Contingency Contract for graphic design of institutional reports and documents 

Reference Number:83438869 

      Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promoting sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).    

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        1. Context

As a federally owned enterprise, GIZ supports the German Government in achieving its objectives in the field of international cooperation for sustainable development.

The International Conference on the Great Lakes Region (ICGLR) is an inter-governmental organization with 12 member states in the African Great Lakes Region. Its establishment in 2004 was based on the recognition that political instability and conflicts in and between these countries have a considerable regional dimension and thus require a concerted effort in order to promote sustainable peace and development.

On 12 December 2018, the International Conference on the Great Lakes Region (ICGLR), in partnership with the European Union, the Federal Republic of Germany, and the Office of the United Nations Special Envoy of the Secretary-General for the Great Lakes (O-SESG-GL) officially launched the “Regional Project on Peace and Security in the Great Lakes Region”. The project is co-funded by the European Union (EU) through its 11th European Development Fund (EDF) and the German Federal Ministry for Economic Cooperation and Development (BMZ). Implementation is entrusted to the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH and O-SESG-GL.

The initiative aims to contribute to the consolidation of peace and stability by strengthening the capacity of the Secretariat of the International Conference on the Great Lakes Region (ICGLR) to implement the Pact on Security, Stability, and Development in the Great Lakes Regions and its protocols.

Current Situation

In December 2022 a new project phase has started for which the project partners jointly conducted an operational planning of the Regional project, to evaluate the past phase’s progress and identify priority actions within the project implementation phase. A key recommendation from the review related to enhancing the communication and visibility of the project to ensure that project achievements and lessons learned are widely dissimated and shared. In order to achieve this, some key policy documents and reports need to be carefully layed out with an attractive graphic design. Hence the project is looking to set up a contingency contract to ensure professional graphic design of these documents.

       2. Tasks to be performed by the contractor

The overall objective of the consultancy is to strengthen the communication and visibility of the ICGLR programme through the professionalizing of key ICGLR policy documents and reports by providing them with an attractive graphic design.

The contractor is responsible for providing the following services:

The contract will provide a professional graphic design of up to 1,800 pages of the different key policy documents and reports as described below:

• Designing various reports and various communication products, e.g., project briefs, MS office and report with various studies and handbooks, incl. annexes
• Designing brochure’s trifold
• Designing flyer/poster
• Designing roll up banner
• Designing back drop banner
• Designing Mock-ups

This is a home-based assignment with supervision by the contractor when necessary.

These indications represent a maximum of pages/designs that the contractor will be requested to translate/edit during the assignment. These services will be requested as per project needs and be treated by the contractor as per availability. A maximum delay to process these demands should be indicated by the contractor in their concept.

The period of assignment will be over a period of 24 months.

       3. Concept

In the tender, the tenderer 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 tenderer 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).

The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed).

The tenderer is required to describe its contribution to knowledge management for the partner and GIZ and to promote scaling-up effects under learning and innovation.

Project management of the contractor (1.6)

The tenderer is required to explain its approach for coordination with the GIZ project. In particular, the project management requirements consultant will explain how and demonstrate his approach to coordinate with/in Giz project (1.6.1).

      4. Personnel concept

The tenderer is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 6), the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Graphic Designer

Tasks of the Graphic designer

• Overall responsibility for the advisory packages of the contractor (quality and deadlines)
• Coordinating and ensuring communication with GIZ, partners and others involved in the project
• Personnel management, in particular identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts
• Regular reporting in accordance with deadlines
• Plan, analyse, and create visual solutions to communication problems
• Develop overall layout and production design of publications or web interfaces as they relate to graphic design
• Prepare sketches or layouts to present.
• Create charts and graphs from the data given
• Will work within the design guidelines to deliver impact and delight, but your role is also to push and challenge assumptions through productive debate, which ultimately leads to innovation and better outcomes
• From Concept through execution and everything in between, you will be among the designers, illustrators, writers, and animators who combine strategy with research, creativity, and craft to build and shape how its suites and viewed by the world.

Qualifications

• Education/training (2.1.1): university degree ( ‘Diploma’/Master) in Graphic Design or related subject    
• Language (2.1.2): C2-level language proficiency in English Language
• General professional experience (2.1.3):    7   years of professional experience in the field of graphic design
• Specific professional experience (2.1.4): 5 years in Developing/Creating stronger eye-Catching designs understands layouts and compose content; excellent command of the language and composition, experience in projects in carrying graphic design out for the benefit of national or international, governmental or non-governmental organizations, ideally within the framework of regional organizations/ development projects / programs (work in connection with the priority themes mentioned by GIZ/ICGLR will be an asset). 

• Regional experience (2.1.6): 3     years of experience in graphic design
• (Development cooperation (DC) experience (2.1.7):   3    years of experience in DC projects
• Other (2.1.8): 5 years of experience in Photoshop, Illustrator, InDesign, Premium Pro, 5+ years of design and brand work experience Incredible portfolio of work

Soft skills

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

• Team skills
• Respect for Diversity
• Integrity
• Professionalism
• Awareness and Sensitivity Regarding Gender Issues and data protection
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Strong strategic thinker and creative problem solver
• Exceptional Project Management skills to delegate and work on multiple projects simultaneously
• Ability to work on multiple projects simultaneously
• Expert understanding + usage of brand identity systems, including masterful typography
• A graceful working style and strong, yet diplomatic, communication skills are pivotal
• Proven aptitude for quick creative thinking with acute attention to detail within demanding deadlines
• Expert in Adobe Creative Cloud
• A strong understanding of printing and production is a plus
• Proven experience in building challenger brands through the conceptual development

     5. Costing requirements

The following basic calculations for the contract for works are a reference value based on the acceptance criteria for each partial work/milestone specified in Chapter 2 (Tasks to be performed by the contractor).

Since the contract to be concluded is a contract for works, we would ask you to offer your services at a lump sum price. Therefore, please divide the lump sum price into the milestones described below. The price per milestone must contain all relevant. 

 Inputs of GIZ or other actors

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

• Relevant logos of the political partner, donors and other necessary stakeholders
• Communication guidelines of the GIZ project

      6. 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 10 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 

As the contract to be concluded is a contract for works, please offer a fixed lump sum price that covers all relevant costs (fees, etc.). The price bid will be evaluated on the basis of the specified lump sum price.

7. 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 (see attached template).
• CV of the Expert
• VAT Registration certificate
• Latest tax clearance certificate
• Company registration certificate (RDB)
• Proof of successful completion of related assignments.

Financial Proposal: indicates the all-inclusive total contract price, supported by a breakdown of all costs. The offer should indicate the category of document to be designed, price per page, per each category and total price based on the number of pages estimated. The price must be in RWF and VAT excluded.

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 18^th August 2023

Please you must write on each email subject this sentence: 

• 1^st email: 83438869-Technical Offer
• 1^st email: 83438869- Financial offer 

without this sentence, your offer may not be considered. 

Hard copies are not allowed this time 

GIZ reserves all rights

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