Request for Proposals – Visual Communications and Event Management Services

About Interpeace 

Interpeace is an international organization for peacebuilding, dedicated to preventing violence and building lasting peace. Headquartered in Geneva, Switzerland, Interpeace has over 30 years of experience working in Africa, the Middle East, Asia, Europe, and Latin America.

In Rwanda, Interpeace’s current programme focuses on consolidating unity and resilience through healing, prisoner rehabilitation, and reconciliation. These efforts aim to contribute to a cohesive, resilient, and inclusive society that can overcome the wounds of the past and manage diversity and conflict peacefully. Interpeace also supports collaborative and inclusive livelihood initiatives and promotes evidence-based, citizen-centered policies through partnerships with various institutions, with funding from the European Union (EU). For more information about Interpeace, please visit www.interpeace.org. Interpeace’s office in Rwanda is located in Kimihurura, KG2 Avenue, 15 Compound.

Interpeace Rwanda seeks to hire a firm/company with expertise and demonstratable experience in content development and communications. In particular, the services may include producing documentaries, support in designing reports and other knowledge resources, including use of infographics; communications support to events, translation, proofreading and copyediting as well as videography and photography to Interpeace Rwanda Office.

Preparation and Submission of Proposals

Interpeace Rwanda invites qualified service providers to submit proposals to deliver the services described in this Request for Proposals 9RFP). The Bidder shall bear all costs associated with preparing and submitting their proposal. The organisation will not be responsible for or liable for any costs incurred, regardless of the outcome of the RFP or if it is cancelled, altered, or postponed. This includes costs for clarifications, oral presentations, site visits, meetings, and negotiations.

The cost of preparing and negotiating a contract, including any related travel, is not reimbursable and cannot be included as a direct cost of the assignment.

Scope of services

Upon request, the service provider will deliver the following services to Interpeace Rwanda:

1. Content Development

• Produce audiovisual content (photography and videography), managing the full production process: concept creation, scriptwriting, filming, interviews, editing, audio balancing, subtitling, etc., in consultation with the Global Engagements & Secretariat, Strategic Partnerships and Communications Unit. 
• Provide support on visual content such as design and infographics (reports, brochures, flyers, newsletters, and other branded materials) in line with Interpeace’s brand identity guidelines.
• Produce high quality and context-sensitive documentaries from change stories provided by Interpeace Rwanda DMEL team.

2. Digital and Social Media

• Provide advisory services on engaging and partnering with social media influencers and brand ambassadors to amplify Interpeace Rwanda’s narrative, visibility, values, and principles nationally.

3. Events Management, Copyediting and Translation Services

• Offer creative design services for events and campaigns (e.g., social media posters, banners, infographics) to strengthen our peacebuilding work through storytelling and messaging.

• Support in event planning and management services, including launches, conferences, campaigns, trade shows, exhibitions, and roadshows. 
• Provide high-quality Kinyarwanda proof reading and copy-editing services upon request 
• Provide translation services from English and French to Kinyarwanda and vice-versa.

Status and Duration of the Assignment

The contract will be for 12 months, with the possibility of renewal based on performance and funding availability.

The selected provider will be granted the status of “Preferred Provider” in line with Interpeace’s procurement manual and will receive a framework contract. Requests for services will be made on a need basis by the Interpeace Rwanda Office in collaboration with the Strategic Partnerships and Communications Unit, and the provider will deliver outputs as agreed.

Reporting and coordination

The service provider will report to the Global Communications Officer, work in close collaboration with Interpeace’s Global Communications team and the Country Representative of Interpeace in Rwanda. Services can be delivered remotely; however, the provider must be available to work within Kigali and Geneva time zones.

Required qualifications

The agency should demonstrate:

• Proven experience working on projects related to peacebuilding, societal healing/reconciliation, mental health and resilience in the context of the genocide against the Tutsi in Rwanda.
• Demonstrate ability to organise or provide advisory support for events involving high level stakeholders (national and international) in Rwanda.
• Provide proof through previous work, of experience in producing documentaries on sensitive topics such as on national unity, social cohesion or related topics in Rwanda.
• Proven experience in media in digital content creation and engagement with other content creators.
• Demonstrate capacity to provide creative design and multimedia as well as videography and photography services.
• Proven track record in high level event management 

Invoicing and payments

The service provider will submit invoices after each completed and approved assignment. Payments will be processed within one week after approval by Interpeace Rwanda. 

Submission of bidding documents

Interested agencies should submit the following:

1. Technical Proposal (clearly outline)- Maximum 3 pages:

• Company Profile: ownership, specialization, years of operation, staff qualifications, physical address.
• Relevant Experience: minimum five years of experience with samples of similar work and three client references. Additionally, at least two samples of past relevant copy-edited and proofread publications as well as two samples of past relevant translated publications of at least 500 words must be provided. 
• Proposed Approach and Equipment: methodology description and list of professional equipment (with specifications).
• Team Composition: brief CVs of key team members (max. 2 pages per person).

2. Financial Proposal: detailed cost breakdown by service area(documentary production, videography, proofreading/copyediting, translation, creative design and event coverage)-an all-inclusive price estimate in Rwandan Francs. For translation specifically, you may cost per page of 500 words.

3. Legal and Compliance Documents: Business registration certificate, Valid tax registration certificate (Rwanda Revenue
Authority), Valid clearance certificate (RSSB), Valid tax clearance certificate, Proof of EBM use (Rwanda Revenue
Authority).

Interested agencies must send their proposals by 21st October 2025 to: rw-procurement@interpeace.org

The email subject line must be: “Expression of Interest for Visual Communications and event Management Services”