Request for Proposal for Consultancy to Train Youth Organizations on the Effective Use of Policy Advocacy Tools

REQUEST FOR PROPOSAL

RFP AGRA-RW-1091

CONSULTANCY TO TRAIN YOUTH ORGANIZATIONS ON THE EFFECTIVE USE OF POLICY ADVOCACY TOOLS.

Disclaimer | AGRA reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.

Section 1: Synopsis of the Request for Proposal

1. Introduction

AGRA invites qualified Individual consultants to submit proposals to deliver Consultancy to Train Youth organizations on the effective use of policy advocacy tools. This document outlines the requirements and guidelines for the submission of proposals.

2. Background

Across Africa and many parts of the Global South, the youth demographic represents a transformative force for social, economic, and political change. With young people comprising the majority of the population, their meaningful inclusion in decision-making processes is no longer optional—it is imperative. Yet, despite this demographic advantage, youth remain largely excluded from the structures and processes that determine public policy, particularly in critical sectors such as agriculture and food systems, where they bear the brunt of unemployment, land inaccessibility, and food insecurity. In recent years, the agri-food system has emerged as a sector of strategic importance for youth development. Agriculture holds immense potential to absorb large numbers of young people into productive work while ensuring food and nutrition security for growing populations. However, the reality on the ground tells a different story. Structural, institutional, and socio-cultural barriers continue to limit youth participation in shaping policies that affect their engagement in the sector. These constraints are even more pronounced for young women, who face layered vulnerabilities rooted in gender norms, limited access to productive resources, lack of representation in farmer organizations, and discriminatory policies that sideline their needs and aspirations. Several interconnected barriers inhibit youth, particularly young women, from influencing agri-food systems policies:

Limited access to land and finance: Many young people, especially women, do not own land or have the collateral needed to access agricultural credit or investment opportunities. Weak representation in decision-making bodies: Youth and women are underrepresented in farmers' associations, cooperatives, and policy platforms where decisions on agriculture, food security, and climate adaptation are made.

Inadequate technical knowledge of policy processes: Most youth organizations lack familiarity with how agricultural policies are developed, implemented, and evaluated.

Low capacity for evidence-based advocacy: Limited skills in data analysis, policy research, and strategic communication hinder their ability to create compelling policy positions and influence stakeholders.

Social and cultural norms: Deep-rooted gender stereotypes often relegate young women to unpaid or low-value roles in agriculture, diminishing their visibility and bargaining power. Digital and knowledge divides: Unequal access to information, training opportunities, and digital advocacy tools further marginalize youth voices—especially from rural, low income, or minority communities. While various governments and development partners are making efforts to integrate youth's perspectives into agricultural strategies, these efforts remain fragmented and tokenistic in many cases. Without deliberate capacity-building and structural assist, youth organizations will continue to struggle to assert their voice in the governance of agri-food systems. Policy advocacy offers a powerful pathway to address these inequities. When equipped with the right tools, youth-led and youth-serving organizations can play a pivotal role in transforming food systems to be more inclusive, sustainable, and responsive to the needs of young people and women. Advocacy enables youth to spotlight issues that often go unnoticed—such as access to inputs, the gender gap in extension services, or the exclusion of youth from value chain financing. Through strategic engagement with government institutions, development actors, and private sector stakeholders, youth can drive reforms that create enabling environments for inclusive agri-food entrepreneurship and sustainable livelihoods. This intervention is designed to strengthen the policy advocacy capacity of youth organizations, particularly those working within or influencing the agri-food system. It will deliver targeted training on the use of advocacy tools such as policy mapping, power analysis, coalition building, and digital campaigning. Importantly, it will promote gender sensitive advocacy approaches that empower young women to challenge discriminatory norms and shape policies that reflect their lived experiences and aspirations. By building a new cadre of youth advocates equipped with practical advocacy skills and a strong understanding of agri-food governance, this initiative will contribute to dismantling the systemic barriers that have historically excluded youth and women from influencing policy. In doing so, it will assist the creation of more equitable, youth responsive food systems, and strengthen democratic accountability in agriculture and rural development.

This training is not just a technical exercise; it is a strategic investment in a generation that must be at the forefront of driving agricultural transformation. Only by placing young people, especially young women at the heart of food systems advocacy, we can make sure that agricultural policies truly serve the next generation and promote a just, inclusive, and food-secure future.

3. Objectives

3.1. General Objective

To strengthen the Rwanda Youth in Agrifood systems to become more confident, credible, and effective advocates for youth-responsive agricultural policies. The initiative aims to make sure that these organizations can enter policy spaces equipped to present evidence-based cases, build strategic alliances and drive meaningful change.

3.2. Specific Objectives

1. Get a clear picture of where organizations of youth in agrifood systems currently stand, what advocacy skills they already have, where they're struggling, and what assist they really need, especially when it comes to amplifying the voices of young women and persons with disabilities.
2. Design and deliver a practical, hands-on training program that directly addresses identified needs and immediately useful.
3. Build participants’ understanding of key national, regional, and international policy
4. processes related to agriculture, food systems, climate action, and youth development, including frameworks such as CAADP, the Malabo Declaration, UNFSS, COP processes, and SDG-related platforms
5. Equip youth organizations with modern advocacy tools—from traditional stakeholder
6. engagement to social media campaigns that grab attention and hold leaders accountable.
7. Make sure gender is not an afterthought but woven throughout, ensuring young women are not just included but actively leading advocacy efforts.
8. assist the creation of real, actionable advocacy plans that each district coordination committee can start implementing right away.
9. Connect these organizations with regional and international networks to enhance their influence.
10. Stick with them after the training, providing tailored mentorship to selected districts as they put their new skills into practice.

4. Scope of Work

The consultant will undertake the following tasks:

• perform a rapid capacity and needs assessment of selected youth organizations to detect their existing knowledge, policy engagement gaps, and training needs in the agri-food system space.
• Design a participatory training curriculum and resource toolkit that integrates both foundational and advanced policy advocacy tools, emphasizing gender equity, food systems transformation, and youth engagement.
• Deliver a multi-day capacity-building workshop (virtual or in-person) for selected youth organizations, using adult learning methodologies and real-world policy scenarios in the agri-food system.
• Facilitate practical sessions on the development of advocacy strategies, stakeholder mapping, message development, alliance building, and digital campaigning.
• Map key national, regional, and international policy processes and platforms where youth voices can be integrated and create a resource guide to help youth organizations engage with these platforms.
• Establish or strengthen linkages between youth organizations and relevant advocacy networks, including global forums (e.g., UNFSS, COP, UNMGCY), regional bodies (e.g., AU, NEPAD, AGRA), and national policymaking spaces.
• assist the development of advocacy action plans for participating organizations, tailored to their operational contexts and policy priorities. deliver post-training mentorship and advisory assist (for a defined period) to select youth organizations as they begin implementing their advocacy strategies.
• Document the training process and lessons learned, including policy entry points for youth in the agri-food system and gender-responsive strategies for amplifying young women’s voices.

5.Target Beneficiaries, Selection Criteria and Scope

5.1 Target organizations and Participants

5.2 Selection Criteria

Participating organizations will be selected based on the following criteria:

1. Legal Registration:Must be a legally registered youth organization, cooperative, or association operating in Rwanda.
2. Active Engagement:Demonstrated active involvement in agri-food systems, policy advocacy, or youth development.
3. Geographic Representation:All 30 districts of Rwanda must be represented, with priority given to organizations from rural and underserved areas.
4. Leadership Diversity:Priority to organizations led by or actively serving young women, refugees, and persons with disabilities.
5. Commitment to Participation:Willingness to commit at least two representatives to participate in all training activities and post-training mentorship.
6. Track Record:Evidence of prior engagement in community-level advocacy or policy dialogue (preferred but not mandatory).
7. Institutional Capacity:Basic organizational structures (leadership, membership, and governance) in place.

5.3 Cohort structure

To ensure effective learning and engagement, participants will be organized into four cohorts

Each cohort will receive the same training content but will be delivered separately to ensure meaningful engagement, contextualized discussions, and manageable group sizes.

5.4 Training Duration and Language

➢ Duration: Each cohort will receive a 5-day intensive in-person workshop (total 20 training days across four cohorts).

➢ Language: Training will be delivered in English with Kinyarwanda interpretation to ensure full comprehension and participation.

➢ Materials: All training materials will be provided in both English and Kinyarwanda.

6. Stakeholder Consultation during Assessment

The consultant will consult the following stakeholder categories during the assessment and validation process:

7. Deliverables

The consultant will submit the following deliverables

8.Methodology

Rather than delivering generic, one-size-fits-all training, we want this process to be grounded in real needs. The methodology is thus designed in two connected phases.

Phase 1: Listening and Learning (First 2 Months)

Before teaching, the consultant will spend the first weeks getting to know youth organizations involved in agrifood systems from the inside out through surveys, conversations, and focus groups. The consultant will particularly engage young women, refugees, and people with disabilities, whose voices are often the quietest in policy spaces. The consultant will also engage government officials and development partners to understand the broader landscape. The consultant will propose a detailed sampling approach in the inception phase, ensuring all 30 districts are represented, and key stakeholders are engaged in one-on one interviews.

Phase 2: Training, practice, and follow-up (Months 3 to 6)Armed with that understanding, the consultant will design a training that fits like a glove, not too theoretical, deeply participatory, and full of real-world scenarios. A lively in-person workshop will be delivered in which participants practice skills through simulations, case studies, and hands-on digital campaigning exercises. Training of Trainers (ToT) approach will be envisioned so that the knowledge spreads organically within each organization. After the workshop, the consultant will deliver virtual mentorship to selected district coordination entities for a defined period. This is where the rubber meets the road, helping them test their advocacy plans, adjust course, and gain early wins that build momentum.

Minimum Quality Standards for Advocacy Action Plans

To ensure consistency and quality across all action plans developed during Phase 2, each plan must meet the following minimum standards:

1. Clear Policy Objective: Specific, measurable policy change sought.
2. Stakeholder Analysis: Identification of key stakeholders and power dynamics.
3. Evidence Base: Use of data and evidence to assist the advocacy case.
4. Strategy and Tactics: Clear description of advocacy tactics and timeline.
5. Gender and Inclusion Considerations: Explicit strategies for ensuring gender equality and inclusion of marginalized groups.
6. Resource Requirements: Estimated budget and human resources needed.
7. Monitoring and Evaluation: Indicators for tracking progress and success.
8. Validation: Plans must be validated by the respective organization's leadership and endorsed by designated youth organizations’ coordinators.

9. Location and nature of the assignment

The assignment will be conducted in Rwanda, with fieldwork involving key stakeholders including government agencies, youth organizations, cooperatives, and development partners. The consultant will also assess youth groups focused on issues/demographics including women, refugees, and people with disabilities, ensuring inclusivity across various categories and groups.

10. Travel requirements

➢ The consultant will be required to travel to all three training locations.

➢ Field visits for the needs assessment will cover all 30 districts (approximately 30% travel).

➢ All travel-related costs will be covered by the consultant's budget and should be included in the financial proposal.

11. Mentorship component

12. Duration

The contract will be for a period of 180 days. The contract will be deliverable-based, and payments will be made upon completion of the agreed deliverables.

13. Monitoring and Evaluation Framework

The consultant will create and execute a simple M&E framework to assess changes in participants' knowledge and advocacy capacity.

14 Responsibilities

8.1. Responsibilities of the Consultant

• perform in-depth research and analysis as per the agreed scope of work.
• Engage stakeholders and facilitate discussions with key actors in the agricultural ecosystem.
• Deliver high-quality reports and recommendations in line with the agreed deliverables and timelines.
• Ensure the alignment of recommendations with Rwanda’s national development policies and international best practices.
• Organize validation workshops where required and deliver technical help with the development of implementation roadmaps.
• create and execute the M&E framework.
• deliver post-training mentorship and advisory assist

8.2. Responsibilities of AGRA and Other Partners

• deliver relevant policy documents and strategic frameworks.
• assist stakeholder identification and facilitate introductions.
• deliver guidance and feedback throughout the assessment process.
• evaluate and validate deliverables to ensure alignment with national priorities.
• Facilitate linkages with PSF, NYC, RYAF and other youth organizations

15. Reporting, Communication and Coordination

AGRA Country Director for Rwanda will serve as the main point of contact and contract manager. The contract manager will organize meetings, ensure timely submission of deliverables, and deliver necessary guidance throughout the assignment. Regular progress updates and debriefing sessions will be scheduled to track the assessment’s progress

16. Qualifications and Experience

• A postgraduate degree in Agriculture, Economics, Entrepreneurship, Public Policy, or related field.
• At least 10 years of experience in policy research and analysis, particularly in agriculture and youth entrepreneurship.
• Proven expertise in conducting policy assessments and stakeholder engagement.
• Strong understanding of Rwanda’s agricultural policies and youth inclusivity challenges. Experience working with government agencies, development partners, and youth focused organizations.
• Demonstrated experience in designing and implementing policy reforms and strengthening youth voice through advocacy and enhanced participation.
• Strong analytical and writing skills, with experience in producing high-quality reports and policy briefs.
• Fluency in English and Kinyarwanda(required), French (desirable).

17. Evaluation Criteria

a. Mandatory Requirements:-

1. Cover letter for expression of interest and understanding of the assignment. 
2. Detailed Curriculum Vitae includes at least 3 referees. 
3. Copy of academic certificate(s)
4. Technical Evaluation Criteria Summary

Interested individuals shall be evaluated against the following technical evaluation criteria: -

b. General Qualifications (20%)

• General Educational background of the consultant, including relevant degrees or certifications.
• Specialized training that enhances the consultant’s ability to perform the assignment.
• General Experience and overall professional experience of the consultant, including years in the field and broad expertise.

c. Recent Experience in Similar Assignments (40%)

• The consultant’s experience matches the solicitation requirements, including similar projects in scope, complexity, and objectives.
• Depth and relevance of references, emphasizing that strong ones should detail the scope and scale of past assignments similar to the current project.
• Demonstrated experience in designing and implementing policy reforms and strengthening youth voice through advocacy.
• Proven expertise in conducting policy assessments and stakeholder engagement
• Experience in policy research and analysis in agriculture and youth entrepreneurship

d. Consultant’s proposed methodology (20%)

• The consultants should show their proposed methodology and approach of achieving the deliverables in this assignment.
• Understanding of Rwanda's agricultural policies and youth inclusivity challenges.

e. Relevant Experience in the Region (20%)

• The consultant’s ability to communicate effectively in local language(s) for interacting with stakeholders.
• The consultant’s familiarity with local culture, governance, and administrative structures.

NB: Only the candidate with the best technical proposal equal or above 75% shall be considered for financial negotiations.

18. Proposal Submission Requirements for individuals

18.1 Technical Proposal

• Cover letter
• CVs of the consultant
• Academic certificates

18.2 Financial Proposal

• Financial submission letter
• Detailed cost breakdown (including fees, taxes, etc.)
• Payment schedule based on deliverables or milestones.

19. Payments

a. Invoices

The successful individual shall submit invoices to AGRA as per guidance provided in the contract. Payments are made upon AGRA’s approval of deliverables, which must incorporate AGRA's comments.

b. Reimbursable costs

Reimbursable expenses, pre-approved by AGRA, must be invoiced with valid receipts. They will be paid with the consultancy fees if documentation is complete and satisfactory.

20. Proposal Submission Instructions

Proposals shall be submitted electronically through our oracle system by the deadline indicated in the system.

1. Bidders shall use the financial proposal submission form that has been provided under Annex 1.
2. The proposals SHALL be submitted via oracle system by the deadline indicated on the oracle system.
3. The Proposals shall be prepared in English.
4. Late submissions will not be accepted, as the system is configured to automatically reject proposals after the deadline. To avoid any issues, especially for new users, bidders are strongly encouraged to submit proposals at least one day before the deadline.
5. AGRA assures bidders that we can’t access proposals before the deadline provided by the system.
6. VALIDITY of the proposal shall be for a period of 90 days from the date of bid closure. 
7. The detailed financial proposal shall be uploaded under the lines section in oracle.
8. The financial proposal shall include all taxes. If the financial proposal is silent on taxes, AGRA shall assume that these are inclusive.
9. Prices must be quoted in USD ($). Contracting will be in USD and bidders are encouraged to have a USD bank account.
10. Please note that the oracle system will seal the financial proposals until the technical evaluation is completed.
11. All communications regarding the RFP should be directed toprocurement@agra.org.

21. Contract template

• Please refer to Annex 4 on contract templates

22. Annexes

Annex 1- Technical proposal submission forms for individuals:INDIVIDUAL- TECHNICAL PROPOSAL SUBMISSION FORM.docx

Annex2- Individual Financial proposal submission form:INDIVIDUAL CONSULTANT- FINANCIAL PROPOSAL SUBMISSION FORM-USD.docx

Annex 3- AGRA Partner code of perform:LINK

Annex 4- Contract Template

1. Individual contract sample for Rwanda BU:RW Consultancy Agreement (individual).pdf