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Terms of Reference for the Engagement of Tractor Service Providers to provide ploughing services for HAPPY project participants.

JOB SUMMARY
Company	Catholic Reli...
Industry	NGO/IGO/INGO
Category	Public Health
Location	Tamale
Job Status	Contractor/Co...
Salary	GHS
Education	Qualified
Experience	N/A
Job Expires	May 09, 2024
Contact	...

Company Profile

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding. CRS Ghana was established in 1958, a year after Ghana gained independence. In Ghana, CRS works with local partners to tackle poverty on several fronts including improving health and nutrition; increasing access to safe water and improved sanitation; promoting agriculture to enhance food security; and increasing financial assets through Savings and Internal Lending Communities.

Job Description

Terms of Reference for the Engagement of Tractor Service Providers to provide ploughing services for HAPPY project participants.

SERVICES	Engagement of Tractor Service Providers to plough crop lands for HAPPY Project participants in ten districts.
DEADLINE FOR PROPOSAL SUBMISSION	May 13th, 2024, tenders.gh@crs.org @ 2:00 pm
DEADLINE FOR QUESTIONS AND CLARIFICATION	May 9th, 2024, ruth.ekekpi@crs.org @ 2:00 pm
PERIOD OF ENGAGEMENT	2 Weeks

Catholic Relief Services (CRS) is looking for a tractor service provider to provide tractor ploughing services for the Harnessing Agricultural Productivity and Prosperity for Youth (HAPPY) project in ten districts; Mion, Saboba, Sissala East, Sissala West, Wa East, West Mamprusi, East Mamprusi, Builsa South, Builsa North and Kasena Nankana West districts located in Northern, Upper West, North East and Upper East regions of Ghana.

I. Introduction

CRS has been operating in Ghana since 1958 with the major focus of its interventions in Northern Ghana. The agriculture sector remains a priority for CRS where we have a bold goal: all people achieve a dignified and resilient livelihood in sustainable landscape. Through our Agricultural and Landscape portfolio, we work to address food insecurity by bolstering farmer capacity, promoting access to extension services, reversing land degradation, increasing agricultural production volumes, market linkages and strengthening local/regional policies.

II. Objective (s) of the Service Engagement

The primary objective of the service engagement is to mobilize Tractor Service Providers with the resource and technical capacity to provide mechanisation services by ploughing acres in a lot(s) and specified below in the table. The ploughing should be done within stipulated timeframe while the ploughed fields meet the technical recommendations (depth) of each of the value chains in focus. Hence, the service provider should have the right equipment to deliver the task within scheduled time and the recommended specifications.

Specific Objectives of the Service of Engagement:

To mobilize tractor Service Providers to plough 2,225 acres in 150 project communities within 2 weeks.
Tractor operators are deployed to the field on schedule.
To ensure ploughed fields measure up to 1 acre or 4,047m2.
To ensure that ploughed fields are even, no overlaps and minimal patches.
Ploughed fields meet technical specifications (uniform ploughed depth across the entire field).

Role of CRS Ghana and collaborators: CRS Ghana will perform the following roles:

Provide list of project regions, districts, communities, and farmers to the service provider after engagement meetings.
Access the service provider’s capacity to deliver.
Facilitate the conduct of community entry processes in all the project communities with the service providers.
Conduct technical review of ploughed fields and provide feedback to service provider.
Complete all financial obligations in the contract of engagement upon satisfactory review of completed assignment submitted by the service provided.

Main Tasks of service provider: More specifically, the service provider is expected to undertake the following tasks:

Mobilize ten functioning tractors to the assigned LoT(s) within a week upon signing contract of engagement.
Deploy at least 10 tractors to each LoT to expedite land preparation the assigned district.
Pre-finance and manage mobilization and land preparation activities in assigned LoT(s) until the task is complete.
Submit daily progress report to the Project Officer to facilitate tracking and progress of the assignment.
Plough a minimum of 10 acres per tractor per day.

III. LoTs: Acreages and locations.

The assignment is categorized as LoTs with each LoT consisting of the total number of acreages and the district in which these acreages are located.

S/N	Description	Quantity (acres)	REMARKS
	LoT 1
1	Mion	247.5	Ploughing of 225 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots Ploughing of 7.5 acres for seed multiplication in 3 communities
	LoT 2
2	Saboba	222.5	Ploughing of 200 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots Ploughing of 7.5 acres for seed multiplication in 3 communities
	LoT 3
3	West Mamprusi	247.5	Ploughing of 225 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots Ploughing of 7.5 acres for seed multiplication in 15 communities
	LoT 4
4	East Mamprusi	197.5	Ploughing of 175 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots in 15 communities Ploughing of 7.5 acres for seed multiplication in 15 communities
	LoT 5
5	Kassena Nankana West	197.5	Ploughing of 175 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots in 15 communities. Ploughing of 7.5 acres for seed multiplication in 15 communities
	LoT 6
6	Builsa North	172.5	Ploughing of 150 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots in 15 communities. Ploughing of 7.5 acres for seed multiplication in 15 communities
	LoT 7
7	Builsa South	197.5	Ploughing of 175 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots in 15 communities. Ploughing of 7.5 acres for seed multiplication in 15 communities
	LoT 8
8	Sissala East	247.5	Ploughing of 225 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots in 15 communities. Ploughing of 7.5 acres for seed multiplication in 15 communities
	LoT 9
9	Sissala West	247.5	Ploughing of 225 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots in 15 communities. Ploughing of 7.5 acres for seed multiplication in 15 communities
	LoT 10
10	Wa East	247.5	Ploughing of 225 acres for input bundle participants in 15 communities Ploughing of 15 acres for community demonstration plots in 15 communities. Ploughing of 7.5 acres for seed multiplication in 15 communities

IV. Deliverables

Report with list of communities and acreages satisfactorily ploughed.
List of farmers acres ploughed and endorsed by farmers.
Final invoice for payments.

V. Quality Assurance

The Service Provider is expected to deliver the tasks on schedule while ensuring that the job meets the quality of land prepared for sewing of soybean and rice.

VI. Security

All safety protocols will be observed in relation to CRS policies and procedures during the duration of the implementation of the agreement. Additionally, the service provider is expected to observe local security protocols and maintain safe working relationship with collaborators and community-level stakeholders.

VII. Scope (Geography and time)

Ploughing will be conducted in the Upper East, North East, Upper West and Northern regions with focus on Kassena Nankana West, Builsa North, Builsa South, West Mamprusi, East Mamprusi, , Sissala East, Sissala West, Wa East, Saboba, and Mion districts.

The assignment is expected to take a maximum of 2 weeks to complete, which includes logistical mobilization and deployment of tractors and tractor operators to project communities. The work is expected to complete by May 31, 2024 and a final report of the ploughed acres submitted to CRS.

The Service Provider should disclose to the bid committee in his/her bid the number of tractors they can mobilize and the LoT they wish to bid. Additionally, the Service Provider should also disclose to the bid committee the number of acres they can plough during the bid submission.

VIII. Budget and payment Terms

A proposed budget in Ghana cedis shall be included in the bid application outlining the cost per acre and the consolidated cost component for all the acres in the LoT(s). Payments shall be made in local currency (GHS) with applicable withholding tax.

The Service Provider will be paid as follows:

100% - Payment will be made per Lot(s) after satisfactorily completion of ploughing.

IX. Logistics/Administration

The Service Provider should plan for his/her travel during this assignment as CRS will not be responsible for any travels for this assignment. CRS will also not bear the cost of transporting or moving the equipment to the assigned location.

Required Skills or Experience

All technical proposals that meet the preliminary qualification criteria will be evaluated in accordance the criteria outlined below.

General Qualifications of applicant

Experience in performing similar task with an organisation or agency in the past. Show proof or evidences of past performances- included contact details i.e organization name , email address- etc

25%

Applicant’s ability to mobilize 10 functioning tractors for the assignment. Show equipment and workman/ manpower schedule as well as equipment schedule for the lot applied for. Operators should have the required DVLA registration License for operating Tractors- show proof in response.

30%

Familiarity with project districts; Sissala West, Sissala East, Wa East, West Mamprusi, East Mamprusi, Kasena Nankana West, Builsa South, Builsa North, Saboba and Mion districts.

15%

Only Service Providers who are considered technically responsive (technical score of at least 52.5) will proceed to the next stage- financial review of the process.

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