Expression of Interest (EOI) for Consultancy for the Design and Implementation of an E-waste Awareness Campaign in Kigali

Expression of Interest (EoI)

Consultancy for the design and implementation of an e-waste awareness campaign in Kigali

Reference Number: 83478287

Date of Publication: 20.11.2024

1. Background

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.

Digital Transformation Center Rwanda

The Digital Cluster is a Rwandan-German initiative to develop impact-driven digital solutions at regional and continental levels in Africa. Therefore, it not only provides advisory services and training for government institutions and local tech companies but also a modern space to boost creativity and collaboration.

The Digital Transformation Center is a space dedicated to delivering impact-driven digital solutions, developing the capacities of the local innovation ecosystem, and replicating and scaling up digital solutions at the regional and continental levels. The implementation of innovation at the Digital Transformation Center is in collaboration with the Ministry of ICT’s implementing agency, the Rwanda Information Society Authority (RISA). The Digital Transformation Center supports both the public and the private sectors in transferring knowledge and skills and developing organizational, structural, and technological capacities.

About the Smart City hub

The Smart City Hub is a program championed by the Ministry of ICT & Innovation, focusing on coordinating initiatives under the Smart City umbrella in Rwanda found at the Digital Transformation Center. The Hub is a one-stop-shop where actors in the smart city ecosystem (public, private and development) can collaborate to empower the digitalization of SMEs, co-design solutions that aim to address urbanisation challenges for improved urban service delivery and quality of lives through technology and innovation.

The overall aim of the Smart City Hub is to provide value-adding services to ecosystem actors (SMEs, cities, the private sector, etc) through;

Creating a demand-driven agenda where ecosystem actors are engaged through various initiatives to inform on the top priority activities.
Becoming the source of research, knowledge and connections through sharing information, leveraging networks and match making opportunities.
Supporting solutions that address the smart city initiatives from the pooled demand.

About Enviroserve

Enviroserve Rwanda Green Park (ERGP) is a private company dedicated to waste recycling, green growth, and the circular economy. As a subsidiary of Enviroserve Dubai, an ISO, OSHA certified company with over 20 years of experience in operating the world’s largest electronic and specialized recycling facility, Enviroserve is pioneering waste management in East Africa and operates the region’s only state-of the-art waste recycling facility. Through a Public Private Partnership with the Rwanda Green Fund and the Ministry of Trade and Industry, the facility is protecting millions from the hazardous threat of waste, providing peace of mind to consumers across the region through the proper and environmentally friendly management of waste. Through a track record, Enviroserve is a leading player in the field of plastic waste collection and recycling in Rwanda and is committed to fostering sustainable environmental practices and contributing to a circular economy. Established in 2018, Enviroserve has emerged as a trailblazer in the recycling industry, providing innovative solutions for the responsible disposal and transformation of E-waste and plastic waste. Enviroserve provides a range of professional services at our current main facilities in Rwanda. Operating the waste recycling facility located in Bugesera industrial Park, we offer services specific to environmentally friendly waste management, including; Specialized waste management including plastics, Electronic Waste and Plastic waste Collection, Battery Collection and Recycling, Data Destruction, Professional Repair and Refurbishment and Electronic Waste Dismantling and Recycling.

An introduction to E-Waste

Millions of electronic and electrical devices are discarded yearly as they break or become outdated. These discarded devices, known as e-waste, pose significant threats to both the environment and human health if not properly treated, disposed of, or recycled. Common e-waste items include computers, mobile phones, large household appliances, and even medical equipment. Annually, millions of tonnes of e-waste are either improperly recycled, stored in homes and warehouses, dumped, exported, or processed under unsafe conditions. When inferior recycling methods are used, e-waste can release up to 1,000 different chemical substances into the environment, including harmful neurotoxins like lead. Pregnant women and children are especially vulnerable due to their unique exposure pathways and developmental stages. According to the International Labour Organization (ILO), approximately 16.5 million children were employed in the industrial sector in 2020, with waste processing being a key subsector.

According to the World Health Organization (WHO), electronic waste (e-waste) is the fastest-growing solid waste stream globally, increasing three times faster than the world’s population. In 2019, less than a quarter of the e-waste generated worldwide was formally recycled, despite containing valuable and limited resources that could be recovered through proper recycling processes¹. E-waste has thus become a significant source of income for individuals and even communities. However, people in low- and middle-income countries (LMICs), particularly children, face the greatest risks from e-waste due to inadequate regulations, poor recycling infrastructure, and lack of proper training. Although international regulations aim to control the movement of e-waste between countries, the illegal transboundary transfer of e-waste to LMICs persists. E-waste is classified as hazardous waste because it contains toxic substances or can produce harmful chemicals when improperly treated. Many of these toxic materials, such as dioxins, lead, and mercury, are among the top 10 chemicals of public health concern. Poor e-waste recycling practices pose serious risks to public health and safety.

Electrical and electronic devices contain a variety of toxic substances. While these substances typically remain contained during the use of the products, they can be released into the environment when the devices become waste and are handled through unsafe practices. At e-waste sites, several hazardous methods have been observed, including; Scavenging, dumping in land or water, disposing of e-waste in landfills with regular waste, open burning or heating, acid baths or acid leaching, stripping and shredding plastic coatings and manual disassembly of equipment.

These activities harm both to the environment and human health, as they release toxic pollutants that contaminate the air, soil, dust, and water at recycling sites and nearby communities. Burning or heating is especially dangerous due to the release of toxic fumes. Once pollutants from e-waste enter the environment, they can spread over long distances, exposing people far from the source to harmful substances.

Despite the growing e-waste problem, many people need to learn how to dispose of their electronics properly. There is a lack of public understanding regarding but not limited to;

The dangers of improper e-waste disposal.
The availability of recycling centres or take-back programs.
There are environmental and economic benefits to recycling e-waste. Raising awareness can promote responsible consumption, encourage individuals and businesses to recycle old electronics, and pressure governments to improve e-waste management systems.

Context

The Smart City Hub, in partnership with GIZ’s Digital Transformation Center and Enviroserve, are working together to demystify e-waste in Rwanda, create awareness of its environmental hazards, and increase the capacity of Enviroserve in e-waste collection and proper disposal in Rwanda.

The objective of this assignment

The main objectives of this assignment are as follows:

Educate the Public on E-Waste and Its Dangers: This raises awareness about what constitutes e-waste and its harmful effects on the environment and human health if not properly managed. Further, this highlights the toxic materials in e-waste, such as lead, mercury, and dioxins, and their impact on air, soil, and water pollution.
Promote Responsible E-Waste Disposal: This is to encourage proper e-waste disposal practices by informing the public about the availability and importance of certified e-waste recycling centres and discourage unsafe disposal methods like dumping, burning, or improper recycling.
Highlight the Importance of Corporate Responsibility by urging businesses, especially electronics manufacturers, to implement take-back programs, eco-friendly designs, and sustainable end-of-life practices for their products. Further, this can foster partnerships between companies and recycling organizations to streamline e-waste management.
Protect Vulnerable Communities from E-Waste Hazards: Raise awareness of the disproportionate impact of e-waste on low—and middle-income and marginalized communities in Rwanda by advocating for the protection of vulnerable groups, such as children and pregnant women, who are most affected by unsafe e-waste practices.
Inspire Community Action and Participation: Mobilize communities to participate in e-waste collection drives, clean-up events, and awareness workshops in Kigali and, later, throughout Rwanda.
Inspire community champions that foster a culture of environmental stewardship by encouraging individuals and organizations to take active roles in reducing e-waste or properly disposing of the e-waste.

These objectives aim to ensure that the cities actively engage stakeholders to effectively drive behavioural change, improve e-waste management, and contribute to a healthier societal environment.

Scope of work

Tasks to be performed by the contractor.

Work Package 1: Campaign Planning and Strategy

Tasks:

Conduct initial stakeholder consultations (Enviroserve and partners).
Identify key campaign goals (Demystifying e-waste, Partnership creation and roadshow).
Define target audience (households, businesses, schools, etc.).
Conduct consultations with target audience.
Establish key performance indicators (KPIs).
Develop a detailed work plan with timelines.

Deliverable:

Comprehensive Campaign strategy

Work package 2: Digital Marketing Campaign for E-Waste Awareness

Work Package 2: This work package is focused on digital marketing for an e-waste awareness in Rwanda. The campaign’s goal is to demystify e-waste, raise awareness, and encourage responsible e-waste management.

Work Package: Digital Marketing Campaign for E-Waste Awareness

Objective

To design, implement, and assess a digital marketing campaign that educates residents in Rwanda on the importance of responsible e-waste disposal, aiming to demystify the concept of e-waste and promote sustainable practices.

Duration: 4 months from contract start date to end

Task Breakdown

Campaign Planning & Strategy

Task 1.1: Conduct a baseline survey to understand the current level of awareness about e-waste.

Deliverable: Baseline survey report
Duration: 2 weeks from contract start date

Task 1.2: Develop a digital marketing strategy tailored for the demographic and social media usage patterns of each district.

Deliverable: Digital marketing action plan.
Duration: 1 week from contract start date

Task 1.3: Define key performance indicators (KPIs) and metrics to measure campaign success (e.g., reach, engagement, and behavior change).

Deliverable: Campaign success measurement framework
Duration: 3 days from contract start date

Content Creation

Task 2.1: Develop a content calendar including themes like “What is e-Waste?”, “Environmental and Health Impacts,” and “How to Dispose of e-Waste Responsibly.” Etc.

Deliverable: Content calendar
Duration: 1 week from contract start date

Task 2.2: Create educational and engaging multimedia content, for example (more ideas are an added advantage):

Videos (short, impactful videos explaining e-waste, disposal methods, and drop-off locations)
Infographics (visual data on e-waste impacts)
Posts (facts, tips, and myth-busting about e-waste)
Deliverable: Content assets (videos, graphics, and posts)
Duration: 3 weeks from contract start date

Digital Platform Management

Task 3.1: Set up and manage social media pages and handles for the campaign (Facebook, Twitter, Instagram, and WhatsApp groups).

Deliverable: Active campaign social media channels
Duration: 3 days from contract start date

Task 3.2: Develop and launch a campaign landing page with resources on e-waste, disposal points, FAQs, and contact information.

Deliverable: Campaign landing page
Duration: 2 weeks from contract start date

Community Engagement

Task 4.1: Implement district-specific social media ads to target residents in Gasabo, Kicukiro, and Nyarugenge.

Deliverable: Targeted ad campaigns
Duration: 2 months from contract start date

Task 4.2: Partner with local influencers, community leaders, and environmental advocates to promote the campaign.

Deliverable: Influencer and community endorsements
Duration: Ongoing (3 months)

Task 4.3: Set up and facilitate virtual discussions, Q&A sessions, and webinars focused on e-waste education and disposal options.

Deliverable: Online event recordings and engagement summaries
Duration: Monthly sessions (3 sessions total)

Monitoring and Reporting

Task 5.1: Track and analyze engagement on all digital platforms, monitor KPIs, and adjust strategy as needed.

Deliverable: Monthly monitoring reports
Duration: Ongoing (monthly)

Task 5.2: Conduct a post-campaign survey to assess knowledge change and behavioral intent regarding e-waste disposal.

Deliverable: Post-campaign survey report
Duration: Final week from contract start date

Task 5.3: Compile a final campaign report detailing achievements, challenges, and recommendations for future campaigns.

Deliverable: Final campaign report
Duration: 1-week post-campaign

Resource Requirements

Human Resources: Social media manager, content creators, web developer, data analyst, and campaign coordinator
Technical Resources: Graphic design tools, video editing software, survey tools, social media advertising budget, and analytics software

This work package provides a comprehensive plan to reach and educate residents in each district effectively through targeted, engaging digital content and platforms.

Work package 3: Partnership Development with Businesses for E-Waste Collection

This work package is focused on establishing partnerships with businesses in the three Kigali districts (Gasabo, Kicukiro, and Nyarugenge) to facilitate e-waste collection.

Work Package: Partnership Development with Businesses for E-Waste Collection

Objective

To create strategic partnerships with businesses in Gasabo, Kicukiro, and Nyarugenge districts that generate significant amounts of e-waste, encouraging their participation in an e-waste collection initiative for proper disposal and recycling.

Duration: 4 months from contract start date

Task Breakdown

Partnership Strategy and Planning

Task 1.1: Identify target sectors that generate high volumes of e-waste, such as electronics retailers, IT companies, repair shops, telecom providers, and educational institutions.

Deliverable: List of target sectors and specific businesses
Duration: 2 weeks from contract start date

Task 1.2: Develop an engagement strategy that includes partnership benefits (e.g., brand visibility in environmental initiatives, waste certification, reduced disposal costs) and an overview of e-waste collection services.

Deliverable: Partnership engagement strategy document

Duration: 1 week from contract start date

Task 1.3: Design partnership tiers (e.g., gold, silver, and bronze) offering varying levels of commitment and benefits based on e-waste volume.

Deliverable: Partnership tier structure
Duration: 1 week from contract start date

Outreach and Initial Contact

Task 2.1: Create outreach materials, including presentations, brochures, and digital content explaining the benefits of responsible e-waste disposal and partnership opportunities.

Deliverable: Outreach material package
Duration: 2 weeks from contract start date

Task 2.2: Conduct outreach to prospective businesses via email, phone, and in-person visits in each district to introduce the e-waste collection initiative and gauge interest.

Deliverable: Contact log with business response summaries
Duration: 1 month from contract start date

Partnership Formalization and Onboarding

Task 3.1: Host district-based informational sessions and workshops with businesses to educate them on e-waste management and the benefits of participation.

Deliverable:Workshop and session reports with attendance and feedback summaries
Duration: 3 sessions per month for 3 months from contract start date

Task 3.2: Develop and execute Memoranda of Understanding (MOUs) or partnership agreements outlining each partner’s roles, responsibilities, and commitments.

Deliverable: Signed MOUs and partnership agreements
Duration: Ongoing as partnerships are established (approx. 3 months)from contract start date

Task 3.3: Onboard partner businesses by providing them with collection bins, schedules, and clear guidelines on e-waste sorting and handling.

Deliverable: Partner onboarding kit and collection schedule
Duration: Ongoing (as partnerships are signed)from contract start date

Implementation and Collection Logistics

Task 4.1: Coordinate with the e-waste collection company to create a regular collection schedule, addressing business-specific needs (e.g., high-peak collection days or large storage requirements).

Deliverable: Customized collection schedules for each business partner
Duration: 1 monthfrom contract start date from contract start date

Task 4.2: Set up a hotline or dedicated contact for partner businesses to handle collection requests, troubleshoot issues, and provide additional support.

Deliverable: Operational support hotline and troubleshooting protocol
Duration: Continuous from contract start date to contract end date

Monitoring, Reporting, and Relationship Management

Task 5.1: Track collected e-waste volumes from each partner, ensuring targets are met and partners are recognized based on their commitment levels.

Deliverable: Monthly e-waste collection and tracking report
Duration: Ongoing (monthly) for 3 months from contract start date

Task 5.2: Conduct weekly check-ins with partner businesses to gather feedback, address concerns, and reinforce commitment to the partnership.

Deliverable: Quarterly feedback reports
Duration: Every week for 3 months from contract start date

Task 5.3: Provide regular updates to partners on the impact of their contributions, including environmental and community benefits, and recognize top contributors publicly.

Deliverable: Partner impact report and recognition materials

Duration: 1 week from contract start date

Task 1.3: Design partnership tiers (e.g., gold, silver, and bronze) offering varying levels of commitment and benefits based on e-waste volume.

Deliverable: Partnership tier structure
Duration: 1 week from contract start date

Outreach and Initial Contact

Task 2.1: Create outreach materials, including presentations, brochures, and digital content explaining the benefits of responsible e-waste disposal and partnership opportunities.

Deliverable: Outreach material package
Duration: 2 weeks from contract start date

Task 2.2: Conduct outreach to prospective businesses via email, phone, and in-person visits in each district to introduce the e-waste collection initiative and gauge interest.

Deliverable: Contact log with business response summaries
Duration: 1 month from contract start date

Partnership Formalization and Onboarding

Task 3.1: Host district-based informational sessions and workshops with businesses to educate them on e-waste management and the benefits of participation.

Deliverable:Workshop and session reports with attendance and feedback summaries
Duration: 3 sessions per month for 3 months from contract start date

Task 3.2: Develop and execute Memoranda of Understanding (MOUs) or partnership agreements outlining each partner’s roles, responsibilities, and commitments.

Deliverable: Signed MOUs and partnership agreements
Duration: Ongoing as partnerships are established (approx. 3 months)from contract start date

Task 3.3: Onboard partner businesses by providing them with collection bins, schedules, and clear guidelines on e-waste sorting and handling.

Deliverable: Partner onboarding kit and collection schedule
Duration: Ongoing (as partnerships are signed)from contract start date

Implementation and Collection Logistics

Deliverable: Customized collection schedules for each business partner
Duration: 1 monthfrom contract start date from contract start date

Task 4.2: Set up a hotline or dedicated contact for partner businesses to handle collection requests, troubleshoot issues, and provide additional support.

Deliverable: Operational support hotline and troubleshooting protocol
Duration: Continuous from contract start date to contract end date

Monitoring, Reporting, and Relationship Management

Task 5.1: Track collected e-waste volumes from each partner, ensuring targets are met and partners are recognized based on their commitment levels.

Deliverable: Monthly e-waste collection and tracking report
Duration: Ongoing (monthly) for 3 months from contract start date

Task 5.2: Conduct weekly check-ins with partner businesses to gather feedback, address concerns, and reinforce commitment to the partnership.

Deliverable: Quarterly feedback reports
Duration: Every week for 3 months from contract start date

Task 5.3: Provide regular updates to partners on the impact of their contributions, including environmental and community benefits, and recognize top contributors publicly.

Deliverable: Partner impact report and recognition materials

Duration: Every month for 3 months from contract start date

Post-Campaign Review and Partnership Renewal

Task 6.1: Conduct a comprehensive review of the partnership program, analyzing successes, challenges, and potential improvements for future collaborations.

Deliverable: Post-campaign review report
Duration: Final monthfrom contract start date

Task 6.2: Initiate discussions with each business for partnership renewal, adjustments, or new commitments, based on the results of the initial campaign.

Deliverable: Renewal agreements or new partnership adjustments
Duration: Final month from contract start date

Resource Requirements

Human Resources: Partnership coordinator, communications specialist, legal support for agreements, customer service representative for support hotline
Technical Resources: Collection bins, transportation and logistics support, e-waste tracking software, promotional materials

This work package establishes a roadmap for forming productive partnerships with e-waste-generating businesses, emphasizing sustainable and mutually beneficial e-waste management practices

Work Package 4: Roadshow

Tasks:

Organise one roadshow event per district of Kigali (Kicukiro, Gasabo and Nyarugenge). For each district, we expect the following tasks.

Keep track of attendance metrics
Distribute promotional material
Organize Branded rig truck, with Master of Ceremony (MC)
Arrange PA sound system
Hire dancers and a DJ
Set up a Big screen for promotional content
Rent a tent and chairs
Acquire pull up banners with wide base and Tear drops (2 each)
Obtain necessary permissions, arrange security and hygiene facilities from the district.

Deliverables:

3 Successful roadshow events, 1 for Kicukiro, 1 for Gasabo and 1 for Nyarugenge.
Duration: Month 4 of the campaign from contract start date

Certain milestones, as laid out in the table below, are to be achieved by certain dates effective from contract signing:

Work packages	Deliverable
Work package 1: Campaign Planning and Strategy	Comprehensive Campaign strategy
Work package 2: Digital Marketing demystifying e-waste	Successful Campaign for demystification of e-waste with at least 2 million Rwandans reached online.
Work package 3: Partnership Development with Businesses for E-Waste Collection	Creation of several partnerships (at least 30 MoUs ) to enable e-waste collection.
Work package 4: Roadshow	3 Successful roadshow events, 1 for Kicukiro, 1 for Gasabo and 1 for Nyarugenge.

The selected contractor must complete the project within two months of contract signing.

Period of assignment: from December 2024 until March 2025.

GIZ owns all intellectual property rights, the complete platform and database content, and all work performed under this assignment’s service contract.

3. Concept

In the bid, the bidder is required to show how the objectives defined in this tender are to be achieved, if applicable, under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the project management system for service provision.

Technical-methodological concept

Strategy:

The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender.
Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible

Processes

The bidder is required to describe the key processes for the services for which it is responsible. In particular, the bidder is required to describe the necessary work steps.

Project management

Project management of the contractor

The bidder is required to explain its approach to coordination with the GIZ project. GIZ will provide one contact person for the contractor. The explanations of the bidder shall consider the following minimum standards to be met by the contractor:

The provision of at least one contact person for GIZ
The existence of substitution management
Daily availability by phone (on workdays)
The response to emails within 24 hours
Weekly availability for a physical or virtual meeting
Weekly progress reporting (verbal or written)
The submission of quality-assured deliverables at least three workdays before the approval is due to be made (all deliverables need approval from GIZ)
The selection, preparation, training and steering of the experts assigned to perform the advisory tasks.
The management of costs and expenditures, accounting processes, and invoices is in accordance with GIZ's requirements.

4. Personnel Concept

The bidder is required to provide personnel who are suited to filling the positions described, based on their CVs, the range of tasks involved and the required qualifications.

The qualifications below represent the requirements to reach the maximum number of points.

Key account manager

Qualifications required.

Education/training (2.1.1): University qualification (bachelor’s or equivalent): Marketing, Communications, Public relations, Business Administration or related field
Language (2.1.2): Good business language skills in English
General professional experience (2.1.3): 5+ years of proven professional experience in developing, implementing, and managing large-scale awareness or advocacy campaigns.
Specific professional experience (2.1.4): 3+ years of in recording of using data-driven methodologies to measure campaign effectiveness, including KPIs (Key Performance Indicators) such as reach, engagement, behavior change, and awareness.
Leadership/management experience (2.1.5): 3+ years of management / leadership experience as project team leader or manager in a company
Expert 2: Communication strategist

Qualifications required.

Education/training (2.2.1): University qualification (master’s or equivalent): Journalism, Marketing, Advertising, Communication, Public Relations or related field
Language (2.2.2): Good business language skills in English
General professional experience (2.2.3): 5+ years of professional professional writing, preferably in marketing, advertising, or digital media. Experience with creating content for different platforms (web, social media and print)
Specific professional experience (2.2.4): 3+ years of Proven ability to write for different audiences and formats, including short-form (ads, headlines) and long-form content (articles, brochures).
Regional experience (2.2.6): 3+ yearsof experience in projects in (region): East African Region, of which at least 3 of them executed in projects in (country): Rwanda
Expert 3: Below the line (BTL) Specialist

Qualifications required.

Education/training (2.3.1): University qualification (bachelor’s or equivalent): Journalism, Media studies, Creative writing, Publishing, Mass Communication, Literature or related field
Language (2.3.2): Good business language skills in English
General professional experience (2.3.3): 5+ years of editing a variety of content formats, including articles, reports, books, marketing materials, and online content. Hands-on work with content management systems (CMS) and digital publishing platforms.
Specific professional experience (2.3.4): 3+ years of Proven experience in a related field (such as journalism, content creation, or writing).
Regional experience (2.3.6): 3+ yearsof experience in projects in (region): East African Region, of which at least 3 of them executed in projects in (country): Rwanda

Expert 4: Digital Marketing Specialist

Qualifications required.

Education/training (2.4.1): University qualification (bachelor’s or equivalent): Marketing, Digital Marketing, Communications, Public Relations, Business Administration, Advertising or related field.
Language (2.4.2): Good business language skills in English
General professional experience (2.4.3): 5+ years of experience managing social media accounts, creating content, or working with digital tools such as content management systems (CMS) and social media platforms (e.g., Facebook, Instagram, LinkedIn and X).
Specific professional experience (2.4.4): 3+ years of proven experience working in digital marketing, with a proven track record of successful online campaigns and strategies. Managing paid and organic campaigns, including SEO, SEM, and email marketing.
N/A
Regional experience (2.4.6): 3+ yearsof experience in projects in (region): East African Region, of which at least 3 of them executed in projects in (country): Rwanda
Expert 5: Public Relations Specialist

Qualifications required.

Education/training (2.5.1): University qualification (bachelor’s or equivalent): Journalism, Public Relations, Communication, Marketing, Business Administration or related field.
General professional experience (2.5.3):
Specific professional experience (2.5.4): 3+ years of proven experience working with different types of media (traditional, digital, social media) and creating content for press releases, media kits, speeches, and newsletters.
Regional experience (2.5.6): 3+ yearsof experience in projects in (region): East African Region, of which at least 3 of them executed in projects in (country): Rwanda
Expert 6: Creative director

Qualifications required.

Education/training (2.6.1): University qualification (bachelor’s or equivalent): (Visual) communication, graphic design or similar
Language (2.6.2): Good business language skills in English
General professional experience (2.6.3): 4+years of experience in communication /media
Specific professional experience (2.6.4): 3 years of experience in political communication and/or communication in the national context projects
Regional experience (2.6.6): 3+ yearsof experience in projects in (region): East African Region, of which at least 3 of them executed in projects in (country): Rwanda

5.Costing requirements

Specification of inputs

	Fee days		Number of experts		Number of days per expert	Total			Comments
	Key account manager		1		80	80
	Communication strategist		1		80	80
	BTL Specialist		1		80	80
	Digital and social media Marketing Specialist		1		80	80
	Public Relations Specialist		1		80	80
	Creative director		1		80	80

	Other costs		Number		Price	Total			Comments
Other costs Roadshows in 3 districts (Kicukiro, Gasabo, Nyarugenge)		3		7,300,000 RWF			21,900,000 RWF	The budget contains the following costs . Organise one roadshow event per district of Kigali (Kicukiro, Gasabo and Nyarugenge). For each district, we expect the following tasks. Keep track of attendance metrics Distribute promotional material Organize a Branded rig truck with the Master of Ceremony (MC) Arrange PA sound system Hire dancers and a DJ Set up a big screen for promotional content Rent a tent and chairs Acquire pull-up banners with wide bases and Teardrops (2 each) Obtain necessary permissions and arrange security and hygiene facilities from the district.

The bidder is required to calculate their financial tender based exactly on the parameters specified in the inputs. The contractor is not contractually entitled to use up the days or budget in full. The number of days and the budget will be contractually agreed as maximum limits.

The bidder must also provide an estimation of the quantity of web tools, plugins, SSL certificates, and any additional tools necessary to fulfil the project requirements outlined in the inputs.

6. Requirements on the format of the bid

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, workshops or budgets in full. The number of days, trips and workshops 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 (RDB)
VAT registration certificate
Tax clearance certificate
Technical Proposal (attached template for technical proposal MUST be used)
Up to date CVs of proposed experts

8.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 to RW_Quotation@giz.de until latest 03.12.2024:

The technical offerhas to be submitted in PDF format and as attachment to the email with the subject: Technical offer 83478287 (reference number)
The financial offerhas to be submitted in PDF format and as attachment to the email with the subject: Financial offer 83478287 (reference number)