Heifer Installation of a Poultry Feed Monitoring Mobile and Web-Based System

Heifer International Kenya (HIK)

Terms of Reference: Supply and Installation of Poultry Feed Demand and Aggregation Monitoring Mobile and Web-Based System Managed by a Farmer Owned Producer Organization

1.0 Background Information

Heifer International Kenya (HIK)

Heifer international Kenya has been operating in Kenya since 1981 with a mission to work with communities to end hunger and poverty and care for the Earth and its vision is “a world of communities living together in peace and equitably sharing the resources of a healthy planet”.

Using a values-based community development approach, HIK works with communities to strengthen the local economy, diversify diets with better nutrition, and properly manage water and soil systems for future generations.

HIK implements its projects through

1) Community development and

2) enterprise development approaches carries out its development activities by designing and implementing solely or through partnerships appropriate development projects with the key objective of ending hunger and poverty in the world.

Each of the projects focuses on three priority directions, namely, strengthening, and diversifying resource base, strengthening country Program efficiency and increasing outreach and impacts through the utilization of innovative value chain systems.

Currently among its portfolio is the Hatching Hope Project.

2.0 About Hatching Hope Kenya.

Hatching Hope Kenya is a partnership Project between Cargill and Heifer International, with the potential to reach
21 million people in 12-year as a contribution to 100 million people targeted globally during the same period.

In the initial three years, HHK will improve the livelihoods of 180,000 smallholder poultry farmers (40,000 Households) through enhanced poultry production and create demand by increasing awareness and education of nearly 10 million people about the benefits of poultry production and consumption.

The HHK interventions are aimed at creating functional and profitable poultry businesses, closing the living income gap by 53 per cent per family in the Western region (Kisumu, Siaya, Homabay & Migori Counties) Central and Northern Rift regions of Kenya through improved access to financial services, production skills, business knowledge, market linkages, group cohesion and functionality through the VBHCD approach.

3.0 Scope of Work

Digital supply chain management solutions are business-to-business services that help agribusinesses, cooperatives, nucleus farms, input Agro-dealers and other smallholder farmer value chain intermediaries to manage their smallholder relationships in ways that lower costs through greater efficiency, improve value chain quality through better traceability and accountability and ultimately increase smallholder farmer yields and incomes by making it easier for more commercial players to formally engage with large numbers of smallholder farmers.

One of the project pathways aims at increasing access to products, services, solutions, and markets that improve farmers’ productivity and net income to 207,000 people. HHK plans to partly achieve this by setting up a prototype enterprise on aggregation, bulking and selling of feeds to its members.

The project is establishing a feed aggregation and distribution centre, to be managed by a farmer-owned producer organization in Ugunja Sub-County, Siaya County, Ugunja Town.

We envisage an app that takes care of the following, but not limited to the functions below: –

  • Consolidate real-time farmer requests/orders via SMS from the farmers to a centralized database at the PO level for aggregation of orders or through an extension service provider with the capacity to aggregate the feed demand from farmers.
  • Generate the consolidated information for relaying to the supplier (identified feed millers)
  • Enhance the productivity of farmers, by providing data on input distribution and the number of mature birds ready for aggregation, in readiness for off-taking.
  • Where possible, allow for farmer transactions, including enabling mobile payments for inputs (feeds) and any other services given to the farmers by the PO.
  • Flexible system configurations, including a mobile application that works both online and off, and a functional Application Programming Interface (API) integrations
  • Communicate effectively with farmers, including using integrated SMS, and creating reports to share with individual farmers about the volumes of feeds purchased over time
  • Support monitoring and evaluation activities through the generation of accurate and reliable data that can easily be accessed.

Thus, the purpose of this assignment is to supply and install a feed monitoring digital system in the feed bulking
prototype enterprise, for a poultry Producer Organization under the Hatching Hope Project.

4.0 Specific tasks

a) Mobile app/web portal requirements analysis: analysis of requirements and prerequisites required.

b) Development: URL configuration and all associated development, installation, and integration to the core system.

c) Testing: Facilitate component testing and user acceptance testing support

d) Documentation: Provide user documentation of the system built

e) Training: Train system administrator and provide end-user for support

5.0 Overall Objective

The overall objective is to supply and install a feed monitoring system that meets the above-mentioned functions in the feed bulking prototype enterprise, for a poultry Producer Organization located in Siaya County, Ugunja Subcounty, Ugunja town.

Specific Objectives

(1) Providing a functional mobile and web-based system (mobile app, web-based dashboard portal) that the producer organization can monitor demand, be able to aggregate requests from the farmers based on different bird types

(2) Provide the specifications for the kind of infrastructure e.g., desktop computer that can handle the software including the hard drive capacity and RAM with the capacity to handle a minimum of 10,000 contacts database with basic demographic information

(3) Install the system and test its functionality at the site with dummy data

(4) Train the producer organization staff on use and troubleshooting management


6.1 Responsibility of the consultant

  • Design and Installation of a feed monitoring app and
  • Discussions with the producer organization and Heifer international staff to assess the software requirement
  • Analyse requirements and identify appropriate feed monitoring systems recommended for use by the Producer Organization.
  • Install and test-run the recommended software with required computers and systems/apps
  • Train staff on use and maintenance of the system
  • Provide after-sales technical support to the PO for at least 3months at no extra cost
  • Advice the Producer Organization on maintenance requirements for software (service, updates etc)

6.2 Responsibility of Heifer Project International – Kenya

a) Provide any information that may be required by the consultants during the implementation of the task.

b) Be available for consultation as needed.

c) Facilitate the consultant with logistics such as travel to the project sites.


The application requirements

Only legally registered entities are eligible to apply and should submit the following:

(1) Letter of expression of interest and demonstration of capability.

(2) Cover Page (Name of organization/company, contact details – the name of the contact person, physical address (including town, building, room number and postal address), phone number, and email address).

(3) A technical proposal detailing your understanding and how you propose to undertake the assignment, and work plan. Include at least three referees and their contacts, and CV(s) of the person(s) to be engaged on the assignment.

(4) Financial proposal–Applicants should submit a detailed budget in excel format with budget notes that explain the basis of the estimate for each line item (in KES).

(5) Certificate of Incorporation or Business Registration Certificate.

(6) A Partnership Deed if you are running a partnership business.

(7) Audited financial statements for the last three years.

(8) Valid CR12 Certificate

(9) KRA online PIN Certificate.

(10) Valid Tax Compliance Certificate.

(11) Directors’ / Partners’ personal guarantee.

(12) Trade reference and clientele list including their respective contacts.

How to Apply

All applicants should submit their applications to procurement-ke@heifer.org with the subject line labelled ‘HEIFER KENYA INSTALLATION OF FEED MONITORING WEB AND MOBILE BASED FOR A POULTRY PRODUCER ORGANIZATION UNDER HATCHING HOPE KENYA’

Closing date for applications is by 19th November 2021.

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