CALL FOR PROPOSALS PLAN/ FY27/10/001
Terms of Reference (ToR) for the Consultancy to Develop Adolescent Health Audio-Visual Materials for the National ASRH Programme
1. Background
The National Adolescent Sexual and Reproductive Health (ASRH) Programme aims to improve adolescents’ knowledge, access to quality services, and adoption of positive health behaviors. To support national training, awareness creation, and behavior change communication, there is a need for high-quality, youth-friendly, culturally appropriate, and inclusive Adolescent Health (AH) audio-visual materials. These materials will be aligned with national policies and guidelines and used by the Rwanda Biomedical Center (RBC), implementing partners, and other stakeholders.
2. Purpose of the Consultancy
The purpose of this consultancy is to develop technically accurate, engaging, and validated adolescent health audio-visual materials to support national ASRH training, communication, and community engagement activities.
3. Scope of Work
Under the overall coordination of the Rwanda Biomedical Center and with procurement and financial management by Plan International Rwanda, the consultant will undertake the following tasks:
A. Script Development
- Develop clear, youth-friendly, and gender-responsive scripts covering priority adolescent health and Sexual Reproductive Health Rights (SRHR) topics.
- Ensure alignment with national Adolescent Sexual Reproductive Health (ASRH) policies, standards, and cultural context.
B. Script Review and Validation Workshop
- Organize and facilitate a script review workshop with approximately 15 ASRH/SRHR experts, including youth representatives, for 3 days.
- Revise and finalise scripts based on consolidated feedback.
C. Production of Audio-Visual Materials
- Produce audio-visual sketches based on validated scripts, including casting, filming, voice recording, editing, and post-production.
- Ensure professional quality suitable for training, community outreach, and digital dissemination.
D. Validation of Final Materials
- Organize a One-day validation meeting to review produced materials for 20 people, including ASRH technical working group and the communication team.
- Integrate final comments and submit approved materials to RBC.
4. Key Deliverables
The quality, accuracy, age appropriateness, cultural sensitivity, language suitability, and inclusiveness of the materials will be reviewed and validated by RBC in collaboration with ASRH TWG members and communication team.
The content package should comprehensively address adolescent SRHR topics relevant to adolescents and young people in all their diversity, including: - Relationships - Values, rights, and sexuality - Gender and power - Violence prevention and staying safe - Human body and adolescent development - Sexuality and sexual behavior - Sexual and reproductive health
Content should be illustrated through short sketches and role plays.
Expected Deliverables:
| Deliverable | Format | Details |
|---|---|---|
| Draft scripts | MS Word | Scripts divided into short sketches/role plays, including topic, objective, target audience, and key messages. Submitted to RBC for review. |
| Script review workshop report and final scripts | MS Word | Report of technical inputs from ASRH TWG and revised, validated scripts. |
| Draft audio-visual materials | Video files | Draft videos produced from validated scripts and submitted to RBC for review. |
| Final audio-visual materials | Video files (soft copy + 2 CDs) | Finalized videos incorporating RBC feedback. One copy for Plan International and one for RBC. |
| Final consultancy report | MS Word | Summary of process, outputs, lessons learned, and final deliverables. |
5. Duration and Timeline
The consultancy will be implemented within 45 working days from the date of contract signature, based on an agreed work plan.
| Activity | Timeline | Working Days | Responsible | Key Participants |
|---|---|---|---|---|
| Tendering process | 15–28 October 2026 | 14 days | Plan International Rwanda | Plan International Rwanda |
| Background checks and contracting | 29/09–04 November 2026 | 5 days | Plan International Rwanda | Plan International Rwanda, RBC, Consultant |
| Inception meeting (shared understanding of scope, roles, and expectations) | 05 November 2026 | 1 day | Rwanda Biomedical Center (RBC) | RBC, Plan International Rwanda, Consultant |
| Script development and submission | 06–16 November 2026 | 10 days | Consultant | Consultant, RBC |
| Collection and incorporation of feedback; final script submission | 17–30 November 2026 | 12 days | Consultant | Consultant, RBC |
| Video preparation, production, and submission of draft materials | 01–18 December 2026 | 15 days | Consultant | Consultant, RBC |
| Addressing RBC comments and submission of final audio-visual materials | 21–31 December 2026 | 8 days | Consultant | Consultant |
7. Payment Schedule
Payments will be made by Plan International Rwanda in two instalments, subject to RBC approval of key milestones:
- 30% Inception report (details on how the assignment will be done)
- 40% upon approval of the final scripts
- 30% upon the approval audio visual materials and submission of the final report
The total contract amount is inclusive of all taxes and costs. The consultant is responsible for all statutory obligations, production costs, travel, workshops, and any other related expenses.
8. Consultant Qualifications
The consultant or firm should demonstrate:
- At least 5 years of demonstrated experience in developing and writing scripts for films, videos, or audio-visual content targeting adolescents and young people.
- Demonstrated experience in casting, directing, and working with adolescent and/or youth actors in the production of films or video content for young audiences.
- Submission of at least 3 relevant, high-quality video/film productions previously developed, preferably on adolescent health, sexual and reproductive health and rights (SRHR), or related youth issues, for assessment of the quality and relevance of the work.
- Experience facilitating technical review and validation workshops.
9. Proposal Submission Requirements
Interested applicants should submit the following documents:
- Provision of three recent completion certificates of similar assignments with video links attached.
- Experience of 5 years.
- Copy of RDB and VAT certificates
- Valid RRA Tax clearance and RSSB contribution clearance
- Cover letter expressing interest, Understanding of the ToR (maximum 2 pages) Proposed methodology and work plan (including timeline/Gantt chart) , Profile of the consultant/firm and key personnel - At least three certificates of similar assignments with links attached.
- Itemized consultant fees - Itemized workshop costs - Itemized production costs
- Experience of 5 years.
Interested and qualified consultants should submit their offers in a sealed envelope, clearly marked “Consultancy to Develop Adolescent Health Audio-Visual Materials for the National ASRH Programme” in two hard copies (one original and 1 copy) at the reception of Plan International Rwanda – Kigali Country Office (Kacyiru), no later than 2:00 p.m. on 28th October 2026.
Submissions should be addressed to:
The Chairperson -Tender Panel
Plan International Inc. Rwanda
Golden Plaza Building, Floor # 4, KG 456 St
P.O. Box 6211, Kigali, Rwanda.
Done at Kigali on 15th October 2026