Terms of Reference for Preparation of Standard Operating Procedure (SOP) of agriculture processing center

Terms of Reference 

for

Preparation of Standard Operating Procedure (SOP) of agriculture processing center

1.     BACKGROUND

Heifer International Nepal (HPIN) is a non-profit and humanitarian organization dedicated to work with communities to end hunger and poverty and care for the earth. HPIN has been supporting more than 250 women led enterprising cooperatives in different aspects of agribusiness including production, processing, and marketing. Heifer has been implementing the Innovations in Agro-Livestock Value Chain (IALVC) project with the aim of increasing the sustainable income of smallholder farmers. The agriculture value chain component of this project has primarily focus on improving supply chain efficiency, establishing market linkages, and enhancing the value addition of target value chains through supporting the producer cooperatives in establishing and upgrading vegetable, spice and jaggery processing centers in partnerships with governments, civil society organizations, and private sectors. 

Establishment and operation of vegetable and spice processing center are key expected intermediate result of the project intervention. This project has envisioned the processing centers shall function different functions like safe and appropriate postharvest handling, cleaning, grading, processing, and packaging to make the product ready for the market. The project has supported cooperatives to establish one vegetable processing center in Tansen Municipality, Palpa, one ginger processing center Nisdi Rural Municipality, Palpa and one Turmeric processing center in Bharatpur Metropolitan City, Chitwan. As part of capacity building for the processing center operating cooperatives for smooth and effective operation as well as to maintain the highest quality of the produce, HPIN is seeking expert service to prepare standard operating procedure for the processing centers and orient the SOP to the respective cooperative and processing center operators. This TOR is prepared for hiring and mobilizing an expert to support the project to prepare standard operating procedure of above-mentioned processing facilities.

2.     OBJECTIVE OF ASSIGNMENT

The main objective of this assignment is to develop comprehensive, clear, and practical SOPs for vegetable, ginger and turmeric processing facility, which will cover every stage of the production process, including, not limited to:

• Raw material sourcing and handling
• Appropriate postharvest handling and processing operations  
• Quality control measures
• Safety and health protocols
• Waste management and sustainability practices
• Regulatory compliance 

3.     DESCRIPTION OF TASK / SCOPE OF WORK 

a.     Understand the context and needs 

• Consultation with heifer project team to review project idea and interventions efforts, 
• Finalize the methodology and work plan for SOP preparation,  
• Review of relevant project information documents including plans and progress
• Analysis of existing operations and workflows of processing facility.
• Observe the processing plant layouts, business prospects, current operation practices with Heifer representatives, partner NGO staffs, and Cooperatives.
• Consultation with key stakeholders, BOD and staffs of respective cooperatives, Project team, local governments and value chain actors to understand operational challenges, quality expectations, and regulatory requirements.
• Assess the current skill levels of cooperative staffs to tailor the SOPs effectively

b.     Develop Standard Operating Procedure (SOP) of the processing centers

• Review industry standard and good practices at local, national, and international level,
• Draft detailed SOP in consultation with the concerned institutions. Each SOP shall include:
  • Raw Material Handling: Standard procedures for harvesting methods, maturity indices, post-harvest handling, sourcing, inspection, aggregation, and storage of raw materials. It shall include dry and cold storage operations. 
  • Processing Operations: Detailed and step-by-step process guidelines for each specific commodities, detailing critical control points to ensure product quality and safety. 
  • Packaging and Labeling: Clear instructions on packaging materials, standards, labeling requirements, and traceability protocols.
  • Health, Safety, and Environmental Standards: Protocols to ensure the safety of workers, hygiene standards, and environmental impact mitigation.
  • Storage and Distribution: Proper procedures for storage of finished or final products and safe, timely distribution.
  • Waste management and sustainability: Procedures for handling by-products, managing waste, and adopting eco-friendly practices
  • Ensure regulatory compliance: Ensure that all SOPs comply with national and international regulations, including food safety, labor, and environmental standards.
• Presentation of the draft SOP with Heifer team and cooperatives for inputs and feedback
• Finalize the SOP incorporating appropriate inputs.

c.     Facilitate orientation sessions on Standard Operating Procedure(s) of each processing center  

• Develop technical notes and orientation package for each processing center operators. 
• Deliver in-depth orientation sessions of 2-3 days about the SOP separately to each processing center. 

d.     Prepare assignment completion repot and submission 

4.     METHODOLOGY

The consultant shall work closely with the project team to refine the methodology and delivery plan however the following shall be included. 

• Submit a brief technical and financial proposal.
• Upon selection, meeting with project team for better clarity of assignment, review available information, insights, experiences and features of the processing center,   
• Review of literature, good practices and project documents, 
• Prepare inception report outlining detailed methodology, outline structure of SOPs, field visit schedules and deliverable timelines, 
• Carry out field visits to each proposed processing center sites, organize consultation meetings with respective cooperatives and concerned local government representatives, and project team to gather required information for SOP 
• Prepare a draft SOP and share it with Heifer for initial comments and feedback.
• Finalize the SOP incorporating the comments and inputs from Heifer and present at sharing session at Heifer and respective cooperatives
• Prepare training contents, materials and resources and facilitate training for processing center team, cooperative team, project staff and heifer team for the implementation of SOPs.

5.     EXPECTED DELIVERABLES

1. Inception report including work plan, methodology, and outline of SOP in English  
2. Draft three SOP in English and Nepali language 
3. Final three SOP in English and Nepali languages 
4. Facilitation of three SOP orientation (2-3 days each) in Nepali language 
5. Assignment completion report in English language

6.     DURATION OF ASSIGNMENT 

The estimated duration of this assignment is max 45 days (10-15 days for each SOP) workdays spreading over three months from November 2024 to January 2025. Final report of this assignment shall be submitted no later than 31 January 2025. 

7.     HEIFER’S INPUT AND COUNTERPART PERSONNEL

This shall be individual service agreement as per procurement policy of Heifer. Heifer shall provide relevant information, project document and resources to the consultant and facilitate coordination between the consultants and concerned stakeholders/institutions as and when necessary. The project shall not provide any logistical support to the consultant during the execution of consultancy service. Heifer shall designate a primary contact person who will act as professional and support counterpart personnel to the consultant team for any necessary assistance. The consultant shall work closely with her/him and the concerned team members for quality deliverables. 

8.     COMPETENCY REQUIREMENTS OF THE CONSULTANT  

This service is solicited from suitable consulting firm consisting of minimum two consultants (Horticulturist and Food Technologist) with minimum post-graduate degree in related field with proven experience on preparation of similar SOPs. Those with proven experience in processing of targeted commodities encouraged to apply. 

9.     HOW TO APPLY?

Interested qualified firms are invited to submit a proposal that includes the following:

• Cover letter
• Short technical proposal
• CV of experts highlighting relevant experience and expertise
• Competitive financial proposal outlining daily rates, total effective workdays, transportation, food and accommodation and other applicable costs 
• Firm Registration certificate
• VAT Registration certificate
• Tax Clearance Certificate FY 079/80

Interested firm should submit their application including above mentioned documents by 5 : 00 pm, November 4, 2024 to  Procurement-NP@heifer.org with the subject line mentioning “Proposal for preparation of SOP for processing center”.

Note: VAT register firms are encouraged to apply.

Any telephone inquiries or other inquiries would not be entertained. However, after selection of the consulting firm a kick-off meeting will be organized with the service provider.