1.Tendering Organization
This Call for Proposals is issued by VVOB – education for development, uly represented by Ms. Marianne Kiggundu, VVOB Country Programmes Manager in Rwanda.

VVOB works towards improving the quality of education in partner countries. Quality education ensures equal opportunities. It is key to achieving the Sustainable Development Goals and a more equitable world for all. We provide technical assistance to reinforce the capacities of the Departments of Education, universities and provincial education departments. We align our work with the local education policy and developing education expertise based on strong partnerships. VVOB is operational in ten countries, including Rwanda.

The Call shall be followed up by Fred Hirwa, Multimedia Advisor (fred.hirwa@vvob.org) and Etienne Ntawigira, communications Advisor (etienne.ntawigira@vvob.org) for VVOB in Rwanda.

Address: KG 565 St, House No 6, Kacyiru, Kigali, Rwanda

Telephone: +250 785 702 442

1.Tendering Organization

This Call for Proposals is issued by VVOB – education for development, uly represented by Ms. Marianne Kiggundu, VVOB Country Programmes Manager in Rwanda.

VVOB works towards improving the quality of education in partner countries. Quality education ensures equal opportunities. It is key to achieving the Sustainable Development Goals and a more equitable world for all. We provide technical assistance to reinforce the capacities of the Departments of Education, universities and provincial education departments. We align our work with the local education policy and developing education expertise based on strong partnerships. VVOB is operational in ten countries, including Rwanda.

The Call shall be followed up by Fred Hirwa, Multimedia Advisor (fred.hirwa@vvob.org) and Etienne Ntawigira, communications Advisor (etienne.ntawigira@vvob.org) for VVOB in Rwanda.

Address: KG 565 St, House No 6, Kacyiru, Kigali, Rwanda

Telephone: +250 785 702 442

2. Background on the organization

2.1. About VVOB

VVOB – education for development is an international non-profit organization with over 35 years of experience in quality education. Through capacity development, VVOB provides support to ministries of education in Africa, Asia and South America to improve (initial) professional development of teachers and school leaders in early childhood, primary, general secondary, and technical and vocational education.

2.2.  About the Leading Teaching and Learning Together programme

In Rwanda, VVOB provides strategic support and capacity development to Rwanda Basic Education Board and the University of Rwanda College of Education, both on teacher professional development (pre-and in-service) and school leadership. VVOB together with its partners Rwanda Basic Education Board (REB) and the University of Rwanda College of Education (UR-CE) is in the last year of implementing a multi-Year programme “Leading, Teaching and Learning Together (LTLT)2 ” (2017-2021) to continue promoting the quality of basic education through enhancing school leadership and setting up a school-based teacher support system through the induction of New Teachers. The programme focuses on advancing the implementation of the Competence Based Curriculum while supporting the improvement of learning outcomes in Mathematics for girls.

Through LTLT, VVOB offers continuous professional development (CPD) programmes to District Directors of Education (DDEs), District Education Officers (DEOs), Sector Education Inspectors (SEIs), Head Teachers (HTs), Deputy Head Teachers (DHTs), School Based Mentors (SBMs), and science, technology, engineering and mathematics (STEM) School Subject Leaders (SSLs), for better quality education in more than 1,000 primary and secondary schools in 17 out of 30 districts.

• The CPD diploma programme in Effective School Leadership equips HTs and DHTs with the competences to fulfil their roles as school leaders and strengthen DDE/DEOs role of monitoring the improvement of learning outcomes.
• The CPD certificate programme in Educational Mentorship and Coaching (EMC) provides SMBs and STEM SSLs with effective tools and skills to facilitate the Communities of Practice (CoPs) of teachers at the level of school and equips SEOs with the necessary skills to facilitate the Professional Learning Communities (PLCs) at the level of the sector.

3. Description and objective of the assignment

3.1 Description of the assignment

As a result of the global health crisis, capacity development of school leaders, sector and district officials, and teachers is done through online means. This implies that the CPD certificate and diploma programmes offered by the UR-CE and learning networks (PLCs for school leaders and CoPs for teachers) are organised online.  The platform for these capacity development activities is the UR-CE Moodle environment and developing multimedia products is a critical drive for this online learning.

Multimedia support online learning by providing visual representations of contents, leading to a deeper understanding and enhance the online learning environment through the production of instructional videos.  To solve the various issues affecting the production of quality multimedia materials including sound echoes and noise, poor lighting, lack of appropriate furnishing and son on, VVOB is looking for an interior design company to do the interior design of the space and upgrade it to have a standardised studio.

The tasks will include:

Installing soundproof, carpet floor, creating and fixing backgrounds, improving lighting, appropriate furnishing, curtains, wall shelves (lockers) and so on. The space to be upgraded is made of two rooms of 4x3 m each.

3.2. Objectives of the assignment

The objectives of upgrading the multimedia studio are the following

• Creating a viable e-course recording environment to support online learning
• Multi-functional studio that will support the recording of different video and audio materials
• Decreasing the noises and contribute to higher quality sound recording
• Increasing comfort of multimedia studio users including trainers and trainees
• Contributing to the production of high-quality Multimedia materials for the CPD programmes

3.3. Proposed upgrade activities

 3.3.1 Soundproofing

The first component of this upgrade is to install soundproofs on the walls, Ceiling, floor and doors to improve sound and to ban/reduce external noises and echoes. A study of the space will be made to come up with an appropriate plan for space soundproofing. The total thickness of the materials, soundproofing materials will be considered for this activity.

• Walls: Non textured soundproof (materials to use might be/ or similar to ROXUL rockwool acoustic mineral wool, Bobus new acoustic panels). The fixing must not cause a huge damage on the wall (Fixing of screws only allowed).
• The thickness of the total soundproof addition should not be more than 4 cm on one side of the wall. Proper and smooth finishing (Nonvisible soundproofing are installed on the walls)
• Ceiling: Installing the acoustic ceiling
• Add a noise reduction ceiling without destroying the existing ceiling.

You can either do a drywall ceiling or a suspended/drop soundproofed ceiling (mineral fiber panels, foam panels).

• Floor: Add the floor carpet (waterproof indoor studio carpet).
• Add floor carpeting or floor damping made of wood laminate.
• Door: Install a door sweep and door soundproof padding.

3.3.2 Air conditioning

Specification: Supply and install a fixable HVAC system (soundproofed) and using materials such as duct liners, soffits, and sound baffles.

3.3.3 Lighting

Installation of the best illumination and lighting of the studio. LED lights to be fixed for sufficient illumination.

3.3.4 Furnishing

• Pitching Round small table (1)
• Wall locker cabinet (1)
• Meeting chairs (4)
• Screen table

All these furniture should be of high quality, simple and foldable.

3.3.5 Multimedia room accessorizing and décor

Propose and provide an artwork, decoration package of the studio that includes space accessories, planters, wall frames etc. related to the education context.

3.3.6 Backgrounds

One stand foldable made in metal to hold a greenscreen (2.5 m x 3m), have a green screen fixed.

3.3.7 Windows

Soundproof the windows by providing an effective window treatment.

Replace with a thicker laminated glass.

3.3.8 Curtains:  installation of curtains that support soundproofing.

3.4. Required qualification

The company must have the following experience and qualification:

• Proven experience in interior designing. At least 5 years of experience in developing plans and leading projects to transform interior spaces.
• Able to analyse space and propose computer aided drawings that respond to client needs and demonstrating high level problem solving and creativity.
• Strong team of interior designers, soft furnishers, interior design project director, lead designers, space, and site engineers.
• Demonstrated experience in space lighting, installing air conditioning and soundproofing.
• Creativity, problem solving and attention to details.
• High level skills in scheduling, process management, prioritizing and colour theory.

3.5. Timeframe

A clear timeframe to conduct the task should be developed and submitted in the technical proposal. The key steps should include the following:

• Feasibility: Preliminary studies of the location and identification of deign preferences
• Concept and development: Develop the design of the concept, refine the interior layouts, specific materials, lighting, and air conditioning concept.
• Materials identification: propose and agree on the materials to use, lighting and air conditioning plan.
• Implementation: Successfully implement the design, install all the materials, furnishing and coloring.
• Final report: Submit the final report of the execution.

Task                                                                                                                              Number of days

Visit the site to undertake a feasibility study and develop an inception report       3 days

Meeting with VVOB team to discuss the report and materials to be used               1 day

Develop the interior spaces drawing/ designs

 for the proposed upgrade and submit it for approval                                              3 days

Implementing the upgrading/ install all materials, furnshing and coloring         10 days

Present the site and apply the suggested changes                                                    2 days

Submit the final report of the execution                                                                     2 days

The total number of days to undertake this upgrade is expected to be 16 days.

3.6. Awarding Criteria

Interesting companies (not individual) must submit to VVOB the following:

3.6.1 technical proposal

with the following details:

• Company profile and company identification documents including the RDB registration certificate, VAT registration certificate and taxes clearance certificate.
• At least 3 relevant references or completion certificate for similar services
• Develop and submit draft design and plan for the proposed studio upgrade and give details and specifications of the materials that will be used.
• Proposed team to work on this assignment and their detailed CVs, degrees, and certificates.
• Detailed timeframe demonstrating each step to execute the current assignment.

A technical proposal should be submitted as one PDF document.

3.6.2. Financial proposal

A financial proposal should be submitted separately as PDF. It should clearly indicate the following:

• Breakdown of cost of materials and labour cost
• Indicate clearly and separately the taxes including VAT
• The total price all taxes included in RWF

3.6.3. Evaluation Criteria

Proposals will be evaluated on the following criteria:

• Technical proposal: (max. 60 points)
• Proven experience (3 relevant references) and expertise (CV) of the consultant(s) (max. 30 points)
• Proposed draft design and concept (Max 10 points)
• Detailed timeframe (max. 10 points)
• Company documents (VAT, Registration certificate, taxes clearance) (max 10 points)
• Financial proposal (max. 40 points). Scored as follows: 40 x (price lowest proposal / price proposal)

Only proposals that have at least 42 points (or 70%) on the technical part, are considered for the evaluation of the financial feasibility.

Questions and clarification can be addressed to fred.hirwa@vvob.org.

Only companies registered in Rwanda are eligible to submit their proposals for this consultancy.

If deemed necessary, VVOB may decide to further negotiate the proposal with one or more providers. These negotiations may result in an adapted proposal by the consultant and subsequent modifications in evaluation and ranking of the proposals. All qualified respondents will be notified about the final decision. VVOB reserves the right to re-advertise the Terms of Reference in case no suitable proposal was received.

3.6.4. Submission of proposals

The financial and technical proposals must be submitted to fred.hirwa@vvob.org not later than September 10, 2021. 

Attachment:

PDF icon TOR- Multimedia studio upgrade_v2.0EN_FH 20210824 (2)97304dd3f11482fc1ca558b6aac2a2df.pdf

2.1. About VVOB
VVOB – education for development is an international non-profit organization with over 35 years of experience in quality education. Through capacity development, VVOB provides support to ministries of education in Africa, Asia and South America to improve (initial) professional development of teachers and school leaders in early childhood, primary, general secondary, and technical and vocational education.

2.2. About the Leading Teaching and Learning Together programme
In Rwanda, VVOB provides strategic support and capacity development to Rwanda Basic Education Board and the University of Rwanda College of Education, both on teacher professional development (pre-and in-service) and school leadership. VVOB together with its partners Rwanda Basic Education Board (REB) and the University of Rwanda College of Education (UR-CE) is in the last year of implementing a multi-Year programme “Leading, Teaching and Learning Together (LTLT)2 ” (2017-2021) to continue promoting the quality of basic education through enhancing school leadership and setting up a school-based teacher support system through the induction of New Teachers. The programme focuses on advancing the implementation of the Competence Based Curriculum while supporting the improvement of learning outcomes in Mathematics for girls.

Through LTLT, VVOB offers continuous professional development (CPD) programmes to District Directors of Education (DDEs), District Education Officers (DEOs), Sector Education Inspectors (SEIs), Head Teachers (HTs), Deputy Head Teachers (DHTs), School Based Mentors (SBMs), and science, technology, engineering and mathematics (STEM) School Subject Leaders (SSLs), for better quality education in more than 1,000 primary and secondary schools in 17 out of 30 districts.
• The CPD diploma programme in Effective School Leadership equips HTs and DHTs with the competences to fulfil their roles as school leaders and strengthen DDE/DEOs role of monitoring the improvement of learning outcomes.
• The CPD certificate programme in Educational Mentorship and Coaching (EMC) provides SMBs and STEM SSLs with effective tools and skills to facilitate the Communities of Practice (CoPs) of teachers at the level of school and equips SEOs with the necessary skills to facilitate the Professional Learning Communities (PLCs) at the level of the sector.

3. Description and objective of the assignment

3.1 Description of the assignment
As a result of the global health crisis, capacity development of school leaders, sector and district officials, and teachers is done through online means. This implies that the CPD certificate and diploma programmes offered by the UR-CE and learning networks (PLCs for school leaders and CoPs for teachers) are organised online. The platform for these capacity development activities is the UR-CE Moodle environment and developing multimedia products is a critical drive for this online learning.

Multimedia support online learning by providing visual representations of contents, leading to a deeper understanding and enhance the online learning environment through the production of instructional videos. To solve the various issues affecting the production of quality multimedia materials including sound echoes and noise, poor lighting, lack of appropriate furnishing and son on, VVOB is looking for an interior design company to do the interior design of the space and upgrade it to have a standardised studio.

The tasks will include:
Installing soundproof, carpet floor, creating and fixing backgrounds, improving lighting, appropriate furnishing, curtains, wall shelves (lockers) and so on. The space to be upgraded is made of two rooms of 4x3 m each.

3.2. Objectives of the assignment
The objectives of upgrading the multimedia studio are the following
• Creating a viable e-course recording environment to support online learning
• Multi-functional studio that will support the recording of different video and audio materials
• Decreasing the noises and contribute to higher quality sound recording
• Increasing comfort of multimedia studio users including trainers and trainees
• Contributing to the production of high-quality Multimedia materials for the CPD programmes

3.3. Proposed upgrade activities

3.3.1 Soundproofing
The first component of this upgrade is to install soundproofs on the walls, Ceiling, floor and doors to improve sound and to ban/reduce external noises and echoes. A study of the space will be made to come up with an appropriate plan for space soundproofing. The total thickness of the materials, soundproofing materials will be considered for this activity.
• Walls: Non textured soundproof (materials to use might be/ or similar to ROXUL rockwool acoustic mineral wool, Bobus new acoustic panels). The fixing must not cause a huge damage on the wall (Fixing of screws only allowed).
• The thickness of the total soundproof addition should not be more than 4 cm on one side of the wall. Proper and smooth finishing (Nonvisible soundproofing are installed on the walls)
• Ceiling: Installing the acoustic ceiling
• Add a noise reduction ceiling without destroying the existing ceiling.

You can either do a drywall ceiling or a suspended/drop soundproofed ceiling (mineral fiber panels, foam panels).
• Floor: Add the floor carpet (waterproof indoor studio carpet).
• Add floor carpeting or floor damping made of wood laminate.
• Door: Install a door sweep and door soundproof padding.

3.3.2 Air conditioning
Specification: Supply and install a fixable HVAC system (soundproofed) and using materials such as duct liners, soffits, and sound baffles.

3.3.3 Lighting
Installation of the best illumination and lighting of the studio. LED lights to be fixed for sufficient illumination.

3.3.4 Furnishing
• Pitching Round small table (1)
• Wall locker cabinet (1)
• Meeting chairs (4)
• Screen table

All these furniture should be of high quality, simple and foldable.

3.3.5 Multimedia room accessorizing and décor
Propose and provide an artwork, decoration package of the studio that includes space accessories, planters, wall frames etc. related to the education context.

3.3.6 Backgrounds
One stand foldable made in metal to hold a greenscreen (2.5 m x 3m), have a green screen fixed.

3.3.7 Windows
Soundproof the windows by providing an effective window treatment.

Replace with a thicker laminated glass.

3.3.8 Curtains: installation of curtains that support soundproofing.

3.4. Required qualification
The company must have the following experience and qualification:
• Proven experience in interior designing. At least 5 years of experience in developing plans and leading projects to transform interior spaces.
• Able to analyse space and propose computer aided drawings that respond to client needs and demonstrating high level problem solving and creativity.
• Strong team of interior designers, soft furnishers, interior design project director, lead designers, space, and site engineers.
• Demonstrated experience in space lighting, installing air conditioning and soundproofing.
• Creativity, problem solving and attention to details.
• High level skills in scheduling, process management, prioritizing and colour theory.

3.5. Timeframe
A clear timeframe to conduct the task should be developed and submitted in the technical proposal. The key steps should include the following:
• Feasibility: Preliminary studies of the location and identification of deign preferences
• Concept and development: Develop the design of the concept, refine the interior layouts, specific materials, lighting, and air conditioning concept.
• Materials identification: propose and agree on the materials to use, lighting and air conditioning plan.
• Implementation: Successfully implement the design, install all the materials, furnishing and coloring.
• Final report: Submit the final report of the execution.

Task Number of days

Visit the site to undertake a feasibility study and develop an inception report 3 days

Meeting with VVOB team to discuss the report and materials to be used 1 day

Develop the interior spaces drawing/ designs
for the proposed upgrade and submit it for approval 3 days

Implementing the upgrading/ install all materials, furnshing and coloring 10 days

Present the site and apply the suggested changes 2 days

Submit the final report of the execution 2 days

The total number of days to undertake this upgrade is expected to be 16 days.

3.6. Awarding Criteria
Interesting companies (not individual) must submit to VVOB the following:

3.6.1 technical proposal
with the following details:
• Company profile and company identification documents including the RDB registration certificate, VAT registration certificate and taxes clearance certificate.
• At least 3 relevant references or completion certificate for similar services
• Develop and submit draft design and plan for the proposed studio upgrade and give details and specifications of the materials that will be used.
• Proposed team to work on this assignment and their detailed CVs, degrees, and certificates.
• Detailed timeframe demonstrating each step to execute the current assignment.

A technical proposal should be submitted as one PDF document.

3.6.2. Financial proposal

A financial proposal should be submitted separately as PDF. It should clearly indicate the following:
• Breakdown of cost of materials and labour cost
• Indicate clearly and separately the taxes including VAT
• The total price all taxes included in RWF

3.6.3. Evaluation Criteria

Proposals will be evaluated on the following criteria:
• Technical proposal: (max. 60 points)
• Proven experience (3 relevant references) and expertise (CV) of the consultant(s) (max. 30 points)
• Proposed draft design and concept (Max 10 points)
• Detailed timeframe (max. 10 points)
• Company documents (VAT, Registration certificate, taxes clearance) (max 10 points)
• Financial proposal (max. 40 points). Scored as follows: 40 x (price lowest proposal / price proposal)

Only proposals that have at least 42 points (or 70%) on the technical part, are considered for the evaluation of the financial feasibility.

Questions and clarification can be addressed to fred.hirwa@vvob.org.

Only companies registered in Rwanda are eligible to submit their proposals for this consultancy.

If deemed necessary, VVOB may decide to further negotiate the proposal with one or more providers. These negotiations may result in an adapted proposal by the consultant and subsequent modifications in evaluation and ranking of the proposals. All qualified respondents will be notified about the final decision. VVOB reserves the right to re-advertise the Terms of Reference in case no suitable proposal was received.

3.6.4. Submission of proposals

The financial and technical proposals must be submitted to fred.hirwa@vvob.org not later than September 10, 2021.

Attachment:
PDF icon TOR- Multimedia studio upgrade_v2.0EN_FH 20210824 (2)97304dd3f11482fc1ca558b6aac2a2df.pdf