Terms of Reference to Hire a Company to Provide a Mobile Sound System for the Increase of Family Planning Utilizations Services
(Contract framework)

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Introduction
Caritas Rwanda signed a framework agreement with Rwanda Biomedical Centre for the implementation of a Belgium funded project through its development agency (Enabel). The project aims at ensuring that all women, new-born, children, adolescents, and men have universal access to quality integrated Reproductive, Maternal, Neonatal, Child and Adolescent Health (RMNCAH) and/or Family Planning & Adolescent Sexual Reproductive Health (FP/ASRH) services. Specifically, Caritas Rwanda agreed on with RBC to implement FP interventions through three different components:
• Increased demand for family planning services for Rwandan population aged of 15-49 years through awareness raising and community engagement.
• Improved availability and accessibility of quality family planning services through strengthened referral systems.
• Improved family planning quality services and satisfaction of users through provider- community partnership committees.

All these project components were proposed to tackle the FP issues linked with low uptake of family planning among catholic co-managed health facilities including the catchment communities. One of key strategies recommended in the needs assessments carried to assess the inhibiting factors for the increase of family planning uptake in Catholic Co-managed health facilities and their catchment communities was the lack of information on Family Planning by the communities.
It is from this background that Caritas Rwanda would like to hire a company for the provision of mobile sound system for the increase of family planning utilization services through social mobilization outreaches. The assignment will be conducted in 30 Districts of Rwanda, where there is a low uptake of family planning services.
The hired company will be abided by Caritas Rwanda’s Child Protection and Adult Beneficiary Safeguarding Policy, and by signing this contract agrees having read and understood the policy, and commits to report any case or suspicion arising while performing the work related to this contract to Mrs. NDUWAMUNGU Thérèse, the Caritas Rwanda’s safeguarding focal person throughout tnduwamungu@caritasrwanda.org or at +250728882545;
Objectives
• To increase uptake of family planning using social mobilization facilitated by mobile sound system family planning messaging.
• To increase awareness raising among communities for the use of family planning services
• To get specific FP information which could be boost the needs and increase decisions taker for the adhesion on family planning services.

Expected deliverables
• Communities got information on Family Planning services from closest locations (villages, cells, their markets, and other gatherings etc…);
• FP messages are delivered on a large of people for a short period.
Deliverables
The hired company will provide the sound system with materials and equipment with capacity to reach out to a big audience for the increase of awareness of family planning, the minimum capacity of the sound system should reach at least an audience of 5000 people at the same time and at least emits in a radius of 1 km. The equipment should be operated by an experienced vocal promoter who will deliver direct and recorded messages to the community.

The materials and equipment required to perform this activity include but not limited to the following:
1. Fueled 3 cars (Pick up) with drivers for the transport of materials and sound equipment
2. 3 Promoters who will be delivering direct messages and play recorded audio messages
3. 4 Microphones
4. 9 speakers for which one with 1500 W
5. 2 Mixer (12 channels)
6. 3 Generators with (5 KVA or more)
7. Other equipment that can help contract to perform the assignment

Scope of the assignment and working methodology
The Service provider will provide mobile sound system using recorded messages on family planning developed by RBC and Caritas Rwanda and will facilitate to deliver those messages in the gatherings, markets, campaigns and in any event of social mobilization in 30 Districts of Rwanda with low rate of utilization of family planning services. The Service provider will conduct in any selected district 3 sessions per day, 15 sessions per week, 60 sessions per one month of two in total.
Which means that the total sessions will be =3 sessions per day *5days* 4 weeks * 2 months= 120 sessions (in summary the service provider will carry out 120 sessions in 2 months from the date of signature.

Qualifications and requirements for interested companies
1. The company should have at least 1 team leader with bachelor’s degree in mass communication and 1 studio manager with a bachelor’s degree in information technology as well as three promoters with secondary schools’ diplomas from any field but with proofs/certificates of promotional activities);
2. The company must have experience in conducting mass campaigns to large audience such as campaigns and social mobilization;
3. Having experiences of working with NGOs intervening in health sector specifically in social behavior change and communication will be an added value to delivery-required messages;
4. Excellent command of Kinyarwanda both spoken and written is required on the field and knowledge of English will be of paramount importance.
5. Experience in communication skills working with communities,
6. The company should be registered in RDB (with business activity aligned to this assignment and at least 5years of experiences in promotional activities);
7. The Company should provide the copy of VAT registration certificate;
8. The Company should provide the copy of Proof of EBM Possession;
9. At least 3 similar references (i.e. three certificates of good completions and three signed contracts detailing the assignment performed from Non-Government Organizations (NGOs) or from health institutions.

 Working knowledge
Working knowledge for this assignment will be Kinyarwanda during social mobilization and English for reporting.
Basis for Award
The requests for proposals will be reviewed based on a non-discretionary “Pass/Fail” method. Only the lowest-priced offer among the technically responsive offers will be awarded the tender.
Timeline /duration of the assignment
The contract will be framework and this assignment is expected to be implemented within the timeframe of 120 days from the date of contract signature and the company will be required to work closely with assigned project staffs availed by Caritas Rwanda/Health Department.

Application requirements
• Letter expressing interest to carry out the consultancy service required addressed to the Secretary General of Caritas Rwanda, a technical proposal written in English describing the background, methodology and timeline;
• Price quotations (in Rwf) for the required services (Taxes inclusive);
• Provide required CVs indicating all past experiences as well as contacts details and their referees at least three;
• Copies of academic and professional qualifications;
• At least 3 signed contracts issued by NGOs or health institutions with related to their respective completion certificates;
• Company registration certificate (RDB);
• VAT registration certificate;
• Valid RRA tax clearance certificate;
• Valid RSSB clearance certificate;
• Copy of proof of EBM possession;
• A bidding guarantee from a recognised bank or insurance equal to 300,640 Frw (Three hundred thousand six hundred forty Rwandan francs).
N.B: Submission of all administrative documents listed above is mandatory and non-submission of one of said documents will cause the rejection of the offer.

Terms of performance
• The effective date of the assignment will be the date of contract signature with Caritas Rwanda.
• Quality of deliverables must be ensured.
• Timely implementation of assignment.
Report submission
• The reports to be submitted including final should highlight key dates of social mobilization campaigns, audience, pictures included and their respective administrative entities (Villages, cells, Sectors and Districts)

Submission Procedure
Interested companies/firms are requested to submit their technical and financial proposals in sealed envelopes (1 original and 2 copies) to the Caritas Rwanda Secretariat no later than Wednesday, 30th March 2022 by 2:30Pm. The public opening will be the same day at 3:00Pm at the conference room of Caritas Rwanda located at KN 16 Av 30.
Done in Kigali, on 24th March 2022
Prepared by: Approved by:
Dr. Prince Bosco KANANI Father TWAGIRAYEZU Jean Marie Vianney
Director of Health Department, Caritas Rwanda Secretary General Caritas Rwanda
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