Tender N°: 002/RWVCA/2025

Tender Title: Request for the Services to Develop a Communication Strategy for RWVCA

Background:

Rwanda Wood Value Chain Association (RWVCA) is a membership-based association created by private companies and cooperatives operating in the six platforms composing Wood Value Chain. RWVCA is mandated in support the members’ business under the Made in Rwanda brand to be competitive to the local, regional, and international markets. RWVCA constitutional laws were approved and published in the Official Gazette n° 31 of 12/10/2020.

The mission of RWVCA is to enhance collaboration among key stakeholders in the wood sector to collectively find solutions to the challenges that arise in the wood sector. To achieve this, efficient and persistent communication is needed among the board of RWVCA, the members, the employees, stakeholders and other key players in the wood sector.

The need for a wide ranging and well-defined communication strategy arises with the growing complexity of RWVCA and its business landscape. Communication methods and channels between the different levels (The board of RWVCA, members, employees, stakeholders and other key players in the wood sector) have to be adapted to the growing size and diversity of needs.

In today's fast-paced and interconnected world, a well-crafted communication strategy is essential for business membership organization of all sizes to thrive and achieve their objectives, including:

• Enhanced brand reputation:build a strong brand image and reputation, making the company more appealing to customers, partners, and investors (Brand reputation)
• Increased market share:reach new customers, promote products and services, and ultimately increase market share.
• Improved stakeholder engagement:engage and exchange efficiently with stakeholders, including employees, customers, investors, and the community, fostering trust and loyalty.
• Supports organizational change:managing change within an organization, keeping employees informed and engaged throughout the process.
• Reduced risk:mitigate risks by proactively addressing potential issues and building strong relationships with stakeholders.

Objective of the assignment:

The objective of the assignment is to develop a well-structured and comprehensive communication strategy for RWVCA. This strategy will encompass recommendations, communication tools and materials, along with its implementation and priority plan, to ensure consistent messaging.

The goal/outcome is to enhance visibility of RWVCA and its members' products and services, as well as to enhance brand reputation and awareness, thus build positive relationships and engagement with and among stakeholders including members, government agencies, DPs, Others BMOs ensure that the brand is recognized and remembered and that the market is increased

Thus, the assignment will come up with a communication strategy aimed, among others, at enhancing RWVCA’s visibility through “Brand awareness” - ensuring that the brand is recognized and remembered, and “Market visibility” – the visibility of RWVCA’s products and services to potential customers, both of which heavily depend on the organization’s effective communication strategy.

Scope of Work: Under the direct supervision of the Project Coordinator of RWVCA, the Consultant/Firm will undertake the following tasks:

• Communication Audit:Conduct a thorough analysis of the organization's current communication channels, materials, structure, procedures and practices. In addition, identify strengths, weaknesses, opportunities, and threats (SWOT) related to communication.
• Target Audience Identification:Identify and profile key target audiences, both internal and external.
• Key Message Development:Develop clear, concise, and compelling key messages aligned with the organization's strategic vision, mission and goals.
• Communication Channel Selection:Recommend the most effective communication channels, digitalization, and tactics to reach target audiences.
• Communication material:The Consultant/Firm is responsible for creating, presenting, and advising RWVCA on the necessary communication tools and materials for implementing the communication strategy. Additionally, the Consultant will ensure the delivery of samples for all proposed materials and tools to RWVCA.
• Communication Plan Development:Create a detailed communication plan outlining strategies, tactics, timelines, and budgets.
• Consultative and validation meetings:Prepare and present content for a half-day-kick-off meeting and a mid-term consultation meeting with RWVCA. Additionally, prepare and present content to members and stakeholders.
• Crisis Communication Planning:Develop a crisis communication plan to address potential issues and protect the organization's reputation.
• Monitoring and Evaluation:Establish key performance indicators (KPIs) to measure the effectiveness of the communication strategy and develop a monitoring and evaluation framework to track progress and make necessary adjustments
• Location and Duration of the Assignment: The location of the assignment will be mainly in Kigali with potential visits of association members in the provinces, if deemed necessary for the situation analyses. The consultation is foreseen for 30 days between February and April 2025.
• Method/Approach: The Consultant/Firm must work closely with the Project Coordinator of RWVCA or any other relevant staff for clear strategic insights into the assignment. Furthermore, the consultant will provide us with the methods or approach that he/she will use to the success of the assignment.

Key Deliverables:

Key results/Expected output:

• An Inception Report: Following the initial kick-off meeting with RWVCA, outlining the initial understanding and proposed approach for developing a well-structured and comprehensive communication strategy for RWVCA. This report shall provide a practical step for developing a communication strategy and data collection methods. The inception report shall have an annex of the outline of the communication strategy and be sent to RWVCA as digital (MS Word) and print version for review.
• Draft Communication Strategy:Covering the entire communication strategy – including situational analysis, target audience segmentation, recommended mix of communication channels and tactics, action plan with output, outcome, prioritization, timeline and budget, as well as a plan for ongoing monitoring, evaluation, and reporting. The document shall be sent as digital (MS Word) and print version for review by RWVCA employees and following be presented in a backstopping meeting with RWVCA board members and employees for clarifications and adaptation before developing the version for validation in a conference with stakeholders.
• Final Communication Strategy: A well-structured document with clear guidance on communication matters for RWVCA employees and board members, with comments of the Validation Conference well incorporated.
• Implementation:Partial implementation of the strategy, e.g.; through development of video, flyer design or website improvement… The outcome of such shall also be presented in the consultative backstopping meeting and validation conference.

The reports, materials and written communication, as well as meetings and presentations, have to be delivered and conducted in high proficiency of English language. Selected communication materials shall also be developed in Kinyarwanda, or other languages, where suggested according to needs and preferences of target groups.

Requirements for the Consultant/Firm:

The consultant/firm should ideally possess the following experience:

• Strategic Communication Expertise: Proven track record in developing and implementing successful strategies, including communication across various industries and sectors. Have a deep understanding of strategic communication principles, including verbal, written and visual message development, audience segmentation, channel selection, social media and campaign planning.
• Industry Expertise: in-depth knowledge of the structure, organization and operation of a Business Management Organization. Additionally, to know the organization's industry, including its target audience (stakeholders, members, and their customers) and the competitive environment. Experience in working with the private sector, associations, government institutions and non-government.
• Research and Analysis Skills: Ability to conduct thorough market research, audience analysis, and competitive analysis. Ability to effectively undertake communication audit.
• Creative and Innovative Thinking: Ability to develop creative and engaging communication structures and campaigns that resonate with a target audience, experience with emerging campaigns that resonate with the target audience, as well as experience with emerging communication technologies and trends, including digitalization and social media.
• Project Management Skills: Strong project management skills to ensure timely and effective delivery of the communication strategy.
• Teamwork and Collaboration: Experienced working in a team environment and collaborating with board, staff and members of the RWVCA. Ability to build consensus and manage diverse perspectives. Positive appearance and sensitivity in approaching clients and stakeholders during analysis.
• Competent Consultant/Firm:The proposed Consultant/Firm should have relevant qualifications i.e. Holders of a degree (A0) in communication, or/and other social sciences, organizational/business development or related fields. Should possess 3 years of relevant experience in public and private sector settings with sound skills in strategy development.
• Skills in Corporate Governance:Experience in Corporate Governance with a sound understanding of different governance frameworks and skills in communication. Having served on Boards and Task Forces of different institutions and mastered the expectations of different stakeholders for an organization.
• Association insight:A good understanding of the Private Sector Federation structure (Clusters and Associations) is an added advantage.
• Language skills: Complementary fluency in English and Kinyarwanda within the consultancy team is essential.

Submission of bids: RWVCA invites qualified and eligible consultants or firms that meet the specified requirements to submit their technical and financial proposals as outlined below

• Administrative requirements: Provide an RDB certificate and a valid Tax Clearance Certificate issued by RRA, RSSB (For Firms).
• Technical Proposal:Technical proposal, in brief, describing how you understand and intend to approach the assignment, practical steps in delivering the assignment and timeline for the tasks to be performed, CV describing skills, experience and competence related to the assignment as well as notarized copies of academic qualifications.
• Financial proposal:Financial should contain a submission cover letter and cost breakdown as per the key tasks to be performed, and duration in form of working days, daily rate as well as the amount. The total quote should indicate VAT inclusive and exclusive.
• Validity of Proposals:Proposals must remain valid for 30 Calendar days from proposal submission date.

Submission of Proposals: The technical and financial proposals should be submitted separately, both clearly marked with the Procurement Reference Number above, and marked “Technical Proposal” or “Financial Proposal” as appropriate.

Proposals (both technical and financial) must be submitted electronically to: procurement@rwvca.org.rw, info@rwvca.org.rw and copy to: rwvca2018@gmail.com; with clear subject line: “Development of Communication Strategy for RWVCA.” and submitted by Monday, 10^th February 2025 at 5:00 pm. 

Note: Proposals must be submitted in PDF format and as attachments to the email, any proposal submitted, as a link will not be considered.

Evaluation and award process: Bids will be collectively evaluated for responsiveness and compliance with the required documents to determine the lowest evaluated bid for the award. The successful bidder will be notified within one week to proceed with contract negotiations.

Working days of the assignment: The Working days equal 30 days.

………………………………

Marthe DUSHIMIRIMANA

Executive Director, RWCVA