Expression of Interest (EoI) Framework Contract for the graphic design of institutional reports and documents

1. Project Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH (GIZ), is a German development agency that provides services in the field of international development cooperation and international education work. GIZ works with partners in national governments, actors from the private sector, civil society, and research institutions to deliver effective solutions that offer people better prospects and sustainably improve their living conditions. GIZ’s vision and long-term goal is to provide tailor-made, cost-efficient, and effective services and solutions 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.

2. Current Situation

In May 2021 the project partners jointly conducted a mid-term review of the Regional project, to evaluate progress and identify priority actions until the end of the project in June 2022. A key recommendation from the mid-term 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 this, some key policy documents and reports need to be carefully lay-ed out with an attractive graphic design. Hence the project is looking to set up a framework contract to ensure professional graphic design of these documents.

3. Objectives of the consultancy

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.

4. Scope of Work and indicative tasks

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

Service
Provide a professional design for the following reports:

various reports on demand (ca. 10 reports)
various communication products, e.g. brochures, project briefs, etc.

Pages
ca. 10 reports of ca. 100 pages = total of 1.000 pages

ca. 10 communication pieces of ca 5. Pages = a total of 50 pages

The consultancy will take place over a period of 15 months from 01 August until 31 October 2022.

5. Deliverables and Reporting

The Consultant will deliver the following outputs:

Professionally graphically designed reports and communications products with the attractive presentation of key facts, pictures, data, etc. The consultant will be able to react flexibly to the needs of GIZ and will indicate in their offer their reaction time for the fulfillment of an assignment.

The consultant should work on paying attention to the modern elements of graphic design, e.g. line and shapes, color and contrast, texture, balance and alignment, hierarchy, typography, (negative) space, and image. Based on these principles the consultant shall develop a modern and professional design for key ICGLR documents.

The consultant will :

take into account the view of GIZ/ICGLR and examine how the designs they develop best convey GIZ/ICGLR’s desired message
be able to create designs that are artistically interesting and appealing to GIZ/ICGLR and their stakeholders
Proactively communicate with GIZ/ICGLR to ensure that their designs accurately reflect the desired message and effectively express information
Show ability to demonstrate use of specialized graphic design software to prepare their designs
be able to think of new approaches to communicating ideas to GIZ/ICGLR stakeholders
GIZ will provide the consultant with relevant logos to be used according to the Communication and Visibility Plan agreed upon with the EU Delegation.

6. Coordination of the assignment

The contractor will coordinate the assignment and provide inputs when necessary to ensure the quality of the documents and translations. Technical inputs and comments of the consultant should be addressed to the Event Management Professional in GIZ/ICGLR who will be in charge of the quality control of final documents.

7. Qualification

The Consultant shall provide personnel with the following experience:

1. Graphic Designer

Have a professional degree in graphic design or related field
Have at least 7 years of professional experience as a graphic designer
Can demonstrate an extensive portfolio of previous assignments
Have at least 3 similar experiences carried out for the benefit of national or international, governmental or non-governmental organizations, ideally within the framework of regional organisations/ development projects / programs (work in connection with the priority themes mentioned by GIZ/ICGLR will be an asset).
Have qualities of organization, creativity, versatility and very good interpersonal skills and communication.
Ability to work independently and meet deadlines.

8. Submission of your EoI

EoI will be evaluated based on the following criteria:

Company or individual profile,
Samples of previous works – the bidder should submit at least 3 pieces of previous works (at least 2 reports and 1 brochure)
Relevant experience,
Company strategies to assure agility, flexibility, and responsiveness,
Personnel and CV
Financial offer.
The EoI should contain the following:

For Technical Proposal:

A Cover letter expressing interest in this assignment.
The complete technical proposal shall not exceed 15 pages (excluding CVs).
It should be formatted; font type ARIAL, fond size 11, the offer should be drawn up in the English language.
The CVs shall not exceed 2 pages per CV
Company or business registration certificate
References and recommendations of similar works executed by the company in Rwanda or elsewhere outside of Rwanda.
VAT registration certificate if available
Latest tax clearance certificate

For the Financial Proposal:

The Financial Proposal indicates the contract price, supported by a breakdown of cost per work done per page or per product. The cost must be in RWF and VAT excluded.

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for financial offer) until latest Tuesday 06 July 2021 at 4:00 pm, at the front desk of:

GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

“In addition, your EoI (technical & Financial in 2 separated files) can be submitted electronically, to this email: RW_Quotation@giz.de »