Consultancy for the development of the Operation manual:
Model A and B RE Abaca Fiber Processing and Solar Drying Facility
Implemented under the project entitled “Strengthening Resilience among Abaca Farming Families in Sibagat, Agusan del Sur through Sustainable Livelihoods and Transitioning to Green Technology” (GreenFiber Project)
1.0 GENERAL INFORMATION
Post Title: Manual of Operations Development Consultant
Project:GreenFiber Project (Strengthening Resilience among Abaca Farming Families in Sibagat, Agusan Del Sur through Sustainable Livelihoods and Transitioning to Green Technology)
Specific Component:Renewable Energy-Driven Abaca Processing Facilities
Location for coordination: ECOWEB CARAGA Satellite Office – Sibagat, Agusan del Sur
Duration: 75 days
Terms of Payment: Output-based (Package)
Deadline of Application and Submission of Quotation:Extended until July 31, 2024
Target date of start of consultancy: ASAP
2.0. BACKGROUND
The Philippines currently supplies 85% of the global demand for abaca fiber, which is expected to increase in the future due to the shift towards sustainability and the use of natural materials in producing “green” products. Despite this potential, abaca fiber farmers in the Philippines face challenges such as poverty, small farm sizes, poor technology, low productivity, high transportation costs, and a lack of efficient processing equipment.
The Ecosystems Work for Essential Benefits, Inc (ECOWEB) a non-stock non-profit corporation, registered with the Securities and Exchange Commission (SEC) in 2006 based in Iligan City, Mindanao, Philippines is proposing the GreenFiber Project. The project will be implemented in Sibagat, Agusan del Sur.
The GreenFiber Project aims to significantly reduce the greenhouse gas emissions from agricultural activities in the country, particularly in the abaca farming and fiber production sector. By promoting the bio-diversification of farms with abaca as a main cash crop alongside high-value trees, root crops, tubers, and vegetables, the project will support sustainable agriculture practices and enhance the economic viability of these farms.
Moreover, the project is focused on capacity development and strengthening of civil society by adopting a participatory approach by establishing and further empowering production guilds, a federation of green fiber producers, and strategic partnerships with the government and other key players along the abaca value chain. This will foster a collaborative effort towards a sustainable and economically viable abaca industry for all stakeholders.
3.0. PURPOSE
The purpose of this consultancy is to develop a comprehensive operations manual and Standard Operating Procedures (SOPs) for Model A and B Renewable Abaca Fiber Processing Facilities. These manuals will cover key areas like Financial Management, Human Resources (HR), Logistics, and a Security Management Plan (SMP). The procedures will be designed specifically for efficient abaca processing operations, considering the unique requirements of Model A and B facilities. This initiative aims to improve operational efficiency and effectiveness, while fostering strong internal controls, transparency, and accountability to program participants, donors, and stakeholders.
4.0. SCOPE OF WORK
The objective of the assignment is to describe the standards, procedures, and guidelines for the operation of the GreenFiber project RE facilities (Model A and B – located in Barangay Sinai and Barangay Kolambugan in the municipality of Sibagat, Agusan del Sur respectively) . The following activities of the assignment include:
Review of legal framework: A thorough analysis of relevant laws and regulations will ensure the operational procedures comply with all necessary environmental, safety, and industry standards.
Development of a draft Operational Manual: This phase involves gathering data on current practices, researching best practices, and mapping out key processes for both Model A and B facilities. The information will then be used to create a draft manual outlining standards, procedures, and guidelines for areas like
Financial Management
Human Resources
Logistics
Security Management Plan (SMP)
Specific RE facility operation procedures
Validation workshop (including preparation): A workshop will be held to present the draft manual to relevant stakeholders and gather feedback to ensure it aligns with practical needs and addresses any potential concerns.
Finalizing the Operational Manual: Incorporating feedback from the validation workshop and internal reviews, the draft will be finalized into a comprehensive and user-friendly operational manual.
Training on usingthe use of the Operational Manual: Training materials will be developed to ensure effective implementationTo ensure effective implementation, training materials will be developed, and training sessions will be conducted to familiarize staff with the operational procedures outlined in the manual.
5.0 EXPECTED OUTPUT
This document outlines the expected deliverables (outputs) of the consultancy project for developing the GreenFiber Project RE Facility Operational Manual for Models A and B.
While the specific formats for reports and other materials will be finalized in consultation with relevant stakeholders, including MLGU Sibagat, Production GuildGuild’s, and Tribal Council, here’s a general overview of the deliverables:
Output 1: Report on the Review of the Legal Framework. This report will discuss the relevant laws, regulations, and policies that apply to the operation of the abaca fiber processing and solar drying facility. This will ensure that the facility is compliant with all legal requirements.
Output 2: Draft Operational Manual will be a comprehensive guide to operating the abaca fiber processing and solar drying facility. It will include detailed procedures for:
Facility layout and equipment: A description of the facility layout and the equipment used in each area.
Abaca processing procedures: Step-by-step instructions for processing abaca fiber, from tuxying, stripping, processing of waste, drying of fibers, baling, and storage.
Solar drying operation: A guide on how to operate and maintain the solar drying system.
Quality control procedures: Methods for ensuring the quality of the produced abaca fiber.
Safety procedures: Protocols to prioritize safety during all operational processes.
Maintenance procedures: Instructions on how to properly maintain the equipment in the facility.
Financial management: Guidance on budgeting, recordkeeping, cost analysis, and potential funding mechanisms for the facility (maybemay be a separate section or integrated into the manual).
Human resources: Information on staffing levels, job descriptions, training and development plans, and occupational health and safety considerations (may be a separate section or integrated into the manual).
Logistics: Procedures for procuring materials, managing inventory, transporting goods, and disposing of waste (may be a separate section or integrated into the manual).
Security Management Plan (SMP): A plan outlining access control, perimeter security, fire safety, and emergency procedures (may be a separate document or a dedicated section within the manual).
Specific RE facility operation procedures: Detailed instructions for operating and maintaining the renewable energy components, particularly the solar drying system (may be a separate section or integrated into the manual).
The Manual of Operation will be in English language with translation to the local language of key components and presentation in diagrams and figures for easier and clearerclear understanding by the local stakeholders.
6.0 DURATION OF ENGAGEMENT
The duration of the engagement will not be more than 75 working days upon signing of the contract. In the event of a need for an extension of completion of the deliverables, it shall be agreed upon by both parties in writing, at least through documented emails.
7.0 LOCATION OF PROJECT AND TRAVEL
The Consultant shall be required to travel toin the project site in Sibagat, Agusan del Sur for an actual ocular visit, and the conduct of necessary consultations and meetings with key project stakeholders.
Travel costs shall be paid based on actual costscost following the financial policy and guidelines of ECOWEB. The scheduleSchedule and plan of travel shall be coordinated ahead with the project team..
8.0 CONTRACTING AND PAYMENT MODALITY
ECOWEB shall pay the Consultancy Services on an output basis based on the approved bid amount. Payment shall be subjected to statutory taxes which ECOWEB shall withhold and pay to the BIR.
The payment for consultancy services shall be made in eight installments, with the first installment due upon the signing of this Contract, and subsequent installments upon the completion of specific milestones as outlined below:
10% upon signing of the contract
15% upon submission of the Report on the Review of the Legal Framework and Design and process of conduct of the consultancy services, proposed methodologies, and of Outline of the Manual of Operation
5% after the conduct of necessary consultations with project stakeholdersstakaholders
25% upon submission of the Draft Manual of Operation for the Sinai Abaca processing facility
20% upon submission of DraftDaraft Manual of Operation for the Kolambugan Abaca processing facility
5% after the presentation of the draft manual to the project stakeholders
10% upon submission and approval of the Final Manual of OPeration for the Sinai Abaca Processing Facilityfacility
10% upon submission and approval of the Final Manual of OPeration for the Kolambugan Abaca Processing Facilityfacility
Once a Consultant is selected, a written contract shall be signed by both parties stipulating the terms of the consultant’sconsultant services.
8.0 ELIGIBILITY AND QUALIFICATIONS
Applicant can be an individual or a consultancy firm with team member/s having the following qualifications:
Educational Background
Advanced degree in Agricultural Engineering, Environmental Science, Agribusiness, Renewable Energy, or a related field.
Professional Experience
Minimum of 10 years of relevant professional experience in the agricultural sector, particularly in fiber crop processing and sustainable agriculture practices.
Proven track record in developing operational manuals and Standard Operating Procedures (SOPs) for agricultural or renewable energy facilities.
Experience working with non-profit organizations and civil society groups, preferably in the context of sustainable development projects.
Demonstrated experience in capacity building and training, particularly in rural and agricultural settings.
Technical Skills and Knowledge
In-depth understanding of abaca fiber production and processing techniques, including knowledge of sustainable and environmentally friendly practices.
Familiarity with the legal and regulatory framework governing agricultural activities and renewable energy projects in the Philippines.
Proficiency in financial management, human resources, logistics, and security management in the context of agricultural operations.
Strong research and analytical skills, with the ability to gather, synthesize, and present complex information clearly and concisely.
Project Management and Communication Skills
Excellent project management skills, with the ability to manage timelines, deliverables, and stakeholder expectations effectively.
Strong interpersonal and communication skills, with the ability to engage with a diverse range of stakeholders, including farmers, government officials, and community organizations.
Proven ability to conduct effective validation workshops and training sessions, ensuring the active participation and buy-in of stakeholders.
Additional Requirements
Availability to travel to project sites in Sibagat, Agusan del Sur, and other relevant locations in the Philippines as necessary.
Fluency in English and Local Dialect is required.
Commitment to the principles of sustainability, community development, and participatory approaches.
The ideal consultant will be a strategic thinker with a deep commitment to sustainable agriculture and community empowerment, capable of delivering a high-quality operational manual that supports the long-term success of the GreenFiber Project.
9.0 SUBMISSION INSTRUCTIONS
For interested applicants, kindly submit your Application Letter with Quotation of Cost of Consutancy Services with CVs of all members of the consulting team, and Technical Description on how to conduct the services, defining methodology and outline of report
Submit application through ECOWEB’s official email address with Subject: “MOTIVATION TO APPLY MANUAL OF OPERATION DEVELOPMENT CONSULTANCY”
