Expression of Interest (EOI)

Communications Consulting Services for Cluster Digital Transformation and Digital Economy of GIZ

Reference Number: 83446505

Publication date: 29.08.2023 

1. Introduction

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digitalization and Digital Economy, Mineral Governance, Peace, and Security in the Great Lakes Region.

The GIZ Cluster for Digital Transformation and Digital Economy, and the Digital Transformation Center Rwanda. 

The Cluster for Digital Transformation and Digital Economy is a Rwandan-German initiative to develop impact-driven digital solutions at regional and continental levels in Africa. Therefore, it provides not only advisory services and training for government institutions and local tech companies but also a modern space to boost creativity and collaboration. 

The Digital Transformation Center Rwanda is a brand dedicated to delivering impact-driven digital solutions, developing the capacities of the local innovation ecosystem, and replicating and scaling up digital solutions at the regional and continental levels. The implementation of innovation at the Digital Transformation Center is in collaboration with the Ministry of ICT’s implementing agency, the Rwanda Information Society Authority (RISA).  The Digital Transformation Center supports both the public and the private sectors in transferring knowledge and skills and developing organizational, structural, and technological capacities.  

The Digital Transformation Center is now organized in various topics called Verticals for orientation and proper collaboration with partners and the Rwandan ICT ecosystem and these verticals are collectively known as the GIZ Digital Cluster. Some of these verticals are listed below: 

Public sector Innovation 

The Public sector innovation vertical is where the government, civil society and private sector all intersect to work together in developing digital solutions and innovation around the challenges experience in the public sector. In this vertical, the demand is set through a series of collaborations from the government, mainly from the Chief Digital Officers of every sector, The Rwanda Information Society Authority RISA and the Ministry of ICT and Innovation and many other implementing agencies to work together. The solutions developed under the Public Sector innovation vertical revolve around digitization, change management, ICT building blocks, UN Sustainable Development Goals, Smart cities, and efficient delivery of Government services. 

Digital Inclusion & Literacy 

The Digital Cluster is actively involved in capacity-building and digital literacy, targeting people in rural areas, women and people with disabilities, ICT professionals, tech startups and employees of political partner agencies. The Digital Inclusion and Literacy vertical works together with several civil society organizations, The Ministry of ICT and Rwanda Information Society Authority RISA to implement joint programs that bridge the skills gap for both public servants and citizens to create an environment conducive to digital transformation and adoption of digital skills for economic development and improved livelihoods.   

Startup Ecosystem Support 

The Digital Cluster supports young entrepreneurs and startups through incubator and accelerator programs to build and expand their businesses. These programs provide access to mentorship, funding, and resources to help young entrepreneurs overcome the challenges of starting a business. By fostering collaboration and innovation, these initiatives are helping to create a thriving ecosystem for young entrepreneurs to succeed in today's competitive marketplace.  

Artificial Intelligence Hub (AI Hub) and data 

Most of the digitalization efforts, both private and public, rely on data and insights into that data. The AI hub vertical works around Improving access to training data and AI technologies for local open innovation, strengthening local technical know-how on AI in Rwanda, Develop Policy Frameworks Ready for AI - Ethical AI, Data Protection and Privacy, and one of the biggest topics in AI under the AI hub is Machine translation. 

2. Context

The overall objective of the assignment is to amplify the impact of the activities of the "Digital Transformation Center" in Rwanda through innovative strategic communication and thus make an important contribution to the success of the project. Part of this is, among other things, to position the brand "Digital Transformation Center" strongly and prominently in Rwanda as an important player in the National Innovation Ecosystem. For this purpose, the Service Company takes over conceptual and creative activities, in which it works based on defined target groups in cooperation with "The digital Transformation center".

A communication plan should support the implementation of assigned work packages in alignment with the communication strategy and standards. In addition, the contract includes the creation and further development of communication material for internal and external communication. The aim is to continuously develop and revise these materials graphically. Some materials will have to be created on a regular basis. Others will be supplemented and/or updated on an ad hoc basis (e.g., factsheets). In addition, the Service Company will develop other new materials (e.g., success stories, video content) and identify other appropriate communication channels and platforms.

3. Purpose of Assignment

As mentioned before The Digital Cluster currently consists of multiple verticals. These verticals should each be recognisably part of the Digital Transformation Center. One aim of this assignment is to support the development of these products, e.g., through graphic design activities.

Main objective: "The Digital Transformation Center" is strongly and consistently positioned as an innovative brand – it has recognition value. The target groups are demonstrably reached and receive the information relevant to them. Communication makes an important strategic contribution to the achievement of the project objectives.

Sub-goals:

• Creative and innovative (digital) solutions for impact communication have been developed and coordinated with The Digital Transformation Center.
• Target group-oriented communication materials for the presentation and implementation of the cluster’s work are available (flyers, texts, reports, pitch decks, PowerPoint templates and designs).
• Success stories from the implementation are available.
• The communication of all projects, various programmes and activities is

Some other objectives include:

• Support the cluster and its partner, the MINICT, on various communication activities under the supervision of the cluster communications department.
• To support the development of targeted content for the impact of the digital cluster and its partners' activities and interventions

The contractor is responsible for providing the following services:

Since some of the products are for political communication, some requests can sometimes occur at short notice, with short delivery periods.

The services must meet the communication guidelines and standards of the GIZ and must be compliant with data protection standards, both GDPR and Rwandan national data protection law and must meet the creative common guidelines. Selected technical systems must comply with GIZ's data protection guidelines.

All rights to all materials produced by the contractor are transferred to GIZ. All work results are delivered in the appropriate formats (.docx, .pdf, .pptx, .ai, .indd, .psd, .mp4, etc.), in web and print versions and in different languages (English, French and Kinyarwanda).

The contractor may, after approval by GIZ, employ a subcontractor for individual tasks if necessary. This should happen only in exceptional cases, such as for photography and video services.

The contractor works closely with the communications specialist of the Digital Transformation Center and, in some cases, the communications specialists/ point of contact of our implementing partners.

work package 1: Graphic Design (A total of 164 Expert Days)

To make communication coherent, the Contractor shall also provide Creative visual processing (graphics, animations, illustrations etc.) for the Digital Transformation Center and individual projects ‘data, information, concepts, and effects, usable for both online and analogue media.

This work package includes but is not limited to the following tasks:

• Creation and further development of graphic elements for the Digital Transformation Center as well as an analogue form for internal and external communication (incl. impact communication).
• Creation and design of visual designs and concepts for social media channels
• Capture pictures and videography of key activities to compile content for communications usage. Pictures and videography support are needed for key events/activities taking place within the cluster and through implementation partners. The communications manager will communicate the dates of when events will take place for the service provider to be able to capture the event in real time.
• Development of product identities for digitalization cluster and individual projects’ products (i.e., for events, studies and guides, programs etc.).
• Design of communication material according to these developed products’ identities.
• Layout and design of templates for publications (i.e., studies and guides) as well as layout and design of publications
• Editing of videos (i.e., for social media), using the project´s intro and outro sequences
• Design and layout of communication information materials for printing and electronic distribution (i.e., business cards, Letterheads, Brochures, Billboard, Vehicle branding)

Work package 2: Editorial Work (A total of 101 Expert Days)

Creation of new written content and editing of various texts and its channel-appropriate preparation for the Digital Transformation Center as whole and individual projects.

To achieve the above-mentioned goals, target group-oriented content must be created that serves both information and networking with partners in the digital ecosystem. The content should be conceived and created cross-media for all existing communication channels (social media, website, and newsletter).

work package 2 includes the following tasks:

• Conception, research and writing of texts for publications.
• Content creation and editorial calendar for Digital Transformation Center social media pages
• Conceive, research, and write texts for the GIZ intranet and press releases that promote the Digital Transformation Center's initiatives and achievements.
• Create compelling texts for flyers, factsheets, and advertisements that promote the Digital Transformation Centre’s activities, projects, and events.
• Conceive, research, and write texts for news, event articles, and blog posts on the Digital transformation center website and individual projects’ websites such as Make-IT in Africa, Fair Forward, etc.
• Editing of texts created for the projects.
• Prepare press releases and PR articles that align with the Digital Transformation Center's mission, vision, and values.
• Ensure that the texts are consistent in style, tone, and messaging.

The Contractor assumes the following tasks in English, French and Kinyarwanda.

Work Package 3: Developing Communication campaigns for programs and activities (A total of 57 Expert Days)

As mentioned above, part of the contract is communication support for our various projects’ activities and programs. This includes the above-mentioned work packages “Editorial work” and “Graphic design”. In addition, this includes:

• Close collaboration and coordination with projects’ implementing leads and partners.
• Development of communication plans for the various activities and programs taking place within the Digital Transformation Center
• Preparing and reviewing editorial work related to the different activities.

Work package 4: Press and Public Relations Consulting (A total of 48 expert Days)

In addition, advice is needed for political communication. The Contractor must provide the following services:

• Conduct a comprehensive analysis of the political landscape to identify key stakeholders and target groups that need to be engaged through press and public relations.
• Develop a clear and concise communication strategy that includes press and public relations tactics to effectively reach and engage key stakeholders.
• Create a network of journalists, media contacts, and multipliers to ensure that press releases and PR articles are disseminated to the right audience.
• Supervised and implementation of press events with important target groups and stakeholders.
• Conceptual consulting services for new project ideas.

Work package 5: Branding of new and existing products for the digital cluster (total of 30 Expert Days)

Conduct a market analysis to identify trends and best practices in the field of digital transformation and develop a unique brand positioning for the Digital Transformation Centre that sets it apart from competitors.

Create a brand book and visual identity standard manual that outlines the guidelines for using the brand identity, including the proper use of the logo, colour palette, typography, and imagery. This manual should also include guidelines for digital and print applications. Provide at least 3 samples for the visual identity of the Digital Transformation Centre to allow for selection and refinement based on feedback from key stakeholders and the audience.

General:

The Contractor undertakes to hand over all illustrations, Images, visual Graphics, and publications created, including rights of use.

The activities sometimes require short-term response times: The Contractor has the capacity to process an enquiry within half a working day. In addition, the availability of an English-Kinyarwanda editor with experience in translating and proofreading development policy and Internet-related texts should be guaranteed.

The Contractor should ensure that the media budget used in the social media channels can be billed via the service provider, as GIZ cannot store credit card or other payment data in social networks.

Certain milestones are expected to be achieved on specific dates during the term of the contract The bidder should present and explain How and when.

Period of assignment: from 30-september-2023 to 31-December-2024 

At the beginning of the assignment period, the Client and the Contractor will hold an assignment clarification meeting.

Data protection

Within the framework of the contract, GIZ processes person-related data exclusively in accordance with the provisions of the EU General Data Protection Regulation (GDPR) and other applicable data protection regulations. Such data are processed and stored by GIZ only to the extent necessitated by this contract. The contractor shall have the right to view, delete or rectify the data and can approach GIZ (datenschutzbeauftragter@giz.de) or the responsible government authorities to assert this right.

The contractor shall comply with the requirements of applicable data protection regulations and take measures to ensure such compliance by its employees.

      4. Concept

In the tender, the bidder is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.

Note: The numbers in parentheses correspond to the lines of the technical assessment grid.

Technical-methodological concept

Strategy (1.1): The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).

Project management of the contractor (1.6)

The tenderer is required to explain its approach to coordination with the GIZ project. In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail.

As a bidder, you are required to explain your approach to coordination (1.6.1) with the GIZ project. GIZ will provide one contact person for the contractor. The explanations of the bidder shall consider the following minimum standards to be met by the contractor:

• The provision of at least one contact person for GIZ
• Adhere to agile project management principles.
• Daily availability by phone (on workdays)
• The response to emails within 24 hours
• Weekly availability for a physical or virtual meeting
• Weekly progress reporting (verbal or written)
• The submission of quality-assured deliverables at least three workdays before the approval is due to be made (all deliverables need approval from GIZ)
• The selection, preparation, training and steering of the experts assigned to perform the advisory tasks.
• The management of costs and expenditures, accounting processes and invoicing in line with the requirements of GIZ.

(1.6.2) Present the personal assignment of tasks to the proposed experts who, when what work steps by filling in the chapter below on personnel concept (chapter 2)

Project management of the contractor 

Digital Transformation Center will provide at least one contact person for the contractor. The explanations of the bidder shall consider the following minimum standards to be met by the contractor: 

• The provision of at least one contact person for the GIZ
• The existence of substitution management 
• Daily availability by phone (on workdays) 
• The response to emails within 24 hours 
• Weekly availability for a physical or virtual meeting 
• Weekly progress reporting (verbal or written) 

The submission of quality-assured deliverables at least three workdays before the approval is due to be made (all deliverables need approval from the Digital Transformation Center) 

The bidder's technical experience will also be assessed by evaluating specific work samples per service package (see Chapter 2). An additional link to the website/platform showcasing the samples would be taken into consideration to support the page limit. work samples must be submitted for all the service Packages.

The evaluation of the work samples is based on the following qualitative criteria:

• Professionalism and timely delivery of tasks
• Creativity, inventiveness, and innovation
• The content presented covers topics related to innovation ecosystems.
• Visuals allow for a clear understanding of the underlying concept or communicative messages.
• Texts and visual representations enable the inference of a defined target group.
• Coherence between text modules and visual representations

    5. Personnel concept

The bidder is required to provide personnel who are suited to filling the positions described based on their CVs (see Chapter 7), the range of tasks involved and the required qualifications. 

The below-specified qualifications represent the requirements to reach the maximum number of points. 

Team leader

Tasks of the team leader

Overall responsibility for the Contractor's consulting packages (quality, adherence to deadlines and coordination of the project team on the part of the Contractor)

• Coordination and assurance of communication with the client, partners and others involved in the project.  
• Personnel management identification of the need for short-term assignments within the available budget
• Budget control
• Ensure project deliverables meet required quality standards. 
• Deliver project deliverables to stakeholders in a timely manner. 
• Provide updates on individual tasks and
• Identify and communicate any issues that may arise. 
• Work collaboratively with other team members 

Qualifications of the team leader

•  Education/training (2.1.1): University degree (Masters) in (visual) communication, graphic design, public relations, journalism, political sciences, business administration or another relevant field
• General professional experience (2.1.3): 7+years of professional experience in communications, marketing, and public relations
• specific professional experience (2.1.4): 5+ years in project management support incl. 2 years of experience in designing and running marketing campaigns and in the creation of the needed assets.
• Leadership/management experience (2.1.5): 3 years of management/leadership experience as a project team leader or manager in a company10

Tasks of key expert 1 (Copywriter English and Kinyarwanda)

 Creative implementation of the services requested by GIZ.

Qualifications of key expert 1 (English and Kinyarwanda Copywriter)

• Education/training (2.2.1): University qualification Diploma/Master) in (Visual) communication, public relations, journalism, copywriting or similar
• General professional experience (2.2.3): 5 years of experience in communication /media
• Specific professional experience (2.2.4): 3 years of experience in political communication and/or communication in the national context projects

Tasks of key expert 2(French Copywriter)

 Creative implementation of the services requested by GIZ.

Qualifications of key expert 2 (French Copywriter)

• Education/training (2.3.1): University qualification Diploma/Master) in (Visual) communication, public relations, journalism, copywriting or similar
• General professional experience (2.3.3): 5 years of experience in communication /media
• Specific professional experience (2.3.4): 3 years of experience in political communication and/or communication in the national context projects

Tasks of key expert 3 (Photographer/Videographer)

 Creative implementation of the services requested by GIZ.

Qualifications of key expert 3 (Photographer/Videographer)

• Education/training (2.4.1): University qualification Diploma/Master) in (Visual) communication, video production or similar
• General professional experience (2.4.3): 4 years of experience in communication /media
• Specific professional experience (2.4.4): 3 years of experience in political communication and/or communication in the national context projects 

Tasks of key expert 4 (Graphics Designer)

 Creative implementation of the services requested by GIZ.

Qualifications of key expert 4 (Graphics Designer)

• Education/training (2.5.1): University qualification Diploma/Master) in (Visual) communication, graphic design or similar
• General professional experience (2.5.3): 4 years of experience in communication /media
• Specific professional experience (2.5.4): 3 years of experience in political communication and/or communication in the national context projects

Soft skills of team members

In addition to their specialist qualifications, the following qualifications are required of team members:

• Team skills
• Initiative
• Communication skills
• Socio-cultural skills
• Efficient, partner- and client-focused working methods
• Interdisciplinary thinking

The tenderer must provide a clear overview of all proposed experts and their individual qualifications.

6.    Costing requirements

Estimated effort for the different service packages.

• Service package 1 up to 164 expert days
• Service package 2 up to 101 expert days
• Service package 3 up to 57 expert days
• Service package 4 up to 48 expert days
• Service package 5 up to 30 expert days

Total expert days 400

If available, the bidder shall precisely explain specific cost-relevant conditions for the calculation of the services provided.

Assignment of personnel

• Team leader: Assignment in the country of assignment up to 50 Expert days
• Key expert 1- English and Kinyarwanda Copywriter: deployment in the country of assignment up to 50 Expert days
• Key expert 2- French Copywriter: deployment in the country of assignment up to 50 Expert days
• Key expert 3- Photographer & Videographer: deployment in the country of assignment up to 100 Expert days
• Key expert 4-Grapcis Designer: deployment in the country of assignment up to 150 Expert day

Travel

The bidder is required to calculate the travel by the specified experts and the experts it has proposed based on the details below list the expenses separately by daily allowance, accommodation expenses, travel costs and other logistics expenses:

• 36 days of travel within Rwanda during the period of the contract as agreed with the contractor.
• Travel expenses include up to 18 days of accommodation, transport, and logistics.

Workshops, training

The contractor implements a budget proposal for the following workshops/study trips/training courses:  4 Workshops see section 2 Service Package 1 and 4

Other costs

Please calculate other costs in the proposal. Considering the following:

• Image licenses
• Sound and voiceovers
• Budget for translations
• Budget for (online) advertisements
• Social media advertising
• Proofreading of communications materials

     7. Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

• GIZ shall provide the Contractor with all project-relevant documents for the provision of the services.
• Guidelines and format templates for social media postings (e.g., as a template for maintenance and temporary takeover of social media channels by other teams or partners) will be provided.
• Internal factsheets and charts, and logos will be provided.

      8. Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 3) should be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English (language).

The complete tender must not exceed 35 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g., links to websites) will also not be considered.

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 8 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English (language).

Please calculate your financial tender based exactly on the parameters specified in Chapter 5 Quantitative requirements. The contractor is not contractually entitled to use up the days, trips, workshops, or budgets in full. The number of days, trips and workshops and the budgets will be contractually agreed as maximum limits. The specifications for pricing are defined in the price schedule.

9. Eligibility Criterion

• Average annual turnover for the last 3 financial years (last-but-four financial year can be included in case of tenders held within six months of end of last financial year).: Atleast: 24,000,000 RWF
• Average number of employees and managers for the past three calender years: 5 persons
• The technical assessment will only base on reference projects with a minimum commission value of RWF 10,000,000
• Atleast 5 reference projects in the technical fields of Communications and PR
• Atleats 3 reference projects in Rwanda or East Africa
• A company must atleast be 3 years old (After Company Registration)

10. Annex / Attachments

Annex 1 – Grid for the technical assessment of bids

Annex 2 – Template for the Technical Proposal 

11. Submission of offer: The Expression of Interest should contain the following: 

Technical Proposal:

• A cover letter expressing your interest in this assignment
• Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, your approach to complete the assignment, template attached.
• CV of the Consultants proposed
• Company registration certificate (RDB)
• VAT-Registration certificate
• Latest tax clearance certificate if applicable
• Proof of successful completion of related assignments. 

Financial Proposal: indicates the all-inclusive daily rate, supported by a breakdown of all costs. The costs must be in RWF and VAT

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de  until latest 14^th September 2023

Please you must write on each email subject this sentence: 

83446505 Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time 

GIZ reserves all rights