Procurement Governance for Home Grown School Feeding Inclusive Procurement Tools and Methodologies

The project aimed to include smallholder farmers and their producer organizations in school feeding supply chains. A series of tools and methodologies were developed in partnership with government representatives and development partners to achieve this goal. The tools and methodologies presented in this document were adapted for length and clarity and are currently in use or under review by the government-run school feeding programme in each country. The project proposed a range of procedures, tools, and methodologies for smallholder farmer inclusion at each phase of the procurement process. One of the key tools used in the project was the market intelligence survey form. This form was used to identify locally available products and varieties, prices of food and delivery time, as well as potential smallholder farmers and producer organization suppliers. The form was designed to be used by the School Meals Procurement Committee (SMPC) members to collect market information from various sources using affordable and innovative methods. In Kenya, the market intelligence survey form was used to summarize market information for cereals and pulses. The information was collected from various sources, including the Ministry of Agriculture (MOA), and was used to prepare budgets and procurement plans, as well as to evaluate tenders and ensure value for money and sustainability. The project also developed a range of other tools and methodologies, including a localized menu, food procurement and management planning form, tender notice, matchmaking methodology, tender documents, bid evaluation report, contract template, and supplier performance evaluation tools. These tools were designed to be used at different stages of the procurement process, from market research and tendering to contract management and supplier evaluation. The project's matchmaking methodology was used to bring together smallholder farmers and producer organizations with school feeding programmes. This methodology involved identifying potential suppliers, assessing their capacity and capability, and matching them with school feeding programmes. The methodology was piloted in Ghana, Kenya, and Mali and was found to be effective in increasing the inclusion of smallholder farmers in school feeding supply chains. The project's contract template was used to standardize contracts between school feeding programmes and suppliers. The template included clauses related to payment terms, delivery schedules, and quality standards. The template was designed to be used in Ghana, Kenya, and Mali and was found to be effective in reducing the risk of disputes and ensuring that contracts were implemented as agreed. The project's supplier performance evaluation tools were used to assess the performance of suppliers in meeting their contractual obligations. The tools included a monitoring checklist, a performance appraisal scorecard, and a social audit methodology. The tools were designed to be used in Ghana, Kenya, and Mali and were found to be effective in identifying areas for improvement and ensuring that suppliers were held accountable for their performance. Overall, the Procurement Governance for Home Grown School Feeding project developed a range of tools and methodologies that were designed to increase the inclusion of smallholder farmers in school feeding supply chains. The project's tools and methodologies were found to be effective in improving the procurement process and increasing the benefits to smallholder farmers and their communities.