Request for Proposals

Consultancy Opportunity for the Rainforest Alliance

The Rainforest Alliance is seeking a Partner for Côte d’Ivoire Nescafé Plan Monitoring and Evaluation to submit an application.

Summary Information

• Department: Data Management and Intelligence, Products
• Location(s): Côte d’Ivoire (regions: Agneby-Tiassa, Belier, Cavally, Gôh, Gontougo, Grands Ponts, Guemon, Haut Sassandra, Indenie Djuablin, La Me, Loh Djiboua, Moronou , Sud Comoe, Tonkpi)
• Commitment: 50-65 working days (April 2026 to September 2026)
• Desired start date and duration: from April 6th to September 30th, 2026
• Under direction of: Supply Chain and Project M&E, Senior Associate

Consultancy Summary

About the Rainforest Alliance

The Rainforest Alliance (RA) is a global organization working in the field of sustainability at the intersection of business, agriculture, and forests. Our aim is to make responsible business the new normal so that people and nature can thrive together. Our alliance spans 70 countries and includes farmers and forest communities, companies, governments, civil society, and millions of individuals. Together we work to protect forests, improve the livelihoods of farmers and forest communities, promote their human rights, and help them mitigate and adapt to the climate crisis.

Overview

The Rainforest Alliance and Nescafé (Nestlé) collaborate in 15 coffee origins to conduct monitoring and evaluation (M&E) in coffee supply chains. In Côte d’Ivoire, Nescafé implements sustainable coffee projects (with CEFCA, GIZ and PUR as implementing partners) focusing on best agricultural practices, farm economics, regenerative agriculture and agripreneurship/recordkeeping.

The Rainforest Alliance is looking for a local partner to conduct M&E of key project indicators on a sample of coffee farmers in the project locations. The samples are selected using square root method and random sampling method (prepared by RA). The total number of samples is approximately 250 Nescafé farmers, including the buffer samples, in 14 regions. The farmers are Farmer Connect farmers.

The M&E surveys contain questions based on the themes above, plus in addition, basic questions about farm conditions, household demographics, and qualitative questions. The survey questionnaires are prepared in English (from RA) and French (translated and/or reviewed by the M&E partner to be used in the field); the modules have been used in 15 coffee-producing countries. The M&E survey uses a digital data collection tool (Koltitrace application) developed by Koltiva. Minor modifications should be made to adjust survey questions based on Côte d’Ivoire project activities and coffee cultivation context.

The M&E partner will coordinate the workplan and implementation progress with the Supply Chain and Project M&E, Senior Associate and Nescafé team project director (based in Abidjan).

Main Objectives

The M&E partner supports RA in implementing the M&E campaign by performing data collection and revision activities in14 regions, including: Campaign preparation, including Survey application testing, and Data collection, covering data entry, data quality control, and evidence collection at the field level. In addition, the local M&E partner provides inputs for the preparation of M&E reports and findings based on field observation.

SCOPE OF WORK

Contractor Services, at a minimum, must include:

1 Lead Enumerator

• Supervise field enumerators and ensure full compliance with M&E protocols.
• Guarantee high-quality, consistent, and accurate data collection and entry.
• Support training of enumerators on data collection tools and methodologies.
• Coordinate fieldwork logistics and scheduling with RA and Nescafé/vendor.
• Report any field issues affecting the project within 24 hours.
• Provide weekly updates on progress, challenges, and next steps to RA.
• Oversee team data cleaning and support data validation under RA supervision.
• Maintain strong coordination with local stakeholders and community leaders.
• Ensure informed consent, confidentiality, and respect for cultural norms.
• Participate in field data collection for at least 10–20% of the sample, especially to guide less experienced enumerators.
• Organize and maintain field evidence (e.g., trackers, documentation) in SharePoint or other RA-approved platforms.
• Inform RA of any team changes [1]at least 3 days in advance; changes may proceed only after RA approval.
• Ensure proper logistics for enumerators, including transport, accommodation, and field allowances, aligned with the approved budget.
• May oversee a project/field assistant [2]if deemed necessary.

Field Assistant (if applicable see appendix D)

Enumerators

• Conduct farmer survey, collect the data, information, farm observation, and field evidence for each farmer interviewed. The data collection, entry, and revision using digital data collection tool.
• Responsible for data accuracy and quality until the clean dataset is approved by RA and/or Nescafé/vendor.
• Responsible for immediately informing the lead enumerator if they are unable to complete their work so that a replacement can be made.

The role of the Lead Enumerator, Field Assistants and Enumerators must not overlap, meaning that one person can only perform one role in the campaign.

Scope of work and timeline:

Data Collection and revision

Data Review and Validation

Data Summary Report

April – May 2026

June 2026

July – August 2026

September 2026

The monitoring and evaluation (M&E) partner have to perform the following:

Campaign preparation

The lead enumerator (with Field Assistant) must:

• Distribute all training materials and ensure enumerators review them.
• Join the RA kick‑off meeting (online, 1 day, ≥1 month before training).
• Act as co‑trainer during M&E training and review materials with RA/Nescafé.
• Ensure enumerators understand and test the KoltiTrace app; review test data.
• Submit a detailed work plan (timeline, daily targets, team allocation, expected submission dates).
• Prepare all training logistics (venue, transport, meals, materials, measurement kits).

The enumerators must:

• Attend RA pre‑training (5 days, 3 hours/day) and KoltiTrace training (2 days).
• Conduct KoltiTrace app testing and submit reports to RA.

The M&E partner team must:

• Review all survey and training materials in French.
• Prepare sufficient, compliant devices (per Koltiva requirements[3]).
• Attend all trainings (RA, Nescafé, Koltiva; 5‑day on‑site training included).
• Coordinate with farmers and schedule interviews; inform RA ≥ 3 working days before data collection.
• Ensure RA is copied on all communication with Nescafé/vendors.
• Maintain the field visit progress tracker updated.

Data collection and data review

The lead Enumerator (with Field Assistant) must:

• Prepare detailed farm visit schedule and maintain the daily progress tracker.
• Accompany enumerators as needed; ensure consistent interpretation of the questionnaire.
• Perform real-time and weekly quality checks using RA-approved methods[4].
• Support and escalate technical issues to Koltiva helpdesk (copy RA).
• Lead weekly catch‑up calls with RA during data collection and revision.
• organize the field evidence in the online cloud (SharePoint)[5].

The enumerators must:

• Conduct ~238 farmer surveys (2–4 hours collection + 3–4 hours review/input each).
• Correct all inconsistencies in KoltiTrace before submission.
• Collect all required field evidence and share it with the Lead Enumerator.

The M&E partner team must:

• Carry out data collection and review unit by unit.
• Participate in weekly review calls with RA.
• Complete all corrections requested after RA’s quality check.
• Ensure proper and timely synchronization of all revised data.

Country

Type

Partner

Unit

Region

Total samples

Côte d’Ivoire

FC (Farmer Connect)

TBD

Abidjan

133

West

105

Total FC samples

238

*Total FC samples for each unit will be adjusted later.

Reporting

The lead Enumerator must:

• Submit findings report based on general field observations (as per Annex C).
• Provide clarifications or additional insights to RA within 48 hours.
• Contribute inputs to any additional monitoring reports or presentations.
• Share any available secondary references (e.g., yield benchmarks, income data).

Deliverables

Milestone

Deliverables

Measurement

Timeframe

Workplan prepared.

Workplan is submitted and approved by RA, and Nescafé.

When submitting their proposal, Lead Enumerator has to propose the workplan and logistic plan to RA that includes, but not limited to, the following

·       Expected timeline of data collection by unit (with start and end date)

·       Expected number of surveys/day

·       Name of the enumerators allocated to each region and/or unit

·       The logistic plan including, transportation, accommodation, meals, training venue, and farmer’s souvenir (if applicable).

·       Resource plan setting out how they will ensure the project is fully staffed, and contingency arrangements in case staff members are unavailable

1 day (1st week of April 2026)

Risk Register

This should be provided with the proposal and updated throughout the project. It should set out potential risks such as weather disruptions, farmer availability, access constraints, application issues, or enumerator turnover and how the M&E partner plans to address them.

1 day (1st week of April 2026)

Data review process approved.

The data review process that will be implemented weekly by the M&E Partner is submitted and approved by RA.

When submitting their proposal, Lead Enumerator has to prepare and propose a data review process to RA that will be performed weekly and includes, but not limited to, the following:

·       Data completeness check: ensure all applicable fields have been completed by enumerators

·       Data accuracy check: ensure the data input is correct, within the expected metrics and in the correct units of measurement

·       Data consistency check: ensure data is consistent across similar indicators throughout the survey

·       Outlier identification: ensure all data outside expected ranges are flagged for further inspection

·       Expected correction time in the Koltitrace application.

1 day (1st week of April 2026)

M&E campaign online kick-off meeting with RA/Nescafé attended

·       M&E campaign kick-off meeting is attended by the Lead enumerator

·       Present the approved workplan, logistic plan and data review process.

In the meeting the Lead enumerator is expected to share details on how they will implement the approved workplan and complete the M&E campaign objective.

1 day (2nd week of April 2026)

M&E pre-training for enumerators attended.

M&E pre-training is fully attended by all M&E Partner staff (including all enumerators).

The M&E partner team must attend the pre-training provided by RA team (3 days, 3 hours/day) before the survey training to review the questionnaire and training materials.

3 days (2nd week of May 2026)

M&E pre-training for lead enumerator attended.

M&E pre-training is fully attended by the lead enumerator and project assistants (if applicable).

·       M&E pre-training is about the survey guidance, KoltiTrace application usage and data revision

·       The lead enumerator and project assistants (if applicable), trained and learned about the context of the survey training in order to play a role as co-trainer, during the in-person training session.

2 days (2nd week of May 2026)

KoltiTrace application usage training (online)attended.

KoltiTrace application usage training (online) is attended by all M&E partner team.

All M&E partner team must practice and be familiar with the KoltiTrace application.

1 days (1st week of May 2026)

Survey application in Koltitrace (independently) tested.

Survey application is tested and testing report is submitted to RA.

·       The M&E partner team have to test the survey application functionality, user accounts, questions, and proper translations based on the number of testing samples which are provided by RA.

·       In case of any issues related to the application, the lead enumerator has to consolidate, manage, and report to RA and Koltiva.

1 week (2nd week of May 2026)

M&E survey training is attended (on-site) in Yamoussoukro.

M&E training is fully attended by all M&E partner members.

·       The lead enumerator needs to print out the survey guidance and supporting documents for all participants in the training.

·       All M&E partner team members must fully attend the onsite training conducted by RA.

5 days (25th – 29h May 2026)

Test surveys submitted and reviewed by M&E Partner and approved by RA

Each enumerator must submit one test survey, based on a prompt provided by RA, to be reviewed by the M&E Partner and RA.

·       Each enumerator must submit a test survey in order to check if enumerators are properly interpreting all questions and inputting data using the correct units of measurements and conversion rates (when applicable).

·       The lead enumerator and/or field assistants must review these test surveys, identify and address possible mistakes with each enumerator and then submit all test surveys for RA revision.

·       This must be completed before enumerators go to the field for data collection.

1 day (30th May)

·       Field visit tracker prepared and progress reported.

·       Field data and evidence fully collected.

·     Field visit tracker is submitted and the progress daily reported to RA.

·     Field data and evidence are collected and submitted to RA weekly.

·       After sample definition the workplan and progress tracker must be updated to include estimated date of when each survey will be completed, reviewed by M&E Partner and submitted for RA revision.

·       The tracker must be updated daily to reflect data collection and review progress.

·       The MéE partner team must remain in the project until the data is approved by RA and Nescafé.

·       If the lead enumerator needs to replace any personnel listed in the workplan, they must provide an acceptable replacement to RA at least one week in advance, with equal or better qualifications.[6]

·       The data must be collected, completed, and cleaned by Unit-by-Unit approach, under the supervision of RA.

25-35 days (1st week of June – 1st week of July 2026)

Raw data review and data quality control completed.

·     Data revision is done by enumerators who collected that data and corrected on the KoltiTrace application (under the supervision of the lead enumerator and RA), and the clean data is submitted (sync in KoltiTrace) to RA weekly and must follow RA guidance.

·     The clean data must be approved by RA and/or Nescafé

·       The data review must be fully performed by the lead enumerator, using the approved Data Review process, before submission to RA.

·       The data review will be conducted by RA after confirmation that M&E partner revision is completed, on each Unit finished. The lead enumerator must review the feedback provided by RA and perform further correction if necessary.

·       The data correction must be done through the KoltiTrace application and by the enumerator who collected that data.

10-15 days (2nd week of July – 3rd week of July 2026)

Insight and field observations report prepared.

Insight and field observations report preparation based on the data analysis/visualization from RA.

·       Insight and field observation report based on the data visualization provided by RA.

·       Final report on the overall campaign.

 1st week of September 2026

General terms and conditions for Request for proposal

• Proposals and/or any additional information received after the submission time and date are subject to rejection by the Rainforest Alliance. Incomplete proposals may be rejected by RA at its discretion.
• The Rainforest Alliance reserves the right to request additional information at any time during the procurement process.
• RA is at liberty to make multiple or no selections as part of the proposal process. RA also reserves the right to cancel the procurement.
• All proposal costs shall be borne by the applicant and will not be reimbursed by RA.
• All prices, payments, and financial obligations shall be stated and settled exclusively in United States Dollars (USD), as the RA will use USD for this contract and all related invoices.

Selection Criteria

Following the requirements for Lead Enumerator, Field Assisstant and Enumerators:

Lead Enumerator (1 personnel)

• Experience in project monitoring and evaluation, including farmer interviews, for more than 5 years.
• Experience with the coffee sector or at least an agriculture/forestry
• Excellent French and English language skills.
• Strong project management and leadership skills.
• Experience with farmer survey, data entry, and digital data collection tools (preferred).
• 50-65 working days working time availability (April – September 2026).

Field Assistant (1-2 personnel, if applicable see appendix D)

Enumerators (5-6 personnel)

• Experience in farmer survey, data entry, and digital data collection tools (preferred).
• Experience with the coffee sector or at least has agriculture/forestry
• Ability to travel independently in the countryside.
• Ability to communicate in local languages.
• Ability to remain available throughout the project - from training phase until end of revision phase.
• 40 - 55 working days working time availability (April – August 2026).

Enumerator team structure

Lead Enumerator
I
I------>Project Assistant/Coordinator (if applicable)
I
__________________________________________________________
I                  I                  I                  I                  I
V                  V                 V                V                 V 

                                                                                                            Enum.1      Enum.2         Enum.3   Enum.4      Enum.......

Proposal Process and Format

Please send the following documentation no later than March 27th 2026. Interested parties should apply to Rainforest Alliance [email protected] and include the following:

• Letter of introduction describing experience in farm data collection, time availability, and method of organization and
• CVs of each team
• A technical proposal including:
• A workplan
• A logistic plan
• A risk register
• A data review process
• Budget proposal (including the cost for logistics and venue (in-class training) for M&E survey training). This should include the daily rate and number of days allocated for each project team members, as well as a breakdown of all direct / operational costs (accommodation, transport).

Thank you for your interest in working with The Rainforest Alliance

List of appendices:

[1] RA expects the same number of team members will carry out the work from the start until finish and they have same capability although there’s a change on the formation.

[2] Optional for M&E partner depending on how they prefer to construct the team and roles.

[3] For specification details see Annex A.

[4] RA to provide the tool (or alternative guidance) and train the lead enumerator in its use.

[5] See Annex B for more details.

[6] If the person replaced is, at replacement time, in the field, the lead enumerator bears the travel and other related costs arising from or incidental to the replacement. The remuneration rate for any replacement is the same unit rate as the firm provided for the original candidate in its financial proposal.