CARIBBEAN COMMUNITY (CARICOM) SECRETARIAT
CALL FOR CONSULTANTS
CONSULTANCY SERVICES TO DEVELOP A REGIONAL POLICY AND COORDINATING
MECHANISM FOR THE HERBS AND SPICES INDUSTRY IN THE CARIBBEAN
CONTRACT REFERENCE NO.:10TH EDF/AAP/SER/02/15
The Caribbean Community (CARICOM) Secretariat intends to award a service contract to
encourage investments in production, processing and marketing of the Region’s herbs and spices
through the development of a policy framework for the development of the Caribbean herbs and
spices industry, and proposals for a coordinating mechanism along with a business plan for the
sustainability of the mechanism.
The contract will be implemented by the CARICOM
Secretariat, Guyana, with financial assistance funded under the 10th European Development
Fund (EDF), Agriculture Policy Programme (APP) with focus on the Caribbean and Pacific, and
executed through a Contribution Agreement signed between the European Union (EU) and the
Inter-American Institute for Cooperation on Agriculture (IICA). The APP is being implemented
in collaboration with the Caribbean Agricultural Research and Development Institute (CARDI)
and the CARICOM Secretariat (CCS).
The CARICOM Secretariat, the Implementation Agency, now wishes to procure consultancy
services to Develop the Regional Policy and Coordinating Mechanism for the Herbs and Spices
Industry in the Caribbean.
Qualified individual consultants are invited to submit their Curricula Vitae (CVs) electronically
by Monday, October 19, 2015 for the attentions of:
Programme Manager
Administrative Services
CARICOM Secretariat
Turkeyen, Greater Georgetown
Guyana
procurement@caricom.org
The contract will be awarded based on an assessment of the qualifications, relevant general and
specific professional experience of individual consultants, in relation to the requirements that are
specified in the Terms of Reference. All CVs must be submitted in English.
TERMS OF REFERENCE
REGIONAL POLICY AND COORDINATING MECHANISM FOR THE HERBS AND SPICES
INDUSTRY IN THE CARIBBEAN
CONTENTS
1.
CONTEXT ................................................................................................................................................................. 4
1.1
The APP Project ..................................................................................................................................................... 4
1.2
Justification............................................................................................................................................................. 6
1.3
Current Situation in the sector or the institutional/thematic area ................................................................ 6
1.4
Related programmes and other donor activities ........................................................................................... 7
1.5
Contracting Authority .......................................................................................................................................... 7
2.
DESCRIPTION OF PROPOSED ACTIVITY-CONSULTANCY-CONTRACT ............................................................ 7
2.1.
Purpose ............................................................................................................................................................... 7
2.2
Expected results to be achieved by the Contractor ..................................................................................... 7
2.3
Assumptions & Risks ............................................................................................................................................... 7
Assumptions underlying the APP project and/or the Specific Activity .................................................................. 7
Risks .................................................................................................................................................................................... 7
2.4
Scope of Work ....................................................................................................................................................... 8
2.4.1
General .......................................................................................................................................................... 8
2.4.2
Target group ................................................................................................................................................. 8
2.4.3
Geographical area to be covered .......................................................................................................... 8
2.4.4
Specific Work ................................................................................................................................................ 8
3.
Management of the Activity/Consultancy/Contact ..................................................................................... 9
3.1
Responsible Body.............................................................................................................................................. 9
3.2
Management structure ................................................................................................................................. 10
3.3
Facilities to be provided by the Contracting Authority and/or other parties ..................................... 10
3.4
Logistics and Timing ............................................................................................................................................ 10
3.4.1
Location ....................................................................................................................................................... 10
3.4.2
Start date & Period of implementation of tasks ................................................................................... 10
4.
REQUIREMENTS ..................................................................................................................................................... 10
4.1
Expertise Required .............................................................................................................................................. 10
4.1.1
Qualifications and skills ............................................................................................................................. 10
4.1.2
General professional experience ........................................................................................................... 11
4.2
Facilities to be provided by the Contractor ................................................................................................... 11
4.3
Reporting Requirements .................................................................................................................................... 11
4.4
Submission and approval of reports ................................................................................................................ 12
4.5
Changes to the Terms of References .............................................................................................................. 12
2
5.
MONITORING AND EVALUATION ...................................................................................................................... 12
5.1
Definition of indicators ....................................................................................................................................... 12
5.2
Special requirements .......................................................................................................................................... 12
Annex 1: Consultancy Reporting Template ................................................................................................................. 13
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REGIONAL POLICY AND COORDINATING MECHANISM FOR THE HERBS AND SPICES INDUSTRY IN THE CARIBBEAN
1.
CONTEXT
1.1
THE APP PROJECT
The “Caribbean Action under the Programme entitled Agriculture Policy Programme (APP) with focus
on the Caribbean and Pacific” is funded under the 10th European Development Fund (EDF) and
executed through a Contribution Agreement signed between the European Union (EU) and the InterAmerican Institute for Cooperation on Agriculture (IICA). The APP is being implemented in
collaboration with the Caribbean Agricultural Research and Development Institute (CARDI) and the
CARICOM Secretariat (CCS).
The specific objective of the Action is to contribute to enhanced regional (Caribbean and Pacific)
and interregional capabilities of the agricultural sectors in eradicating poverty. The specific objective
is to increase the capability of Regional Agricultural Development Organizations of the Caribbean
and Pacific regions to address the development needs of smallholder agriculture.
The outcomes of the Action are expected to improve:
1.
Policy regimes and incentive schemes for smallholders in the regional development strategies.
2.
Food security at national and local level by increasing production and productivity of
selected commercial and nutritionally valuable agricultural produce by using technological
and organizational solutions that address specific development constraints of smallholder
groups and rural communities.
3.
Regional institutional capacity.
These Outcomes are to be achieved through actions taken in three Components namely:
1.
Component 1: Strengthening regional agricultural development policy and strategy
2.
Component 2: Improving the Transfer/Adoption of Research/ Technologies
3.
Component 3: Contribute To Agricultural Enterprises Development through Improved Market
Linkages
The main beneficiaries are the following stakeholders in the fifteen (15) CARIFORUM countries
(CARICOM1 plus the Dominican Republic), namely:
1.
Small producers/Entrepreneurs (including MSMEs) in the Caribbean, particularly those
organized associations and networks, including but not limited to Caribbean Farmers Network
(CAFAN) Caribbean AgriBusiness Association (CABA), Caribbean Network of Rural Women
Producers (CANROP) and Caribbean Agricultural Forum for Youth (CAFY) to enhance their
technical and managerial capacities;
CARICOM states comprise Antigua & Barbuda; the Bahamas; Barbados; Belize; Dominica; Grenada; Guyana; Haiti;
Jamaica; Montserrat; Saint Lucia; St. Kitts & Nevis; St. Vincent & the Grenadines; Suriname; and, Trinidad & Tobago.
1
4
2.
Policy advisors, technicians, and Extension Services in the Ministries of Agriculture and
producer organizations in CARIFORUM to enhance capacity for creating the enabling policy
environment for small producers.
3.
Regional Agricultural Development Institutions, including, but not limited to CARICOM, CARDI,
IICA and the University of the West Indies (UWI) to strengthen capacity for delivering support
services to small producers and processors.
The implementation period of the APP project starts on 1st September 2015 and end on 31st
December 2016, with all actions identified for implementation falling within this period. This period was
established in a new APP Scaled-down plan, accepted by the Delegation of the European Union to
Barbados and the Eastern Caribbean on 14 September, 20152.
The Scaled-Down APP Plan establishes two Phases, the:
1.
Operational Phase 1st September 2015 – 30 September 2016, during which time the bulk of
technical actions will be scheduled for completion to deliver the results as defined; and
2.
Close-Out of the Operational Phase 1st October – 30 December 2016, which will conclude all
technical works and focus on a series of engagements with stakeholders and knowledge
management activities to promote, validate and disseminate information on results
achieved/products generated.
The New APP Plan, responds to an established set of priorities for countries in CARIFORUM that
collectively contribute to the regional goals of food and nutrition security, deepening regional
integration through agri-food intra-regional trade, and enhancing integration of countries into global
food and agricultural markets. It is built on well-defined interventions at the:
1.
regional level, with a focus on strengthening regional coordination mechanisms established
for more effective institutional collaboration and delivery of support and technical advice to
stakeholders, related to development of both priority themes and commodity-based
industries;
2.
national level, with emphasis on strengthening the enabling environment through direct
engagement and support with Ministries of Agriculture for the development and/or
strengthening of national plans in keeping with national policy/strategic frameworks, and
aligned with regional policies and strategies;
3.
producer group level, with emphasis on adding value to their existing initiatives to strengthen
group governance, operational efficiency and impact on membership, particularly as it
relates to, inter-alia, expanding business and market opportunities.
Rebranding and revitalizing Caribbean agriculture is a top priority for the governments of the
Caribbean Community (CARICOM) region. Not only does agriculture provide incomes and
employment to farming families but it also provides raw materials for a host of upstream value added
industries. Furthermore, a vibrant agriculture sector is vital for a healthy, green and sustainable
2
ARES (2015) 3798474 – 14/09/2015 re EDF/2012/310015 Intra ACP Agriculture Policy Programme for the Caribbean
5
environment, and an attractive and profitable agro-tourism industry, as well as growth of the Region’s
economies. The herbs and spices industry is one strategic area that can be developed to contribute
to these goals at all levels – regional, industry and producer group.
1.2
JUSTIFICATION
Among the stated objectives of the APP Contribution Agreement Annex 1: Description of the Action is
to increase the capability of Regional Agricultural Development organizations of the Caribbean (and
the Pacific) to address the development needs of smallholder agriculture. In this regard, this Action
seeks to strengthen the situation with a priority commodity-based industry, along a common
development process that is currently being employed for the other priority commodity-based
industries, such as cassava. The support to be provided by the APP will ensure that coordinating
mechanisms established to support agriculture development in the Region can function more
effectively on their own as well as in concert with other complementary mechanisms. Improved
industry coordination with communication structures and channels would allow the key actors in the
herbs and spices industry to share development initiatives, coordinate and monitor their activities,
and hence respond in a more timely manner to emerging issues that could affect their industry.
1.3
CURRENT SITUATION IN THE SECTOR OR THE INSTITUTIONAL/THEMATIC AREA
The herbs and spices sector has many attractions. It requires limited land to grow, has limited postharvest handling and transport costs and multiple marketing outlets (food, beverages, cosmetics,
herbal medicine, etc.). The Caribbean, moreover, produces some of the best quality herbs and
spices in the world including ginger, vetiver, pimento, nutmeg, scotch bonnet pepper, to name just a
few.
The Caribbean region has produced strong value-added producers such as: Angostura;
Walkerswood; Baron Foods; De La Grenade Industries; Grace Foods; and Marie Sharp, who not only
have significant combined existing or potential demand for herbs and spices, but also the marketing
clout and resources to go global given the right form of cooperation and support.
The Council for Trade and Economic Development (COTED) highlighted the potential importance of
the herb and spice sector, in particular the hot pepper industry, and has called for a regional
approach to the development of the industry. The Caribbean Agri-business Association (CABA) has
been assigned a significant role in responding to the challenge of the industry.
It is recognized that many of the constraints to the industry’s development emanate from inadequate
policies some of which are industry specific while others affect the agriculture sector as a whole.
These include regional trade barriers, inadequate level of research and development, infrastructure,
financing, and the low level of adoption of new methods of doing business such as online trading
and payments. Shortages of land as well as high input costs mean that Caribbean farmers must
grow high-value crops and embrace upstream value added processing opportunities to remain
competitive. The herb and spice sector (including culinary, wellness and cosmetic applications)
provides an ideal example of such a value added agribusiness.
In order to obtain relevant information to inform policy formulation and strategy development, there
is need to conduct a detailed assessment of the regional herbs and spices sector and to propose
mechanisms whereby the current and potential participants in the industry can more effectively
6
organize themselves for greater efficiency. In addition, the policy constraints that face the sector
must also be identified with a view to effecting the appropriate reforms.
1.4
RELATED PROGRAMMES AND OTHER DONOR ACTIVITIES
The Caribbean Community (CARICOM) has identified several priority product groups for promotion at
the regional level. Currently, the three groups that are the subject of intensive action are: herbs and
spices; roots and tubers; and small ruminants. For each of these, a working group has been
established to coordinate the technical and other inputs needed to develop specific products and
to implement specific actions. The key partners in this respect are the CARICOM Secretariat;
Caribbean Agribusiness Association (CABA); Food and Agriculture Organisation (FAO); Caribbean
Agricultural Research and Development Institute (CARDI).
1.5
CONTRACTING AUTHORITY
This Terms of Reference pertains to Component 1 and is being administered by the Caribbean
Community (CARICOM).
2.
DESCRIPTION OF PROPOSED ACTIVITY-CONSULTANCY-CONTRACT
2.1.
PURPOSE
The purpose of this contract is to encourage investment in production, processing and marketing of
the Region’s herbs and spices through the development of a policy framework for the development
of the Caribbean herbs and spices industry, and proposals for a coordinating mechanism along with
a business plan for the sustainability of the mechanism.
2.2
EXPECTED RESULTS TO BE ACHIEVED BY THE CONTRACTOR
ER1. Final draft Policy Framework that responds to the development priorities for the
Caribbean herbs and spices sector; and
ER2. Proposals of coordinating mechanisms for industry participants, along with a Business
Development Plan.
2.3
ASSUMPTIONS & RISKS
ASSUMPTIONS UNDERLYING THE APP PROJECT AND/OR THE SPECIFIC ACTIVITY
-
Information, personnel and expertise are available on a timely basis in order to allow for the
completion of the activity;
-
Private sector actors are willing to engage fully in the formulation of the policy framework and the
coordinating mechanism to be proposed for the herbs and spices industry.
RISKS
7
-
Limited engagement by key actors in the formulation of recommendations leading to less than
optimal ownership of the Policy Framework and Coordinating Mechanism.
2.4
SCOPE OF WORK
2.4.1
General
The consultancy will be executed via a fixed-price service contract. The maximum value of this
contract is US$26,000.
The consultant will be required to undertake a situational assessment of the Caribbean herbs and
spices industry with a focus on its main markets. A list of priority herbs and spices products will be
drawn up, along with key information relating to production, marketing, and other factors, and a list
of key producers and processors. The policy framework for the herbs and spices industry, and a
business development plan for the coordinating mechanism will be developed by the Consultant as
key results of project.
2.4.2
Target group
The key target group encompasses agricultural/agri-business producers, exporters and buyers, and
policy makers in CARICOM.
2.4.3
Geographical area to be covered
The Activity will cover all CARICOM Member States 3, as a collective.
2.4.4
Specific Work
Project activities, and key deliverables, will proceed as follows:
(i)
An Inception Meeting which will be convened by the CARICOM Secretariat and Caribbean
Agri-business Association (CABA),and will include (virtually) key members of the Business
Development Thematic Group;
(ii)
A Situational Assessment. The Consultant will review the state of the regional herbs and spices
industry, including issues relating to its main markets: Caribbean; North America and Europe,
and applications (culinary, wellness, cosmetic, etc.). The assessment will specifically include,
inter alia, a review of polices; markets and marketing (strategic existing or potential marketers;
and, purchasers in the Caribbean, North America and Europe); a profile of primary production
(with a focus on production areas and producers) and processing (including processors in the
region),
(iii)
An audit of key producers and processors, which based on the findings of the situational
assessment, will, inter alia, assess the specific products produced/procured and from where;
constraints to production and/or procurement of local herbs and spices; quality management
3
Member States of CARICOM are: Antigua and Barbuda; the Bahamas; Barbados; Belize; Dominica; Grenada; Guyana;
Haiti; Jamaica; Montserrat; Saint. Lucia; St. Kitts and Nevis; St. Vincent and the Grenadines; Suriname; and, Trinidad and
Tobago.
8
systems in use; factors limiting growth in production and sale of products; and, interest in
participating in a coordinating mechanism for the sector;
(iv)
Produce a short-list, based on credible technical justifications, of three/four products for priority
attention and an appropriate coordinating mechanism for industry stakeholders in relation to
modus operandi and composition;
(v)
A workshop of invited stakeholders, facilitated by the Consultant, aimed at validating the
assessment and audit findings, and coordinating mechanism towards finalizing the Policy
Framework and the Business Development Plan. The workshop will also provide an opportunity
for producers to display their products, to interact with buyers and to exchange information on
production and marketing potential and requirements;
(vi)
Final Policy Framework for the herbs and spices industry; and
(vii)
Final Business Development Plan for the establishment of a coordinating mechanism for the
industry.
Information will be collected from both primary and secondary sources:
Primary sources will include contact with (face-to-face or virtual):
-
Major farmers;
-
Major processors in the food and beverage industry that are using or can utilize herbs and spices;
-
Major firms in the food service industry (fast food & white cloth restaurants and hotels);
-
Major exporters of food products;
-
Relevant Ministry officials; and
-
Service providers (Plant quarantine, Food & Drug, freight providers, port officials).
Secondary sources will include:
-
Internet (general postings)
-
Website of development agencies involved in the industry (FAO, IICA, CTA, etc.)
-
Website of regional development agencies (CARICOM, CARDI, UWI, CDB, CARIRI)
-
Websites of national institutions -- Ministries of (Agriculture, Trade, Finance, Health, Education, and
Consumer Affairs) export development agencies, R&D institutions, Banks, trading agencies etc.
-
Hard copy reports of relevant regional & national entities that are not available on the websites.
-
Consultant’s own database
3.
MANAGEMENT OF THE ACTIVITY/CONSULTANCY/CONTACT
3.1
Responsible Body
The Caribbean Community.
9
3.2
Management structure
The CARICOM Secretariat is responsible for the management of the activity/consultancy/contract.
However overall project coordination is the responsibility of the Project Management Unit (PMU)
based in IICA Trinidad and Tobago.
3.3
Facilities to be provided by the Contracting Authority and/or other parties
The Consultant will be required to provide his/her own facilities and own equipment necessary for the
execution of the consultancy. No equipment is to be purchased on behalf of the Contracting
Authority as part of this service contract or transferred to the Contracting Authority at the end of this
contract. Any equipment related to this contract which is to be acquired by the partner agency must
be purchased by means of a separate supply tender procedure.
3.4
LOGISTICS AND TIMING
3.4.1
Location
The consultancy will be executed from the home-base of the Contractor.
3.4.2
Start date & Period of implementation of tasks
The intended start date is 15th November 2015 and the period of implementation of the contract will
be eleven months from this date, this being 14th October 2016. In the event that additional time is
required to complete the assignment, this will be negotiated with the Consultant (s) on a no-cost
basis.
4.
REQUIREMENTS
This activity requires an individual with the following qualifications, expertise and experience.
4.1
EXPERTISE REQUIRED
4.1.1
Qualifications and skills
4
1.
Post-graduate degree4 in agricultural economics, development economics, business
administration or related discipline;
2.
Ability to coordinate
simultaneously;
3.
Ability to do rapid assessment and analysis of data collected and to produce complete and
comprehensive reports within the timeframe of the contract period; and
4.
Have the ability to present and articulate project findings clearly (in the English language) to
a wide cross section of stakeholders.
data
collection
and
related
activities
at multiple
locations
Any Degree higher than one’s first recognised degree, i.e., Master’s Degree (M.Sc. M.Phil), or Ph.D.
10
4.1.2
General professional experience
1.
Five (5) years’ experience managing projects or programmes relative to agricultural policy;
2.
At least five (5) years’ experience in developing public sector or private sector-led
projects/programmes in export horticulture (fruits, vegetables, herbs and spices, etc.);
3.
Proven experience in the development of successful policies and strategies, aimed
specifically at enhancing trade facilitation and business development services;
4.
Familiarity with working with senior public and private sector officials Member States of the
Caribbean Community particularly in the area agricultural policy development; and
5.
Proven experience in preparation and management of project budgets.
4.2
FACILITIES TO BE PROVIDED BY THE CONTRACTOR
The contractor is expected to provide for necessary materials and logistical support to ensure
successful implementation of the contract.
4.3
REPORTING REQUIREMENTS
The Contractor will report to Mr. Nigel Durrant, Agricultural Trade Specialist, CARICOM Secretariat,
and shall submit the following consultancy progress reports and technical deliverables in English in
electronic format:
(i)
Deliverable 1. Inception Report to be produced after four weeks from the start of
implementation. In the report the Contractor shall describe e.g. initial findings, progress in
collecting data, any difficulties encountered or expected in addition to the work
programme and schedule, and travel. The Contractor should proceed with his/her work
unless the Contracting Authority sends comments on the inception report.
(ii)
Deliverable 2. Mid-term Report will include a report on the Situational Assessment of the
Herbs, Spices and industry and a Consolidated Audit Report in the format given in Annex 1.
This report shall be submitted no later than five months after receipt of the inception report.
(iii)
Deliverable 3. Draft Policy Framework, proposals for a coordinating mechanism and Draft
Business Plan in the format given in Annex 1.1. This report shall be submitted no later than
the eighth month of the period of implementation of tasks.
(iv)
Deliverable 4. Report on workshop no later than two weeks after the conclusion of the
workshop.
(v)
Deliverable 5. Final Consultancy Report, using a format similar the mid-term report, and
containing as an integral attachment, the Final Draft Policy Framework and Business Plan
(defined as Deliverable 3.) with the same specifications as the draft final report,
incorporating any comments received from the parties on the draft Policy Framework,
Coordinating Mechanism and Business Plan. The deadline for sending the final report is
fourteen days after receipt of comments on the draft submission. The detailed analyses
underpinning the recommendations will be presented in annexes to the main report.
All submissions and reports must be accompanied by the corresponding invoice for payment.
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4.4
SUBMISSION AND APPROVAL OF REPORTS
All reports referred to above in section 4.3 must be submitted by the contracted consultant in English
in electronic format to Mr. Nigel Durrant based in the CARICOM Secretariat, Guyana. Mr. Nigel
Durrant is responsible for the requisite approvals for the Consultant’s reports and will provide
feedback to the consultant within ten working days of receipt of reports. Reports will be shared with
the Caribbean Agribusiness Association and the Business Development Thematic Group for
commentary/recommendations.
4.5
CHANGES TO THE TERMS OF REFERENCES
Changes to the ToR may be made only in accordance to the needs subject to mutual written
agreement between the Consultant and the Contracting Authority with the endorsement of the APP
Project Management Unit (PMU) which will also be responsible for endorsing all reports under this
contract.
5.
MONITORING AND EVALUATION
5.1
DEFINITION OF INDICATORS
-
Situational assessment and audit of key producers and processors of the Caribbean Herbs and
Spices industry completed within four months of the commencement of the Activity;
-
Priority list of herbs and spices products identified for promotion within four months of the
commencement of the Activity;
-
A draft Policy Framework and Business Plan developed by the eighth month of the Activity;
-
Facilitation of validation workshop for stakeholders in ninth month of the Activity;
-
Final Policy Framework and Business Development Plan submitted by tenth month of the Activity.
5.2
SPECIAL REQUIREMENTS
None.
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ANNEX 1: CONSULTANCY REPORTING TEMPLATE
Title Page
Report Cover Page (to contain basic information on the report - title, names and contact
information for the contractor and contracting agency, date of submission etc.)
Table of Contents
Executive Summary: which should:
1.
update the inception report, i.e., actions taken by the consultant since then, to this point
2.
summarize the technical deliverable which would be attached in its detail form as an
independent technical output of the consultancy
3.
limiting factors to date and steps/measures taken to mitigate them
4.
plan for completing the consultancy in accordance with contract requirements
Annex 1.1: Draft Working Report: Situational Assessment of the Herbs, Spices and Wellness
Industry in CARIFORUM and Consolidated Audit Report
1.
Introduction
2.
[Body of Report]
3.
Summary of Findings
4.
Summary of Recommendations
5.
Lessons Learnt (Suggest to Add this. It gives info as relates to implementation)
6.
Bibliography (Suggest to Add this. It gives info as relates to implementation)
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