Request for Proposals - Development of Standard Operating Procedures for Livestock Quarantine Systems

Background Information

The African Union Interafrican Bureau for Animal Resources (AU-IBAR) is a specialized technical Office of the Department of Rural Economy and Agriculture (DREA) of the African Union Commission (AUC). AU-IBAR’s mandate is to support and coordinate the utilization of livestock, fisheries and wildlife as a resource for both human wellbeing and economic development in the Member States of the African Union (AU). The mission of AU-IBAR is to provide leadership in the development of animal resources for Africa through supporting and empowering AU Member States and regional Economic Communities (RECs). To deliver on its mandate AU-IBAR supports Member States to improve public and animal health through progressive control and eradication of transboundary animal diseases and zoonoses.

The Intergovernmental Authority on Development (IGAD) region is made up of arid and semi-arid lands dominated by huge livestock resources of ruminants. Livestock production and trade play a key role in supporting livelihoods, food security and economic growth in the region. The livestock sectors in the different countries in the region face common challenges with trade related transboundary animal diseases (TADs) posing a major challenge to livestock production and trade. To guarantee the highest quality of health among animals for trade there is need to provide SOPS to guide procedures and practices for routine use in quarantine systems. This will go a long way to prevent the introduction of diseases which could complicate the trade process. Therefore, it is necessary to develop SOPs for quarantine systems in the IGAD region, to promote safe and stable livestock trade and allow livestock keepers and traders to engage in safe and profitable trade in regionally integrated livestock markets.

The Standard Methods and Procedures in Animal Health (SMP-AH) Project

Standard Methods and Procedures in Animal Health (SMP-AH) is a four year USAID/KEA-funded project being coordinated by AU-IBAR and IGAD and implemented in the Greater Horn of Africa (GHoA) i.e. Djibouti, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda. The goal of the project is to contribute to the reduction of poverty, enhance regional economic growth and integration through improved access of live animal and animal products to regional and international markets. The project supports harmonization and coordination of disease surveillance, prevention and control of trade-related TADs in the region. The target interventions include; capacity building in disease surveillance, epidemiological investigations and reporting; laboratory management, diagnostic capability, and safety upgrading; improved abilities for communication, information sharing, and regional cooperation; strengthening of disease control interventions; development of Standard Methods and Procedures (SMPs) and associated Standard Operating Procedures (SOPs) and enhancement of emergency disease response as well as improving the quarantine standards to full fill the requirement of importing countries.

Rationale for development of SOPS for livestock quarantine systems

The Standard Methods and Procedures (SMP) approach is designed to guide and harmonize the work of Departments of Veterinary Services (DVSs) in the Greater Horn of Africa (GHoA) region in their approach to the control of trade-related Transboundary Animal Diseases. SMPs constitute operational protocols intended to create uniformity in animal disease detection and control procedures throughout the GHoA region. Each disease has a separate SMP that deals with the specific dynamics of that disease. The goal is to establish region-wide baseline disease control protocols for better coordination of the implementation of control programs and enhancement of cross-border cooperation and communication among veterinary departments. An individual SMP addresses a given disease outlining measures that must be undertaken. The disease specific SMPs deal with subject areas of surveillance, epidemiology, laboratory procedures, quarantines and disease control outlining minimum standards, procedures, and goals that must be met. The quarantine SMP deals with methods and procedures for traded livestock covering holding grounds, collection points, pre quarantines, intermediate quarantines, export quarantine and post quarantine.

In order to operationalize the quarantine SMP there is need for:

• Standard Operating Procedures (SOPs) that provide a step-by-step guide on specifics within the subject areas;
• SOPs to facilitate the trace back for diseases and help in applying the control program for the diseases especially TADs;
• Application of SOPS in all quarantine systems in the region to enhance animal health and welfare of traded livestock;

In order to facilitate the development of Standard Operating Procedures for quarantine systems in the GHOA, we require individuals with the knowledge, skills and experience in Quarantine operations and development of SOPs

Objectives of the Consultancy

The overall objective of the consultancy is to develop Standard Operating Procedures (SOPs) for Quarantine systems in the Greater Horn of Africa Region.

Specific tasks are:

• Conduct a desk study regarding the latest livestock import requirements by various countries in the Middle East and North Africa (MENA) and document them;
• Visit veterinary departments, quarantine stations, quarantine facilities, quarantine managers and quarantine owners in GHoA countries i.e. Djibouti, Ethiopia, Kenya, Somalia, Sudan, Uganda and Tanzania and review a range of quarantine systems designs, practices and procedures;
• Together with local staff identify the required SOPs in areas of quarantine systems designs, practices, procedures and compliance to import requirements;
• Draw a list of priority SOPs to be developed;
• Together with staff develop priority SOPs in in areas of quarantine systems designs, practices, procedures and compliance to import requirements. Specifically SOPs for critical areas in quarantine operations from receiving of animals to departures (receiving of animals, procedures and practices, disinfection area, animal attendants, packing and dispatching of samples, burial, incinerators, SOP for departure among others).
• Hold a stakeholder workshop to validate the SOPs

The Expected Outcomes

• Livestock import requirements by various countries in MENA documented;
• Current quarantine systems designs, practices and procedures in countries in the GHoA region documented;
• Priority SOPs to be developed in areas of quarantine systems designs, practices and procedures identified;
• SOPs for quarantine systems designs, practices and procedures developed and validated.

Beneficiary Countries

Beneficiary countries include Djibouti, Ethiopia, Kenya, Somalia (Puntland, Somaliland and Central South Somalia), South Sudan, Sudan, Tanzania and Uganda. Documentation of livestock import requirements for countries in MENA and development of SOPs for quarantine station designs, practices and procedures will target interests of veterinary departments, operators of quarantine systems, quarantine station staff, and quarantine station owners in the beneficiary countries.

Scope of Work and the Methodology

The consultancy is required to outline the indicative approach and methodology that shall be followed by providing a clearly elaborate outline of the approach in response to the TORs.

The approach should include, among others, the following:

• An assessment exercise covering various livestock importing countries in MENA regarding import requirements,
• An assessment exercise covering veterinary departments, quarantine facilities, quarantine systems and quarantine stations in the SMP-AH participating countries,
• Review of a range of quarantine station designs, practices and procedures,
• Undertake gap analysis and identification of areas requiring SOPs.

The assignment is expected to take 60 days. The consultant will develop and submit a work plan and timetable at the commencement of the assignment. Once the work plan is accepted, AU-IBAR will help and facilitate the consultant to implement the work plan.

Requirements

Key Expert

The Consultancy will have 1 Senior Expert for a total of 60 man-days from 15^th February 2016.

The profile of the experts should be as follows:

Qualifications and Skills

• Master or PhD degree or equivalent in Animal health and transboundary animal diseases (TADs) with relevant experience in quarantine systems, and livestock exports;
• Knowledge and experience of using participatory approaches;
• Strong analytical skills;
• Excellent communication skills and fluency in English.

General Professional Experience

• A proven successful track record in writing Veterinary Standard Operating Procedures;
• Experience in conducting and facilitating dialogue with national, regional and international organizations;
• Have Practical knowledge on livestock development.

Specific Professional Experience

• At least 10 years work experience in livestock development;
• Strong understanding of intra and inter regional livestock trade
• Vast experience in quarantine operations in the GHoA.

Reports and Deliverables

The following reports must be produced:

• Inception Report – two weeks after signing of the contract
• Draft Final Report – 22^nd April 2016
• Final Report - 14 days after the validation workshop and incorporation of all comments

Supervision

The expert will work under the direct supervision of the SMP-AH Project Coordinator with oversight from the Chief Animal Health Officer. In preparation of the technical proposals interested service providers are encouraged to get in touch with the project coordinator for clarification of provisions in this request for proposals.

Submission of proposals

The proposal should be divided into a technical and a financial part – submitted in separate envelopes.
A technical proposal indicating the approach to the assignment, including the general methodology, objectives, activities to be carried out, expected outputs, workplan and outline of the content and a clear timeframe to carry out the assignment.

A financial proposal for the consultancy should have a detailed budget. The consultancy estimate must cover all expenses. The budget proposal should include at least the following, and other information.

1. All transport costs, beginning at the airport of arrival;
2. Lodging costs;
3. All costs associated with the assignments must be appropriately reflected;
4. Professional fees;
5. Administrative or overhead costs;

Selection Offer

The financial offer will account for 30 % of the score and the technical offer for 70 % of the score. The consultant with the highest aggregate score will be selected.

The criteria and respective scores for evaluating the technical offer will be:

• Proposed approach, methodology and content (20)
• Comments on the terms of reference: 10 points
• Reference of the consultant on similar assignments: 10 points
• CV of the consultant(s):30 points

To be considered for financial evaluation, the consultant must score a minimum of 49/70 for the technical offer (any score below will be disregarded).

The lowest financial offer will be scored 30 points and the others will be scored as follows:

Score of financial offer = (Amount of lowest offer / Amount of this offer)x30

The consultant with the highest aggregate score will be selected.

Complete proposals should be addressed to:

The Director, African Union Inter-African Bureau for Animal Resources (AU-IBAR), Kenindia Business Park, Museum Hill, Westlands Road, PO Box 30786-00100 Nairobi, Kenya in a plain sealed envelope clearly marked (**RFP: Development of Standard Operating Procedures for Livestock Quarantine Systems**) and should be deposited at AU-IBAR Tender Box at 1^st floor reception area to be received at AU-IBAR on or before Monday, 15^th February 2016 at 4.00pm "Do not open before 15^th February 2016".