Terms of Reference - Pre-qualification of Suppliers and Installers of Irrigation Systems

Programme Background

Malawi Value Chains (MVC), implemented by Adam Smith International (ASI), is one of three components of the Malawi Trade and Investment Programme (MTIP), a five-year FCDO-funded initiative which aims to break Malawi’s cycle of low growth through driving exports. The overall objective for MVC is to implement the value chain component of MTIP with the goal to increase the productivity, quality, production and export performance of the macadamia and mango value chains, as well as support increased mining investment and ultimately exports. Other complementary MTIP components are focused on increasing access to patient capital and cutting the time and costs of trade and logistics (the latter implemented by TradeMark Africa (TMA]).

ASI, on behalf of FCDO, is piloting the Matching Grant Facility (MGF) with a focus on the macadamia and mango value chains. Launched in early 2025, the MGF began with a call for concept notes, followed by a full proposal stage and due diligence for shortlisted applicants. The facility targets:

• Macadamia and mango mid-sized farms (MSF): Those with 3 to 40 hectares and existing or planned export partnerships via off-takers.

• Smallholder farmer (SHF) cooperative organisations: Those involved in macadamia and mango production, with existing or planned export partnerships via off-takers.

Illustrative MGF interventions include:

1. Investments in irrigation infrastructure (e.g., boreholes, drip/sprinkler systems, installation) and post-harvest handling equipment to boost productivity and exports in mango and macadamia farms.

2. Investments in macadamia processing equipment (e.g., hoist, grading, shelling, conveyor, separator, colour sorter lines) to improve productivity and expand exports.

3. Construction of processing and storage sheds.

4. Advisory services, such as support for farm business plans, business models, financial readiness, financial projections, and agro-economic/technical advice.
   

Scope

This Request for Proposals (RfP) invites potential suppliers and installers of irrigation systems to submit Technical and Financial proposals that demonstrate their capacity to deliver the assignment. This RfP is part of a pre-qualification process, from which selected suppliers and installers will proceed to deliver the actual project. Applicants are expected to provide detailed information necessary for ASI to make an informed decision.

The pilot phase of the MGF focuses on irrigation investments for at least eight (8) Mid-Sized Farms (MSFs). The assignment's scope includes supplying irrigation equipment based on the designs and Bills of Quantities (BOQs) provided by the Fund, as well as transporting this equipment to the MSFs in Malawi. Furthermore, the selected supplier will be responsible for installing these systems for the contracted MSFs. The irrigation systems will primarily be drip or sprinkler, utilizing perennial rivers, dams, and boreholes as water sources. The MGF anticipates that the systems will be supplied and installed within 40 days to maximize the mango flowering season, which commences in May/June.

Below are the geographical locations and sizes of the farms:

Assignment Objectives

1. Procurement and supply of drip/sprinkler irrigation equipment for 8 Mid-Sized Farms (MSFs) in Malawi, in accordance with provided Bills of Quantities (BOQs).

2. Logistics and delivery of irrigation equipment to the respective 8 MSFs in Malawi.

3. Installation of irrigation systems at the 8 MSF sites in Malawi.

4. Commissioning and testing of the installed irrigation systems.

5. Formal handover of irrigation systems to the 8 MSFs.

Timeline and Deliverables

The assignment is to commence immediately and to be completed by August 2025.

Applicants are required to specify a detailed breakdown of the days anticipated for each phase:

1. Sourcing irrigation equipment (use the sample Bill of Quantities in Annex 1)

2. Transportation (import) to Malawi

3. System installation

4. Handover to the MSFs.

This breakdown of estimated days must be completed using the template provided in Annex 2 and included as part of your Technical Proposal. The Financial Proposal is required to detail the costs associated with both the supply and installation of irrigation systems for eight farms. These costs should be calculated using the quantities outlined in Annex 1, which represents a sample for a single farm.

Qualifications

The selected supplier/firm will require the following expertise:

1. Over 10 years experience in supplying and installing irrigation systems. Experience in Malawi will be an added advantage.

2. Knowledge and experience in installing irrigation systems for macadamia and mangoes will be preferred.

3. Demonstrate ability to supply and install irrigation systems.

4. Verifiable references from previous clients, especially commercial farms in similar value chains (macadamia/mango).

5. Availability of after-sales service, spare parts, and ongoing technical support.

6. Capability to offer maintenance contracts or regular system checks.

Ready to Apply?

Interested parties should submit a comprehensive proposal inclusive of:

1. Technical proposal detailing approach, methodology, experience in conducting similar assignments in Malawi and equipment to be used

2. Team composition and qualifications

3. Detailed timeline for assignment completion

4. Financial proposal with detailed breakdown of expenses 5. References from similar previous projects

The deadline for applications is Tuesday, 11th July 2025 by 1700 Hours. Clarifications and final submissions should be made to the following email: MalawiMGF@adamsmithinternational.com

Payment Terms & Schedule

Payment will be upon approval of all deliverables as per the schedule that will be agreed upon.