Consultancy for adapting 10 videos on sexual misconduct in the workplace that were produced in Kenya for a Rwandan audience

Reference Number: 83485455

I. General information

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.

Brief information on the project

The project “Promoting Women’s Economic Empowerment in Rwanda” (WEE) was commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) and is being implemented by GIZ Rwanda in cooperation with the Rwanda Ministry of Trade and Industry (MINICOM). The WEE project, launched in January 2024, aims to enhance the economic participation of women in Rwanda. It focuses on two main areas of activity: (1) improving working conditions for women employees and (2) enhancing the positioning of women-led companies in the economic and social environment.  The project’s key success indicators pertain to the creation of good jobs for women, the improvement of working conditions for women, and improved performance of women-owned businesses.

Context

The GIZ WEE project seeks a contractor, who shall adapt 10 videos on sexual misconduct in the workplace that were produced in Kenya for a Rwandan audience, ensuring the content is contextually relevant and accessible in Kinyarwanda.

• GIZ shall hire the contractor for the anticipated contract term, from 28.04.2025 to 30.11.2025
• The contractor shall provide the following works:
• Adaptation of 10 videos
• Creation of a flyer for each video

Details regarding 1) Adaptation of 10 videos:

The contractor is responsible for the adaptation of the following 10 videos on sexual misconduct at the workplace produced by GIZ Kenya and Somalia:

GIZ will provide the videos and English-language subtitles in high-quality editable format to the contractor for adaption purposes.

Adaptation for each video includes the following:

Creation of Kinyarwanda script:

• Creating a relevant Kinyarwanda script, ensuring it matches the video's content while incorporating the Rwandan context
• Replace references that are relevant only to the Kenyan context, substituting them with appropriate Rwandan equivalents or culturally relevant references. This may include references to foods, locations, or other specific terminology.

Creation of Kinyarwanda subtitles:

• The contractor must create subtitles in Kinyarwanda based on the adapted script.
• Subtitles should maintain consistency with the original video's timing and dialogue, ensuring the text is clear, readable, and accurately reflects the meaning of the spoken content.
• The format of subtitles should comply with the relevant standards (e.g., SRT files), ensuring compatibility with video players and platforms.

Dubbing in Kinyarwanda:

• The contractor is tasked with dubbing the videos in Kinyarwanda, following the adapted script and ensuring the dubbed voices align with the original video’s tone, pacing, and intent.
• The dubbing should be professionally done, with attention to audio clarity and voice acting.

Minor updates to video introduction and conclusion: The contractor should update minor details regarding the video as requested by the GIZ WEE project, including:

• Impressum: update the impressum according to guidance by the GIZ WEE project.
• “Need Help?” Section: Update any references in the introduction and conclusion that might be specific to the Kenyan context, replacing them with locally relevant resources, contacts, or services that apply to Rwanda.

Quality assurance and internal revision loops

Before submitting the final video to GIZ for review, the contractor must conduct internal quality assurance checks and revision loops to ensure:

• Accurate Kinyarwanda translations and cultural relevance.
• Consistency in the video’s flow, timing of subtitles, and alignment of dubbed audio.
• The quality of the sound and visual elements is acceptable and free of errors.
• Any necessary adjustments or improvements should be made following the internal review process.

Details regarding 2) Creation of a flyer for each video:

The contractor is required to create a flyer for each video:  

• Each flyer will be 1-2 A4 pages in length.
• It will include a brief summary of the video, a graphic element, and additional content to be defined in consultation with GIZ. GIZ will provide a guidebook in English on the videos, text of which can be used for the flyers.
• Each flyer must be delivered in English and Kinyarwanda, in both PDF and an editable format.

Period of assignment: from 28.04.2025 to 30.11.2025.

II. Requirements on the format of the tender

The bidder is asked to submit a staff concept (see Chapter II.1 below) and a financial bid (see Chapter II.2 below).

 1. Staff concept

1.1.  Consultant:  Pool of experts (Min. 3 and max 5 experts)

1.1.1.  General qualifications

 Education:

• Bachelor’s degree in Translation, Linguistics, Communication, Journalism, or a related field
• Bachelor’s degree or professional certification in Audio Production, Sound Engineering, Multimedia Production, or a related field.
• Bachelor’s degree or professional certification in Video Editing, Multimedia Production, Film Production, or a related field.

Professional Experience:

• 3 years of professional experience in professional translation and editing (Kinyarwanda/English), including 1 year of professional experience in transcription and creating subtitles.
• 5 years of experience in audio visual production, including 1 reference project (videos/films) demonstrating direction of dubbing and voiceovers.
• 5 years of experience in video editing and post-production, including 2 reference projects (videos/films) of at least 5 minutes of published video footage each.
• 3 years of experience in project management for media productions, including quality assurance.

1.1.2. Experience in the region/knowledge of the country

5 years of professional experience in Rwanda

1.1.3.  Language skills

• C2 Kinyarwanda
• C2 English

Explanatory notes on staff concept:

• The qualifications mentioned above correspond to the requirements for achieving the highest number of points in the technical assessment.
• A CV for each proposed expert must be submitted (max 4 pages per CV).
• The bidder must submit a minimum of 3 experts and up to a maximum of 5 experts to meet the above requirements. It is possible for one expert to cover multiple criteria. The tenderer must assign all the proposed experts to the required qualifications and clearly present them in a separate table preceding the CVs.
• For the evaluation of the reference projects mentioned under professional experience below, the bidder must provide access to videos/films that evidence the capability of the proposed experts via a web link.
• Voice actors should not be proposed as part of the staff concept. Cost of voice actors must only be included in the financial bid (see Chapter II.2. below).
• Given the subject matter of the videos, when selecting personnel, the contractor is asked to ensure that the team is well-balanced with respect to gender.

2. Financial bid

Since the contract to be concluded is a contract for work, we would ask you to offer your services at a fixed lump sum price, including an itemized breakdown of all the relevant costs (e.g. experts’ time under Chapter II.1., hiring of voice actors, depreciation/hiring of equipment, renting of studio space, communication costs, etc.).

The assessment of the financial bid is based on the lump sum price tendered, which must be realistic for the services to be rendered. In the contract itself, the budgets will be contractually agreed as maximum amounts.

III. Submission of the offer

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until latest 27.05.2025:

The technical offer has to be submitted in PDF format and as attachment to the email with the subject: 83485455-Technical offer.  Technical Proposal must include the following documents:

• A cover letter expressing your interest in this assignment
• Administrative documents: Company registration certificate (RDB), VAT registration certificate, Tax clearance certificate
• Self-declaration of eligibility for the award
• Up to date CVs of proposed experts 

The financial offer has to be submitted in PDF format and as attachment to the email with the subject: 83485455-Financial offer. The costs must be in RWF and VAT excluded (Price sheet must be used).

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/, as indicated. The subject of recipient notification must be edited with the subject “83485455-Technical/Financial offer“ and the notification message must include the password to access the files.

Offers submitted through any other sharing platform, as google documents or similar will not be considered.

Without the subject mentioned, your offer may not be considered

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.

Annex:

• Annex 1 - Eligibility assessment grid
• Annex 2 - Self-declaration of eligibility
• Annex 3 - Technical assessment grid
• Annex 4 - Price sheet