REQUEST FOR PROPOSAL (RFP)
Engagement of individual Consultants for Technical Guidance and Capacity Building on Organic Certification
1. Background
Vijayavahini Charitable Foundation (VCF), with support from GIZ, is implementing the project "Enhancement of Smallholder Coffee and Spice Farmers' Capacities in Sustainable Farming" in Chintapalli Mandal of Alluri Sitarama Raju District, Andhra Pradesh. The project aims to strengthen sustainable production systems, improve post-harvest practices, enhance market access, and facilitate Organic Certification for smallholder tribal farmers cultivating coffee, turmeric, and black pepper through a group certification approach under the National Programme for Organic Production (NPOP).
As part of the project, VCF has identified and mobilized farmers interested in Organic Certification and organized them into 5 community institutions for the implementation of the Internal Control System (ICS), which forms the basis for group certification under NPOP. The project seeks to develop the capacities of the project team and community institutions to effectively implement and manage the certification process in compliance with NPOP standards and procedures.
To support this initiative, VCF intends to engage a qualified Consultant with demonstrated expertise in Organic Certification and Internal Control Systems (ICS) to provide technical guidance, mentoring, and capacity-building support. The scope of this assignment shall be limited to the Organic Certification of coffee, turmeric, and black pepper and the associated community institutions covered under the project.
2. Objective of the Assignment
The objective of this assignment is to engage a qualified Consultant to provide technical guidance, mentoring, and capacity-building support to VCF project staff, farmers and farmer collectives on Organic Certification. The Consultant will guide the project team in developing and operationalizing the Internal Control System (ICS), support compliance with applicable organic certification standards, strengthen documentation and audit preparedness, and build the capacity of the project team and ICS team to independently manage certification activities.
3. Scope of Work
The Consultant shall provide technical guidance, mentoring, and capacity-building support to VCF throughout the assignment period for implementing Organic Certification under the National Programme for Organic Production (NPOP). The scope of work shall include, but not be limited to, the following:
A. Inception and Planning
• Review project documents, farmer database, implementation status, and existing community institutions.
• Assess the preparedness of the project team, Farmer Producer Groups (FPGs), Internal Control System (ICS) groups, and Farmer Producer Organization (FPO) for organic certification.
• Prepare an inception report, detailed work plan, and implementation roadmap for the assignment.
• Recommend an appropriate certification strategy and implementation plan in accordance with the applicable NPOP standards and procedures.
B. Technical Guidance on Internal Control System (ICS)
Provide technical guidance to the VCF project team in developing and operationalizing the Internal Control System (ICS), including:
• Organizational structure and governance of the ICS.
• Preparation of the ICS Manual and Standard Operating Procedures (SOPs).
• Development of standardized formats, registers, templates, and checklists required under NPOP.
• Roles and responsibilities of the ICS management team, Internal Inspectors, Approval Committee, and farmer groups.
• Internal inspection procedures, risk assessment, non-conformity management, corrective actions, and traceability systems.
• Systems for documentation, record management, monitoring, and continuous compliance.
C. Capacity Building and Technical Training
Design and conduct structured training and mentoring programmes for VCF staff, community institutions, Internal Inspectors, Farmer Producer Groups (FPGs), Grower Societies/ Farmer Producer Organization (FPO), on:
• Principles and standards of Organic Agriculture.
• National Programme for Organic Production (NPOP) requirements.
• Roles and responsibilities of the Internal Control System (ICS).
• Organic production standards and permitted inputs.
• Documentation and record management.
• Internal inspection procedures.
• Traceability and product integrity.
• Non-conformity management and corrective actions.
• Audit preparedness and certification requirements.
• Post-certification compliance and continuous improvement.
D. Farmer Registration, Documentation and TraceNet Support
Provide technical guidance to the project team for implementing documentation and record management systems required under NPOP, including:
• Farmer enrolment, registration, and maintenance of farmer records.
• Preparation of farm history records, farm maps, geo-referencing, and identification of conversion status.
• Collection and verification of farmer declarations, identity documents (including Aadhaar or other approved identity proof, wherever applicable), and other mandatory records required under NPOP.
• Development and maintenance of the documentation required under the Internal Control System (ICS), including farm diaries, crop production records, input records, harvest records, storage records, transaction records, traceability records, training records, internal inspection reports, non-conformity reports, and corrective action records.
• Guide the project team in registration of the Grower Group/ICS and entry, validation, and maintenance of farmer and farm information in the APEDA TraceNet platform, as applicable under the prevailing NPOP procedures.
• Periodically review documentation and provide recommendations to ensure compliance with NPOP requirements.
E. Internal Inspection and Compliance Monitoring
Provide technical guidance to the project team in:
• Planning and conducting internal inspections.
• Training and mentoring Internal Inspectors.
• Reviewing inspection findings and compliance status.
• Identifying non-conformities and recommending corrective and preventive actions.
• Monitoring implementation of corrective actions and continuous compliance with NPOP standards.
F. Certification Audit Facilitation
Guide and support the project team in preparing for certification, including:
• Review of documentation and compliance status prior to external audit.
• Conduct of mock audits and audit readiness assessments.
• Coordination with the Certification Body during document review and certification audits.
• Guidance on closure of non-conformities raised during certification audits.
• Technical support during certification and surveillance audit processes undertaken within the assignment period.
G. Reporting and Technical Advisory
The Consultant shall:
• Submit periodic progress reports highlighting activities undertaken, observations, challenges, and recommendations.
• Participate in review meetings with VCF and provide technical advice for improving implementation.
• Submit a comprehensive completion report documenting key achievements, lessons learnt, recommendations, and a roadmap for sustaining the Organic Certification programme beyond the consultancy period.
4. Duration of Assignment
The assignment will be for an initial period of four (4) months from the date of signing the contract. Based on the Consultant's performance, progress of the assignment, and project requirements, the contract may be extended on mutually agreed terms.
5. Deliverables
The Consultant shall submit the following:
Phase I: Initial Assignment (First 4 Months)
Deliverable: Timeline
Inception Report, Work Plan, and Certification Roadmap :Within 15 days of contract signing
Internal Control System (ICS) Package, including the ICS Manual, SOPs, formats, and registers: By the end of Month 2
Completion of farmer registration, farm documentation, internal inspections, corrective action plan, and submission of the application to the APEDA-accredited Certification Body :By the end of Month 2
Training modules, IEC materials, and completion of training for project staff, Society representatives, and Internal Inspectors :By the end of Month 3
Final Phase I Report, including progress achieved, follow-up mechanism with the Certification Body, and roadmap for the extended phase: By the end of Month 4
Phase II: Extended Assignment (Up to 12 Months)
Deliverable :Timeline
Monthly progress reports on implementation, compliance, and corrective actions: Monthly
Technical support for maintenance of the ICS and continuous capacity building :Throughout the assignment
Support for external inspections, audit coordination, and closure of audit observations :As per Certification Body schedule
Audit readiness assessment and compliance report :Prior to the certification audit
Final Completion Report, including certification status, lessons learned, sustainability plan, and handover of all project documentation: By the end of the assignment
6. Expected Outcomes
Phase I: Initial Assignment (First 4 Months)
By the end of the initial four (4) months, the Consultant shall ensure:
1. A functional Internal Control System (ICS), including the ICS Manual, SOPs, and mandatory documentation, is established in accordance with NPOP requirements.
2. Project staff, Society representatives, and Internal Inspectors are trained and capable of implementing and managing the organic certification process.
3. Farmer registration, farm documentation, internal inspections, and corrective action plans are completed for participating farmers.
4. Applications for group organic certification are prepared and submitted to an APEDA-accredited Certification Body, along with all required supporting documents.
5. A structured follow-up and monitoring mechanism is established to coordinate with the Certification Body and support the subsequent certification process.
Phase II: Extended Assignment (Up to 12 Months)
Subject to extension of the contract, the Consultant shall ensure:
1. Effective implementation and continuous strengthening of the Internal Control System (ICS) across all participating Societies.
2. Ongoing technical support, field monitoring, and capacity building for project staff, Society representatives, and farmers.
3. Timely completion of corrective actions and maintenance of compliant certification and traceability records.
4. Successful coordination and facilitation of external inspections, certification audits, and closure of audit observations.
5. VCF and the participating Societies are equipped to independently manage the Internal Control System and sustain the organic certification process.
7. Eligibility Criteria
The Consultant shall meet the following minimum eligibility requirements:
A. Experience
• Minimum five (5) years of demonstrated experience in providing technical support for organic certification projects.
• Proven experience in establishing and implementing Internal Control Systems (ICS) for group organic certification under the National Programme for Organic Production (NPOP).
• Experience working with farmer collectives, registered Societies, FPOs, NGOs, or tribal communities.
• Experience in facilitating certification processes with APEDA-accredited Certification Bodies will be an added advantage.
B. Technical Expertise
The Consultant shall demonstrate expertise in:
• National Programme for Organic Production (NPOP) standards and certification procedures.
• Design and implementation of Internal Control Systems (ICS).
• Organic farm inspections, compliance monitoring, and traceability systems.
• Preparation and management of certification documentation and records.
• Capacity building and training of project staff, community institutions, and farmers.
8. Proposal Submission
Interested applicants shall submit:
A. Technical Proposal
• Profile of the Consultant.
• Relevant experience in organic certification, particularly under NPOP.
• Understanding of the assignment and proposed approach.
• Detailed methodology and implementation plan.
• Work plan with timelines and key deliverables.
• Details of similar assignments completed during the last five (5) years.
B. Financial Proposal
The financial proposal shall include:
• Professional fees.
• Travel, boarding, and field visit costs.
• Training and capacity-building costs.
• Applicable taxes.
• Any other incidental costs related to the assignment.
9. Evaluation Criteria
Criteria: Weightage
Relevant experience of the Consultant :30%
Qualifications and experience of the proposed key expert(s) :20%
Understanding of the assignment :10%
Technical approach, methodology, and work plan :20%
Financial proposal :20%
Total :100%
10. Confidentiality
All project-related information, farmer data, training materials, and documents generated during the assignment shall remain the property of VCF. The Consultant shall maintain strict confidentiality and shall not disclose or use any project information without prior written approval from VCF.
11. Payment Schedule (Indicative)
Milestone :Payment
Submission and approval of the Inception Report, work plan, and certification roadmap: 20%
Establishment of the Internal Control System (ICS), completion of training programmes, and submission of the ICS Manual, SOPs, and documentation formats: 30%
Completion of farmer registration, internal inspections, certification documentation, and submission of the application to the Certification Body: 30%
Submission and acceptance of the Final Report, including the follow-up mechanism and handover of all project documents: 20%
Applicants should share their Technical and proposal along with CV to careers@vijayavahini.org on or before 5th Sep-2026.