Provision Of Multimedia And Event Services Tender at WaterAid Rwanda

1. Background

WaterAid Rwanda (WARw) is a non-governmental organization working to transform lives through improved access to safe water, sanitation, and hygiene (WASH). To effectively communicate its impact, promote visibility, and strengthen stakeholder engagement, WARw regularly produces high-quality multimedia content, including videos, photographs, infographics, and written stories.

In line with its Country Programme Strategy (2023–2028) and communication priorities, WaterAid Rwanda seeks to engage a professional media and design firm to provide comprehensive media, audiovisual production, and graphic design services on a framework or call-off basis.

2. Objective of the Assignment

The objective of this assignment is to engage a professional multimedia firm to provide high-quality and brand-compliant communication products including video, photo, animation, design, and media coverage services that enhance WaterAid Rwanda’s visibility, storytelling, and advocacy work.

3. Scope of Multimedia Services

The service provider will be expected to deliver outputs across three main categories:

A. Videography and Photography Services

• Capture, edit, and deliver high-quality video and photo content in both Kigali and field locations.
• Produce short and long documentary films showcasing project activities, success stories, and beneficiary impacts.
• Record drone footage as required for storytelling or project documentation.
• Produce specialized audio-visual materials such as TV programs, radio spots, animation videos, or event live coverage.
• Conduct video dubbing, sound mixing, and packaging of final deliverables on secure storage devices.

B. Writing and Graphic Design Services

• Develop creative visual materials, including posters, flyers, newsletters, reports, infographics, and illustrations.
• Provide original writing services such as human-interest stories, blogs, news articles, and press releases that align with WaterAid’s tone of voice.
• Apply WaterAid’s global brand guidelines and ensure that all materials are clear, accurate, and visually consistent.

C. Radio, TV, and Event Coverage

• Produce and edit radio and TV programs, spots, and drama episodes.
• Provide field drama and moderation services for campaigns or community events.
• Offer live coverage and streaming for official events, meetings, and celebrations.
• Manage digital advertising screens, LED trucks, and sound systems for outreach or campaign events.

4. Expected Deliverables

The firm shall deliver the following:

1. 1. Professionally edited videos, photos, and design outputs in both editable and finalized formats.
   2. A mix of raw and edited footage (when requested).
   3. Properly labeled and stored materials (external drives or digital transfer).
   4. Content aligned with WaterAid Rwanda’s brand, communication objectives, and ethical standards.
   5. Timely submission of deliverables as per agreed schedules.

6. Duration and Work Arrangement

This engagement will be conducted on a framework agreement basis for an initial period of one (1) year, renewable based on satisfactory performance and organizational needs. Assignments will be commissioned on a per-activity basis through approved work orders or purchase orders.

The firm will work under the supervision of WaterAid Rwanda’s Communications and Campaigns Team, in close collaboration with relevant project or thematic leads

7. Required Qualifications and Experience

The selected firm should demonstrate the following:

• A minimum of three (3) years of proven experience in multimedia production, creative design, and corporate communications for international organizations; experience with WASH organizations is an added advantage.
• Submission of at least three (3) recommendation letters or work completion certificates from international organizations, preferably within the WASH sector.
• A diverse and relevant portfolio showcasing documentary films, animations, and visual designs produced for WASH and development organizations, preferably in Rwanda.
• Availability of a skilled multidisciplinary team, including videographers, photographers, editors, graphic designers, writers, and animators.
• Access to professional-grade equipment and studio facilities, such as 4K cameras, drones, editing suites, and sound systems.
• Demonstrated understanding of development communication, WASH, or humanitarian contexts, which will be considered an added advantage.
• Valid copies of business registration certificates (RDB).
• A valid tax compliance certificate (RRA) and any other licenses required for the legal operation of the company.

Note: The technical proposal and qualifications will carry 60% of the total evaluation score, while the financial proposal (price quotation) will account for 40%

8. Ethical and Brand Considerations

• The firm must comply with WaterAid’s ethical image and consent policy, safeguarding standards, and brand guidelines.
• All visuals and stories should respect the dignity, privacy, and safety of individuals featured.
• Proper consent forms must be used for any photo or video documentation.

9. Payment Terms

Payments will be made on a per-deliverable basis, upon:

• Submission of an invoice and approved deliverables.
• Validation of outputs by the Communications Team.
• Compliance with WaterAid Rwanda’s financial procedures.

10. Annex 1: Detailed Service List and Technical Specifications
(Includes Videography, Photography, Graphic Design, and Media Services table as provided)

11: Application Details and deadline: 

• The deadline for submission is 6 February 2026 at 12:00 p.m. (midday).
• Applications are submitted via email: WARwanda@wateraid.org with the subject line: “Multimedia and Event Services for WaterAid Rwanda.”

• For inquiries, please contact +250788318824.
• Applicant companies must clearly provide their contact details and designate a focal person for all further correspondence.