Consultancy services for the provision of communications and stakeholder engagement strategy and training services to support the ICT sector in Rwanda through Ministry of ICT & Innovation at GIZ Rwanda (Deadline: 18th May,2022)

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Consultancy services for the provision of communications and stakeholder engagement strategy and training services to support the ICT sector in Rwanda through Ministry of ICT & Innovation at GIZ Rwanda (Deadline: 18th May,2022)

đŸ˜ïž The Organization 

GIZ Rwanda

📋 Consultancy Description Details

Consultancy services for the provision of communications and stakeholder engagement strategy and training services to support the ICT sector in Rwanda through Ministry of ICT & Innovation

1. Introduction 

The Deutsche Gesellschaft fĂŒr 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 promotion of 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). The GIZ project “Digital Solutions for Sustainable Development” (DSSD) has a mandate to advise Rwandan institutions on the implementation of the Smart Rwanda Master Plan (2016-2020) and its priority projects. The project also aims to promote the development of digital solutions in collaboration with sector ministries, local and international private companies, research institutions and civil society.

GIZ through its program Digital Solutions for Sustainable Development (DSSD) has a purpose to support digital transformation in Rwanda through developing digital solutions for Citizens and these could be scaled for all of Africa. This process is accompanied by efforts to strengthen the tech-ecosystem through ICT trainings and support to communities of practice. More and more people need to be included to reach Rwanda’s ambitious goal to become a digital and knowledge-based economy.

The DSSD’s main implementing partner in Rwanda is the Ministry of Information Communication Technology and Innovation (MINICT) with a mission to address national priorities relating to economic growth and poverty reduction through development and coordination of national policies and programs related to information, technology, communication, and innovation as well as citizen’s empowerment.

The MINICT has various initiatives in place for pushing digitalization in Rwanda and sensitization of the citizens on how to use ICTs to improve their livelihoods. Most of these initiatives are countrywide and require rigorous sensitization and promotion.

The Ministry of Information Communication Technology and Innovation (MINICT) needs proper stakeholder engagement. Before this engagement can be done the ministry also requires a stakeholder engagement strategy.

To achieve the goal of an ICT innovation ecosystem in Rwanda that enables the realisation of the Smart Rwanda Master Plan, the Ministry of ICT and Innovation seeks to contract a communications agency to promote its activities and support institutional and sector-wide communications.

2. Context

The assignment will involve developing a communications and stakeholder engagement strategy for Rwanda’s ICT and Innovation sector to create awareness and visibility of its activities to national, regional, and international stakeholders. The agency to be contracted will also support the implementation of this strategy for a period of twelve (12) months and provide ongoing training to the Ministry communications team and other relevant staff.

3. Rationale/Objectives

Strategic Objectives 

Under the guidance and supervision of the Ministry’s communications team, this assignment aims to achieve the following objectives:

  1. A comprehensive communications and stakeholder engagement strategy for Rwanda’s ICT sector for the Ministry including the projects carried out by the Ministry and its affiliated agencies and stakeholders
  2. Greater awareness of the sector’s activities and services through print and electronic media (coverage and advertising)
  3. Engaging multimedia content to increase media reach and visibility
  4. Enhance the sector’s web-related activities, including driving traffic to the Ministry’s online platforms and social media channels
  5. Pilot the implementation of the sector’s communications and stakeholder engagement efforts through training services

4. Tasks to be performed by the contractor

The agency to be contracted will develop an ICT Sector communications strategy, train comms staff of the sector, and support the implementation of this strategy for a period of twelve (12) months. The implementation will be based on specific projects (use cases) with a goal to build capacity of the comms staff.

Work package 1: Provision of Communications and Stakeholder Engagement Strategy

  • Develop a communications and stakeholder engagement strategy for Rwanda’s ICT sector to enhance the awareness, understanding, and knowledge of key stakeholders in the government, private sector, civil society, etc. at the regional, national, and local levels, and to guide effective engagement with stakeholders, fostering behaviour and perceptions change where necessary, and help to achieve the overall sector objectives.
  • The strategy should specify appropriate communication channels, dissemination methods and media such as video, print, web/online media, traditional media, and social media, among others, to effectively communicate to specific stakeholders.

Work package 2: Strategy Implementation and Content Creation (Piloting the Strategy) 

  • In partnership with the communications teams of MINICT and agencies, implement the communications and stakeholder engagement strategy
  • Conceptualise, design, and develop materials with appropriate and relevant messages tailored for key stakeholders using various formats as appropriate such as text, graphics, imageries, infographics, video etc. in line with the strategy recommendations
  • In cooperation with the Ministry’s communications team, adapt the Ministry’s communications to ensure best practice in external communications and stakeholder engagement
  • Conceptualization a branding manual and guidelines for the Ministry and sector at large
  • Creative graphic designs for print or digital media purposes
  • Engage in copywriting, scriptwriting, storytelling for audio-video production

Work Package 3: Training Communications Staff 

  • Develop a training programme for the Ministry communications team and affiliated agencies and other relevant staff
  • Provide day-to-day on the job training opportunities for the Ministry communications team
  • Provide participants with the necessary skills required to effectively communicate through public speaking, writing and presentations, media engagement, social media and traditional media and other relevant topics
  • Design and develop appropriate training programs and modules and provide necessary training materials
  • Evaluate and submit both pre-training and post-training reports latest two weeks after the completion of the training program.

Work Package 4: Media Engagement: Digital and Traditional Media (Following the strategy) 

  1. In partnership with the Ministry communications team, develop digital marketing campaigns using such tools as the Ministry’s own platforms, Facebook, Twitter, Instagram, Google Ads, and others.
  2. Maintain a web and social media calendar and content plans of content themes and all upcoming coverage schedules according to the calendar.
  3. Prepare social media packs for projects, events, initiatives, campaigns.
  4. Actively engage with online audiences and partners through reaching out to them and timely responses to messages and comments on those channels.
  5. Advisory services such as the provision of media for strategic digital and traditional media buying decisions
  6. Educate and update the target market and stakeholders about the Ministry’s activities and projects
  7. Work with the communications team to update and maintain the website of the Ministry as needed
  8. Raise the awareness of the Ministry’s activities, products, and services, through print and electronic media (coverage and advertising) as well as event coverage
  9. Assist with digital marketing and promotional materials, webinars, newsletters, and social media management and content development
  10. Propose press messages/communique, handle media invitations and follow up and review media publications
  11. Generate and analyse reports on online traffic and KPIs using Google Analytics and social media focused analytics

Work package 5: Reporting requirements 

  • The following reports will be submitted by the contractor in English electronically:
    1. Inception report: This report shall be given two (2) weeks after the commencement of the assignment detailing but not limited to the approach and methodology, proposed work plan for undertaking the assignment, and implementation timeline scheduling of the assignment.
    2. Monthly progress reports: This report shall constitute a summary of the accomplished work and shall reveal in detail achieved milestone and the work plan for the coming month. The report shall also identify the problems encountered during the implementation of previous month’s activities and the suggested measures and needed help from MINICT and DSSD team to facilitate the next week’s work. This report should be submitted monthly.
    3. Draft and final Reports: This report will elaborate all activities undertaken during assignment execution including all project documentation. This will include all the documentation and manuals, with the latter including feedback from all the assignments stakeholders from MINICT and DSSD.

5. Expected Deliverables

The following deliverables shall be delivered to the Client:

  • Deliverable 1: Inception report detailing that the Consultant understanding of the assignment and the methodology to be employed to complete the assignment; roadmap with specific, clear, and detailed milestones with their respective implementation, deployment timelines to ensure timely system delivery.
  • Deliverable 2: Produce the detailed engagement comms strategy, modelling, elaborating, and guiding the Ministry comms division on how to produce, execute and efficiently rollout the stakeholder engagement activities.
  • Deliverable 3: Produce some piloting activities on at least five of the ICT Sector projects (use cases) in the strategy which will constitute delivery of work package 2 and work package 4 activates. This will involve the production of a maximum of 3 videos, 3 audio productions, 8 posters and 1 article for each of the 5 projects.
  • Deliverable 4: Training documentation which will include all best practices for execution of stakeholder engagement at the ministry, also training of the communications division of the ministry throughout this assignment and this will constitute the completion of work package 3.
  • Deliverable 5: Monthly progress reports.
  • Deliverable 6: Draft Final report.
  • Deliverable 7: Final report with feedback and input from MINICT comms team and DSSD team.

Certain milestones, as laid out in the table below, are to be achieved by certain dates during the contract term:

Milestone

Deadline

Inception report detailing work plan

Week 2 after contract signing

Draft Engagement strategy for review by the stakeholders

1 month after contract signing

Piloting plan for the engagement strategy and adjustments

Week 6 after contract signing

Piloting some of the touchpoints in the strategy with the MINICT team

From week 6 to month 10

Training and induction the comms staff at the ministry and agencies

From week 6 to month 10

Final report and handover

Month 10 to Month 12

Estimated expert days (up to)

Team Leader/Project manager/ Editor

Up to 65 expert days

Expert 1: Copy Writer

Up to 53 expert days

Expert 2: Content Manager/Strategist

Up to 53 expert days

Expert 3: Art Director

Up to 52 expert days

Expert 4: Social Media Manager

Up to 52 expert days

Total Number of expert days

275 expert days

Period of assignment: From June 2022 until May 2023.

6. Concept 

For the bid, the bidder is required to show how the objectives defined in Chapter 2 & 3 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the management system for service provision. This should also include a contingency concept if the timeline of the development of the system changes due to the Coronavirus Pandemic.

7. Technical-methodological concept

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 3). Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 4).

The bidder is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them. Experts in the field of business systems development.

The bidder is required to present and explain its approach to steering the measures with the project partners.

The bidder is required to describe the key processes for the services for which it is responsible and create a schedule (project plan) that describes how the services according to Chapter 3&4 are to be provided. In particular, the bidder is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Chapter 2 & 3.

8. 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/Project manager/ Editor

Experience & Technical expertise

  • Professional experience in making decisions about the content of publications with other senior editors in accordance with editorial policies and guidelines
  • Professional experience in managing the day-to-day running of a newspaper or magazine or communications firm
  • Professional experience in writing articles, editorials, or reviews
  • Professional experience in supervising journalists would be an added advantage
  • Undertake administrative tasks
  • Ability to Work with authors to develop text to a publishable standard.

Qualifications of the Consultant(s)

  • Master’s or Post Graduate degree in Media and Communications or any other related field with at least 6 years of experience.
  • Bachelor’s degree in Bachelor of Fine Arts (Creative Writing) or any other related field with over 10 years of experience

Expert 1: Copy Writer

Experience & Technical expertise

  • Professional experience in working closely with art directors in creation of ideas for advertising and promotion, for example thinking up names for products and slogans that appear on packaging and other promotional material
  • Professional experience planning and writing promotional material that will appeal to the masses
  • Professional experience in writing advertisements for newspapers, magazines, radio, television, cinema screens, billboards, catalogues, displays, websites, blogs, and social media

Qualifications of the Consultant(s)

  • Master’s Degree or Undergraduate Degree/Certificate in Creative and Professional Writing, or related field
  • Excellent business language skills in English and Kinyarwanda
  • 4 years’ Proven experience as a copywriter

Expert 2: Content Manager/Strategist  

Experience & Technical expertise

  • Adept at keyword placement and SEO best practices.
  • Excellent written and verbal communication skills.
  • Highly computer literate
  • Proficiency with popular content management systems.
  • Experience with social media management.
  • Creativity and the ability to develop original content.
  • Ability to develop content that provokes engagement.

Qualifications of the Consultant(s)

  • Bachelor’s degree in communications, journalism, English or related field.
  • Excellent business language skills in English and Kinyarwanda
  • 3-4 years’ Proven experience in strategy creation in creative agencies

Expert 3: Art Director

Experience & Technical expertise

  • A solid understanding of design, copy and web practices.
  • Brilliant interpersonal and communication skills.
  • Have in-depth knowledge of brand development and multichannel marketing models.
  • Must be a creative and strategic thinker.

Qualifications of the Consultant(s)

  • Bachelor’s degree in art, graphic design, marketing, communications, journalism and other relevant fields, or related field
  • Excellent business language skills in English. Kinyarwanda would be an added advantage.
  • 3-5 years’ Proven experience

Expert 4: Social Media Manager

Experience & Technical expertise

  • Social media marketing experience.
  • Experience developing social media strategies.
  • Experience working with and developing a marketing plan.
  • Ability to develop the right voice for each social media platform.
  • Proven ability to build social media communities.
  • Understanding of graphic design principles.
  • Experience as a Brand Manager on social media.
  • Ability to measure the success of campaigns.

Qualifications of the Consultant(s)

  • Bachelor’s degree in art, graphic design, marketing, communications, journalism and other relevant fields, or related field
  • Excellent business language skills in English. Kinyarwanda would be an added advantage.
  • 3-5 years’ Proven experience

9. Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToR. In particular, the detailed structure of the concept (Chapter 4 work). The bid should be drawn up in English (language).

The CVs of the personnel proposed in accordance with Chapter 4 & 6 of the ToR must clearly show the position and job the proposed person held in the reference project and for how long. The CVs should also be submitted in English (language).

10. Evaluation and Submission of EOI 

The Expression of Interest will be evaluated based on the following criteria:

  • Individual profile,
  • Relevant experience,
  • Your strategies to assure agility, flexibility, and responsiveness,
  • Personnel offer
  • Financial offer.

The EoI should contain the following:

  • For Technical Proposal: 
    • A Cover letter expressing 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, on how will be your approach and complete the assignment. It should be formatted, font type ARIAL, fond size 11, and should be clearly formulated. The offer should be drawn up in English language.
    • The CVs shall not exceed 4 pages.
    • Business /company registration certificate
    • Tax clearance certificate
    • References and recommendations of similar works executed
  • Financial Proposal:

The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost 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: RW_Quotation@giz.de  until latest 18th May 2022.

Please you must write in your email subject this sentence:

EOI number no 83408301 submission of technical/financial offer, without this sentence, your offer may not be considered.

Hard copies are not allowed this time

GIZ reserves all rights

List of abbreviations

BMZ German Federal Ministry for Economic Cooperation and Development

DSSD Digital Solutions for Sustainable Development Programme

MINICT     Ministry of ICT & Innovation

GIZ Deutsche Gesellschaft fĂŒr Internationale Zusammenarbeit

SDG Sustainable Development Goals.

ToR Terms of Reference

EoI Expression of Interest

GoR Government of Rwanda


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