TERMS OF REFERENCE
Consultancy to Develop Baseline Survey Design and Data Collection Tools
ABOUT AGRIFOP
Agribusiness Focused Partnership Organization (AGRIFOP) is a non-governmental organization (NGO) established in Rwanda in 2012 and registered under Rwandan law (REG. No 014/NGO/2015). The organization was founded to provide support for rural smallholder agricultural development and to serve the public interest by modernizing the agricultural sector. Its mission is to support rural smallholder agricultural development through capacity building, consultancy, and market development, ultimately improving food security and rural livelihoods. The core objective is to transform subsistence farming into a knowledge-based, value-creating sector that contributes to the national economy in a sustainable and resilient manner.
AGRIFOP acts as a vital bridge between agro-dealers and smallholder farmers. By teaching agro-dealers how to effectively communicate technical information about crop nutrients and modern seed varieties, they ensure that farmers have the knowledge needed to increase yield and improve the quality of their harvest.
CONSULTANCY BACKGROUND
The Agribusiness Focused Partnership Organization (AGRIFOP) in partnership with the Global Alliance for Improved Nutrition (GAIN) is implementing the High Iron Bean (HIB) Value Chain Development Project in 25 five sectors of target districts in Western Province of Rwanda. The project seeks to improve productivity, market access, value addition, business linkages, employment opportunities, and incomes for targeted smallholder farmers, youth, producers, cooperatives, SMEs (agrodealers, seed multipliers, aggregators), and other market actors. It will start with enhancing farmers’ adoption of improved HIB seeds, strengthening local seed systems, and promoting nutrition-sensitive agriculture. The intervention targets bean farmers, farmer cooperatives, seed multipliers, and agro-dealers operating in selected Food Basket Sites (FOBASI) across Rutsiro, Nyamasheke, Rusizi, Karongi, and Nyabihu districts.
To support evidence-based implementation, monitoring, and evaluation of project interventions, a comprehensive baseline study is required. The baseline will establish benchmark indicators against which project progress, outcomes, and impact will be measured throughout the project lifecycle.
AGRIFOP invites qualified consultants to submit proposals for the development of a Baseline Survey Design and Data Collection Tools targeting bean farmers and farmer cooperatives and the source of inputs used.
PURPOSE OF THE CONSULTANCY
The purpose of this consultancy is to design a robust baseline survey framework and develop high-quality quantitative and qualitative data collection tools for the HIB Value Chain Development Project in Rwanda. The consultancy will ensure that the baseline methodology and tools align with project objectives, logical framework indicators, donor requirements, and national statistical standards.
OBJECTIVES OF THE CONSULTANCY
The specific objectives are to:
- Review project documents, logframe, results framework, and MEL indicators.
- Develop a comprehensive baseline survey methodology and implementation plan.
- Design an appropriate sampling framework and sample size determination.
- Develop quantitative and qualitative data collection instruments.
- Configure digital/mobile data collection tools (e.g., KoboToolbox, ODK, SurveyCTO, CommCare, etc.).
- Develop data quality assurance procedures and field protocols.
- Prepare enumerator guidelines/manuals and consent procedures.
- Produce an inception report detailing the baseline design and tools.
- Baseline survey methodology
- Sampling framework and data collection plan
- Data collection tools and questionnaires
- KoboCollect/ODK digital tools
The consultant is expected to work closely with AGRIFOP technical teams to ensure that all tools are practical, participatory, gender-sensitive, and aligned with national agricultural standards.
EXPECTED DELIVERABLES
The consultant/firm shall submit the following deliverables:
| Deliverable | Description | Timeline |
| Inception Report | Detailed methodology, workplan, sampling strategy, and approach | Within 5 days of contract signing |
| Draft Data Collection Tools | Quantitative and qualitative tools | Within 10 days |
| Digital Survey Tools | Fully programmed and tested digital questionnaires | Within 15 days |
| Final Baseline Survey Package | Final approved methodology, tools, sampling framework, and field manuals | Within 20 days |
| Presentation | Presentation of methodology and tools | As agreed |
DURATION
20 working days
DUTY STATION
The consultancy will be conducted in Rwanda with a combination of desk review, stakeholder consultations, and virtual/in-person meetings as required.
REPORTING AND SUPERVISION
The consultant/firm will report directly to the CEO, AGRIFOP or another designated team member.
The client organization will provide:
- Relevant project documents
- Technical guidance and feedback
REQUIRED QUALIFICATIONS AND EXPERIENCE
The consultant should possess:
- Advanced degree in Statistics, Economics, development Studies, Agricultural Economics, certificates in Monitoring and Evaluation or related field
- Minimum of 5 years’ demonstrated experience in Baseline studies, survey design and sampling, development of digital data collection tools, agricultural/value chain projects, monitoring, Evaluation, Accountability and Learning (MEAL),
- Proven experience working in Rwanda,
- Strong knowledge of quantitative and qualitative research methods.
- Experience using KoboToolbox, ODK, SurveyCTO, or similar platforms.
- Excellent report writing and communication skills in English and Kinyarwanda.
The consulting firm should demonstrate:
- Relevant institutional experience
- Availability of qualified personnel
- Similar assignments completed successfully
- Technical and operational capacity
PROPOSAL SUBMISSION REQUIREMENTS
Interested consultants/firms should submit:
-
Technical Proposal Including:
- Understanding of the assignment
- Proposed methodology and approach
- Workplan and timelines
- Team composition and roles
- Relevant experience and references
-
Financial Proposal Including:
- Detailed budget breakdown
- Professional fees
- Applicable taxes
- Any reimbursable costs
Supporting Documents
- CV(s) of key personnel
- Company profile (for firms)
- References of similar assignments
- Sample previous work (optional)
Evaluation Criteria
Proposals will be evaluated based on:
| Criteria | Weight |
| Understanding of the assignment | 20% |
| Methodology and technical approach | 30% |
| Relevant experience | 25% |
| Qualifications of key personnel | 15% |
| Financial proposal | 10% |
Ethical Considerations
The consultant/firm shall:
- Adhere to research ethics and confidentiality standards
- Ensure informed consent from respondents
- Protect personal data and privacy
- Comply with applicable Rwanda data protection regulations
Ownership of Deliverables
All documents, tools, datasets, and outputs produced under this consultancy shall remain the property of the client organization. The consultant shall not share or reproduce any materials without prior written authorization.
Application Deadline
Interested candidates should submit their proposals no later than 25 May 2026 4:00 Pm to:
Email: info@agrifop.org