Expression of Interest (EoI)

Consultancy to conduct outreach campaigns on Imibereho-dynamic social registry (Imibereho-DSR)

Reference Number: 83476382

Date of Publication: 31.10.2024

 1. Context

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digitalization and Digital Economy, Mineral Governance, Peace and Security in the Great Lakes Region.

The global programme ‘Global Alliances for Social Protection (GASP)’ supports partner countries in enhancing the capacities of their social protection systems to prepare for and respond to shocks, commonly known as adaptive social protection (ASP). Within the framework of the global programme, the Social Protection Project Rwanda (SPP) focuses on strengthening dynamic, inclusive and responsive aspects of the Rwandan social protection system. The TA project is aligned to the priorities of the Social Protection Sector Strategic Plan of the Rwandan government. It is structured along three interlinked intervention areas: 1) strengthening data based steering capacities for the implementation of social protection policies, 2) strengthening the dynamic elements of the social registry and its integration into the wider digital architecture (incl. links to disaster risk management and climate change adaptation), 3) supporting the roll-out and operation of e-payments and the dynamic social registry and implementation capacities at all levels.

The Government of Rwanda (GoR) through the Ministry of Local Government (MINALOC) has established Imibereho-Dynamic Social Registry System, a comprehensive database designed to improve the targeting and delivery of social protection programmes. It aims to improve the effectiveness and efficiency of targeting beneficiaries in different social protection programmes by harmonizing data collection and processes. The Imibereho-DSR will initially be used for VUP programme and Community Health Insurance (CBHI) in Rwanda as the main programmes for its implementation.

The system will utilise household profiling data to identify and prioritise support for the most vulnerable populations. The success of this initiative hinges on widespread public awareness and understanding.

In this context, GIZ Rwanda in collaboration with MINALOC seeks to hire a specialised firm to design and implement outreach campaigns that effectively communicate the purpose, benefits, and processes of Imibereho-Dynamic Social Registry System to the Rwandan public. The firm will be responsible for developing culturally relevant and accessible communication materials and conducting community engagement activities across selected districts. The firm will also be responsible to broadcast the developed radio sketches to the identified radio stations (one at national level and four community radios). The goal of these outreach campaigns is to foster public trust, encourage participation, and ensure the successful implementation of Imibereho-Dynamic Social Registry System, leading to more impactful and equitable social protection programmes in Rwanda.

Effective dissemination of these messages will facilitate the fulfilment and realisation of one of the ministry’s core responsibilities of raising awareness in the community, increasing buy-in of Imibereho-DSR operationalisation.

The aim of this assignment is to develop and conduct creative community engagement and sensitisation activities on the operationalisation of Imibereho-DSR to reach the target group of communities from ten targeted districts (districts to be confirmed later). This will include facilitating of communication campaigns using theatre and radio sketches.

The theatre performances will target all community members. The radio episodes and jingles will target all community members.  

To carry out this task, GIZ shall hire a contractor, a development communication consultancy, for the anticipated contract term, from 01.11.2024 to 31.03.2025. The communication for this assignment is led by the GIZ technical advisor for communication. The contractor and the technical advisor in cooperation with MINALOC will agree on a workplan with clear timeline, specific deliverables, and the expected finalisation date for them.

2. Tasks to be performed by the contractor

The development communication consultancy shall be responsible for the development and implementation of several community engagement activities as described below:

Conduct outreach theatre performances

The consultancy is expected to conduct 10 live performances of theatre (one in each of the selected district). The script for the performances will be the same for all districts. Theatre and live drama will be used to educate, inform and engage communities on the social registry and on how citizens are involved. The performances will promote civic dialogue and engagement, creating room for communities to take part in addressing household registration and data update, community validation and GRM issues, in their own terms and from their own perspectives.

The consultant firm will be responsible for the production of the skits, and distribution of promotional materials (materials will be provided by MINALOC), for conducting field visit for preparation as well as to provide the sound system and podium during the performance. The company is further responsible for radio announcement/community mobilisation using PA system where possible to mobilise communities to attend the event playing recorded messages and jingles. The related costs, including any transport and daily allowance costs, should be included in the financial proposal

It is expected to directly reach at least 50,000 citizens through the theatre performances in the 10 districts (an average of 5000 citizens per district). The company will be requested to provide feedback to GIZ on the estimated numbers reached per day, including disaggregated estimated numbers of male and female, elderly, youth and people with disabilities.

Production of six (5 minutes maximum including jingles) radio sketches/mini drama episodes

The radio sketches/mini drama episodes will be the same for the different radio stations. These radio programmes will provide a valuable opportunity for citizens to learn about Imibereho-DSR, community validation of tentative targeting lists and related GRM processes. The programmes will be rebroadcasted in the community radio stations for more impact. Radio content to be produced focus on the Imibereho-Dynamic Social Registry and are:

• 6 radio sketches of 5 minutes maximum including jingles ready to be broadcasted
• 2 jingles (short songs/tunes maximum 30 seconds) which will be focusing on the Imibereho-Dynamic Social Registry

The radio sensitization campaign will consist of three mini-drama episodes, each designed as a radio sketch. Each sketch will have a maximum duration of five minutes, including a jingle.

These six mini drama episodes will be produced in three categories, which are on the Imibereho-Dynamic Social Registry focusing on citizen data updates and targeting process, community validation, handling of requests and complaints and feedback processes by mentioning the role and responsibilities for different local government levels.  

Episode 1: General information about the Imibireho Social Registry

The consultant firm will develop a radio skit that provides a comprehensive overview of the Imibereho Social Registry (Imibereho-DSR). This will include a clear overview of the Imibereho DSR, its goals and its importance to citizens.

Episode 2 and 3: Citizen data update and targeting process

The consultant firm will develop two radio skits that educate the public on the importance of keeping personal and household data up to date within the Imibereho Dynamic Social Registry (Imibereho-DSR). The episodes feature two simple storylines where citizens are encouraged to regularly update their data by using available mechanisms such as Byikorere *195# or by visiting cell offices. It will highlight the role of parasocial workers, cell and sector officers in assisting citizens during the data update process and convey the message in a clear and understandable manner. The two episodes will focus on two different scenarios for updating data and the required process and documents.

Episode 4: Community validation process

The firm will create a narrative that promotes understanding and participation in the community validation process. By dramatising a community meeting, the episode will illustrate how household data is verified, highlighting that any unlisted household can still be registered after validation. The storyline conveys the importance of community involvement to ensure the accuracy of the social registry and how this process contributes to the effective delivery of services. The company needs to ensure that the content resonates with local communities and simplifies complex procedures.

Episode5: Requests, complaints and feedback mechanisms

This episode is about demonstrating the process for filing requests and complaints under the Imibereho-DSR. The consultancy will create an outline of a citizen raising a concern about their eligibility or the accuracy of their data, following the formal process from submission to feedback. The episode will illustrate how citizens can track their requests using a unique tracking number and how different levels of government are involved in resolving complaints. The company will ensure that the episode is informative and enables citizens to use the system effectively.

Episode 6: Roles and responsibilities in Imibereho

The company will create a radio skit describing the roles and responsibilities of the various stakeholders involved in the Imibereho DSR, specifically to the social sector programmes delivery in general. These include community leaders, government officials, social workers and other relevant stakeholders such as NGOs or development partners and their contributions to the Imibereho DSR.

Documentary video and Photography

The consultant will produce photos and a highlight video capturing key moments of the play and audience; if a participant is interviewed personally from the audience, a consent form must be signed. GIZ consent forms will be used.  Deliverables will include one video and a folder with photos of the events implemented by consultant.

1. Photos: The consultancy will take professional photos (50 photos – 5 per district). 1024 x 768 pixels or above 5mb is recommended on image size and resolution for printing and sharing online or through emails. The consultancy will be required to use GIZ consent forms and take pictures that demonstrate impact, make an emotional connection and show visual interest.
2. Documentary video: the consultancy will produce a professional and high-resolution video documentaryof the community outreach theatre skits performed by actors at the selected sites. The documentary should take around 5 minutes maximum with subtitles in English. Documentary video should summarise the event conducted by covering the scenes during the orientation, introduction and remarks, live performances, questions and answers (when the audience is engaged). It should contain the key messages.

GIZ SPP and MINALOC will review and approve all the materials before they are produced, published or shared to other stakeholders including beneficiaries.

The contractor in the final report will include the numbers of citizens reached through the different channels, disaggregated where possible by gender, age and disability.

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

Deliverables	Timeline
Inception report with roadmap and key message matrix and approved	3 weeks after contract is signed
Script for 6 radio sketches and jingles finalized and approved by MINALOC and GIZ	3 weeks after contract is signed
6 radio sketches and 2 jingles produced	5 weeks after contract is signed
Script for theatre performance finalized and approved by MINALOC and GIZ	3 weeks after the contract is signed
theatre performances conducted in 10 districts	12 weeks after the contract is signed
50 photos and 1 video about performances available	Two weeks after last community outreach performance
Final report that includes the number of citizens reached, disaggregated by gender, age and disability where possible	One week after the last performance

Period of assignment: from November 2024 until March 2025

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 present and explain its approach to steering the measures with the project partners (1.3.1) and its contribution to the results-based monitoring system (1.3.2).

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) 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) (1.4.2).

The tenderer is required to describe its contribution to knowledge management for the partner (1.5.1) and GIZ and to promote scaling-up effects (1.5.2) 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 specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail.

The tenderer is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the tender; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

The tenderer is required to describe its backstopping concept. The following services are part of the standard backstopping package, which (like ancillary personnel costs) must be factored into the fee schedules of the staff listed in the tender in accordance with Section 3.3.1 of the GIZ AVB:

• Service-delivery control
• Managing adaptations to changing conditions
• Ensuring the flow of information between the tenderer and GIZ
• Assuming personnel responsibility for the contractor’s experts
• Process-oriented steering for implementation of the commission
• Securing the administrative conclusion of the project

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 7), 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.

Team leader

Tasks of the team leader

Overall responsibility for the advisory packages of the contractor (quality and deadlines)

Coordinating and ensuring communication with GIZ, MINALOC and other stakeholders 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

Quality control

Regular reporting in accordance with deadlines

Qualifications of the team leader

Education/training (2.1.1): University degree (bachelor or master) in (Development) Communication, Community Development, Public health, Social Sciences, Literature and Languages, Theatre Studies, Drama, Fine art and Performing Arts, Development Studies or related field.

Language (2.1.2): Good business language skills in English, Fluent in Kinyarwanda

General professional experience (2.1.3):

• Proven 5 years of working experience in planning and conducting targeted theatre for development performances at community level and coordinating the development of radio sketches
• 3 assignments of coordinating Theatre performances.
• 3 assignmentsin coordinating the development of radio sketches

Specific professional experience (2.1.4):

• 2 assignments working with central and local governments in planning and implementing assignments
• Demonstrated knowledge of cultural norms and gender sensitivity and a high understandingof the importance of a sensitive approach with different stakeholders

Leadership/management experience (2.1.5): 3 years of management/leadership experience as team leader

Regional experience (2.1.6): 5 years of experience in implementing projects in Rwanda

Short-term expert pool with 6 members

For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see below Chapter 7 Requirements on the format of the bid) for the assessment.

Tasks of the short-term expert pool

• Active implementation and monitoring of the tasks specified in Chapter 2
• experts also take on the following tasks:
• Developing the script for the theatre in coordination with MINALOC and GIZ
• Preparing for and performing the theatre
• Development of the script for the radio shows in coordination with MINALOC and GIZ
• Coordinating the recording and broadcasting of the radio shows
• Taking photos and video documentation of success stories and lessons learnt during community outreach events

Qualifications of the short-term expert pool

Education/training (2.6.1): 3 experts with university degree (bachelor or master) degree in (Development) Communication, Media Studies, Journalism, social studies, Development Studies or related field.

Language (2.1.2): 3 experts with excellent language skills in English with business fluent in Kinyarwanda.

General professional experience (2.6.3):

• 3 experts with 5 theatre performances in the past 2 years
• 1 expert with 3 years of experience in photography and videography
• 1 expert with 3 years of experience in mobilizing communities for events
• 1 expert with 3 years of experience in developing radio sketches

Specific professional experience (2.6.4):

• 3 with 3 years of experience in awareness raising for social behaviour change communication (SBCC).
• 1 expert with 2 year of experience knowledge of documentation.
• 1 expert with 1 assignment demonstrating the experience working with local government representatives such as in coordination during planning and implementation.
• Demonstrated knowledge of cultural norms and gender sensitivity and a high understanding of the importance of a sensitive approach with different stakeholders.

Development Cooperation Experience

• 1 expert with at least 2 years of previous experience of working with Government
• 1 expertwith 2 years of experience working with Development Partners (DPs)

The bidder must provide a clear overview of all proposed short-term experts and their individual qualifications.

5. Costing requirements

Assignment of personnel and travel expenses

Per-diem and overnight accommodation allowances are reimbursed as a lump sum up to the maximum amounts permissible under GIZ Rwanda business travel regulations.

Accommodation costs which exceed this up to a reasonable amount and other main forms of transport can be reimbursed against evidence.

All business travel must be agreed in advance by the officer responsible for the project.

Specification of inputs

Fee days	Number of experts	Number of days per expert	Total	Comments
Designation of Team Leader	1	25	25
Short-term expert pool with 6 members for 113 expert days	6	113	113	These days will be subdivident to the number of proposed theatre performance experts
Travel expenses	Quantity	Price	Total (RWF)	Comments
Per-diem allowance in country of assignment/Travel to Districts (average 2 days per district / 10 districts, for 3 people)	65			Daily rate maximun  up to 25,000RWF/day
Overnight allowance in country of assignment/Travel to Districts/Average 1 night per district / 10 districts, for 3 people	30			Daily rate maximun  up to 34,000RWF/day
Transport	Quantity	Price	Total (RWF)	Comments
Travel expenses (car) Lumpsum for transport from Kigali to the identified 10 districts.	5265 km			Maximum rate per KM up to 417 RWF per km
Other costs	Number	Price	Total	Comments
Renting sound system and podium including transportation	10			This budget contains the costs for renting sound system and podium to be used during the live theatre performance in 10 districts.

6.Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToR. 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.

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 the assessment. External content (e.g. links to websites) will also not be considered.

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English.

Please calculate your financial tender based exactly on the parameters specified in Chapter 5 Quantitative requirements. The contractor is not contractually entitled to use up the days, trips or budgets in full. The number of days, trips and the budgets will be contractually agreed as maximum limits. The specifications for pricing are defined in the price schedule.

7. Submission of the offer

Technical Proposal

• A cover letter expressing your interest in this assignment
• Self-declaration of eligibility for the award
• Company registration certificate
• VAT registration certificate
• Tax clearance certificate
• Technical Proposal (attached template for technical proposal MUST be used)
• Up to date CVs of proposed experts  

Financial offer:

Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs as described in the specification of inputs. The costs must be in RWF and VAT excluded (Price sheet must be used). 

Your EoI has to be submitted in 2 separated emails ONLY to RW_Quotation@giz.de until latest 13.11.2024:

The technical offerhas to be submitted in PDF format and as attachment to the email with the subject: Technical offer 83476382 

The financial offerhas to be submitted in PDF format and as attachment to the email with the subject: Financial offer 83476382 

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/. Offers submitted through any other sharing platform, as google documents or similar will not be considered.

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.