the OECS shall not exceed the above mentioned amount and OECS shall not be liable for any other fees or expenses. The Consultant will be required to keep accurate and systematic records and accounts in respect of the Services, which will clearly identify all charges and expenses. The OECS reserves the right to audit, or to nominate a reputable accounting firm to audit the Consultant s records relating to amounts claimed under this Contract during its terms and any extension, and for a period of three (3) months thereafter. 9 of 9

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