Consultancy for Communication Services for Cluster Digital Transformation and Digital Economy of GIZ and Partners   

Reference Number: 83480785

Date of Publication: 19.02.2025

0. Context

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. 

The GIZ Cluster for Digital Transformation and Digital Economy, and the Digital Transformation Center Rwanda. 

The Cluster for Digital Transformation and Digital Economy is a Rwandan-German initiative to develop impact-driven digital solutions at regional and continental levels in Africa. Therefore, it provides not only 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 Rwanda is a brand 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. 

The Digital Transformation Center is now organized in various topics called Verticals for orientation and proper collaboration with partners and the Rwandan ICT ecosystem and these verticals are collectively known as the GIZ Digital Cluster. Some of these verticals are listed below:  

Public sector Innovation  

The Public sector innovation vertical is where the government, civil society and private sector all intersect to work together in developing digital solutions and innovation around the challenges experience in the public sector. In this vertical, the demand is set through a series of collaborations from the government, mainly from the Chief Digital Officers of every sector, The Rwanda Information Society Authority RISA and the Ministry of ICT and Innovation and many other implementing agencies to work together. The solutions developed under the Public Sector innovation vertical revolve around digitization, change management, ICT building blocks, UN Sustainable Development Goals, Smart cities, and efficient delivery of Government services.  

Digital Inclusion & Literacy  

The Digital Cluster is actively involved in capacity-building and digital literacy, targeting people in rural areas, women and people with disabilities, ICT professionals, tech startups and employees of political partner agencies. The Digital Inclusion and Literacy vertical works together with several civil society organizations, The Ministry of ICT and Rwanda Information Society Authority RISA to implement joint programs that bridge the skills gap for both public servants and citizens to create an environment conducive to digital transformation and adoption of digital skills for economic development and improved livelihoods.   

the Smart City hub 

The Smart City Hub is a program championed by the Ministry of ICT & Innovation with the main focus of coordinating initiatives under the smart city umbrella in Rwanda. 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.  

Artificial Intelligence Hub (AI Hub) and data  

Most of the digitalization efforts, both private and public, rely on data and insights into that data. The AI hub vertical works around Improving access to training data and AI technologies for local open innovation, strengthening local technical know-how on AI in Rwanda, Develop Policy Frameworks Ready for AI - Ethical AI, Data Protection and Privacy, and one of the biggest topics in AI under the AI hub is Machine translation.  

Objective

The overall objective of the assignment is to amplify the impact of the activities of the "Digital Transformation Center" in Rwanda through innovative strategic communication and thus make an important contribution to the success of the project. Part of this is, among other things, to position the brand "Digital Transformation Center" strongly and prominently in Rwanda as an important player in the National Innovation Ecosystem. For this purpose, the Service Company takes over conceptual and creative activities, in which it works based on defined target groups in cooperation with "The digital Transformation center".  

A communication plan should support the implementation of assigned work packages in alignment with the communication strategy and standards. In addition, the contract includes the creation and further development of communication material for internal and external communication. The aim is to continuously develop and revise these materials graphically. Some materials will have to be created on a regular basis. Others will be supplemented and/or updated on an ad hoc basis (e.g., factsheets). In addition, the Service Company will develop other new materials (e.g., success stories, video content) and identify other appropriate communication channels and platforms.  

As mentioned before The Digital Cluster currently consists of multiple verticals. These verticals should each be recognisably part of the Digital Transformation Center. One aim of this assignment is to support the development of these products, e.g., through success stories documentation. 

Main objective: "The Digital Transformation Center" is strongly and consistently positioned as an innovative brand – it has recognition value. The target groups are demonstrably reached and receive the information relevant to them. Communication makes an important strategic contribution to the achievement of the project objectives. 

• Creative and innovative (digital) solutions for impact communication have been developed and coordinated with The Digital Transformation Center.
• Target group-oriented communication materials for the presentation and implementation of the cluster’s work are available (flyers, texts, reports, pitch decks, PowerPoint templates and designs).  
• Success stories from the implementation are available.
• The communication of all projects, various programmes and activities is implemented.
• Support the cluster and its partner, the MINICT, on various communication activities under the supervision of the cluster communications department. 
• To support the development of targeted content for the impact of the digital cluster and its partners' activities and interventions

1. Tasks to be performed by the contractor

The contractor shall be required to plan, organise, and complete the following work packages.

The contractor is responsible for providing the following services:

• Since some of the products are for political communication, some requests can sometimes occur at short notice, with short delivery periods.  
• The services must meet the communication guidelines and standards of the GIZ and must be compliant with data protection standards, both GDPR and Rwandan national data protection law and must meet the creative common guidelines. Selected technical systems must comply with GIZ's data protection guidelines. 
• All rights to all materials produced by the contractor are transferred to GIZ. All work results are delivered in the appropriate formats (.docx, .pdf, .pptx, .ai, .indd, .psd, .mp4, etc.), in web and print versions and in different languages (English, French and Kinyarwanda). 
• The contractor may, after approval by GIZ, employ a subcontractor for individual tasks if necessary. This should happen only in exceptional cases, such as for photography and video services. 
• The contractor works closely with the communications specialist of the Digital Transformation Center and, in some cases, the communications specialists/ point of contact of our implementing partners. 

 The selected contractor must carry out the project within eighteen (18) months upon contract signing

Period of assignment: from April 2025 until November 2026.

GIZ’s appointed focal person(s) will brief the contractor on client expectations against these deliverables, and they will review and approve deliverables at each stage to ensure alignment with the project objectives and requirements.

Within 5 working days, the contractor shall propose a plan and timeline to implement the assignment. The contractor must also propose a list of tools that support different activities and have flexibility to amend drafts and/or the final documentation based on feedback provided by the focal person(s).

Reporting and communication

An important aspect is the monitoring and evaluation of results in order to ensure that the targets have been achieved. This lies in the consultants’ responsibility to find a mechanism to track the results and update GIZ and the consortium regularly.

The contractor shall coordinate regular check-ins with the consortium to steer the project, provide regular updates on the project’s progress and to mitigate challenges quickly.

All intellectual property rights and all work performed under this assignment’s service contract are the express and exclusive property of the GIZ.

2. Concept

In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.

Note: The numbers in parentheses correspond to the lines of the technical assessment grid.

Technical-methodological concept

Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).

The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.

The tenderer is required to present and explain its approach to steering the measures with the project partners (1.3.1) and its contribution to the results-based monitoring system (1.3.2).

Project management of the contractor (1.6)

The tenderer is required to explain its approach for coordination with the GIZ project. In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail.

3. Personnel concept

The tenderer is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Team leader

Tasks of the team leader

• Overall responsibility for the advisory packages of the contractor (quality and deadlines)
• Coordinating and ensuring communication with GIZ, partners and others involved in the project
• Personnel management, in particular identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts
• Regular reporting in accordance with deadlines
• Identify and communicate any issues that may arise 

Qualifications of the team leader

• Education/training (2.1.1): University qualification (master’s or equivalent): University degree (Masters) in one of the following fields: (visual) communication, graphic design, public relations, journalism, political sciences, business administration or another relevant field
• General professional experience (2.1.3): 7years of professional experience in the  in project management support incl. 2 years of experience in designing and running marketing campaigns and in the creation of the needed assets.
• Specific professional experience (2.1.4): 5 years of experience in communication, public relations or strategic partnerships. .
• Leadership/management experience (2.1.5): 3 years of management/leadership experience as project team leader or manager in a company
• Development cooperation (DC) experience (2.1.7): 2years of experience in DC projects

Key expert 1: Copywriter English/French Kinyarwanda

Qualifications of key expert 1

• Education/training (2.2.1): University qualification Diploma/Bachelor's degree ) in one of the following fields: (Visual) communication, public relations, journalism, copywriting or similar
• General professional experience (2.2.3): 5 years of experience in communication, journalism or media
• Specific professional experience (2.2.4): 3 years of experience in political communication and communication in the national context projects
• Other (2.2.8): 3 years of experience with social media writing and digital content creation.

Key expert 2: Photographer

Qualifications of key expert 2

• Education/training (2.3.1): University qualification Diploma/Bachelor's degree) in one of the following field:  Visual communication, photography or similar
• General professional experience (2.3.3): 5 years of experience in communication, journalism or media
• Specific professional experience (2.3.4): 4 years of experience in media production and photography

Key expert 3: Videographer

Qualifications of key expert 3

• Education/training (2.4.1): University qualification Diploma/Bachelor's degree) in one of the following fields: Visual communication, video production or similar
• General professional experience (2.4.3): 5 years of experience in communication, journalism or media
• Specific professional experience (2.4.4): 4 years of experience in media production and videography

Key expert 4: Graphics/Motion Graphics Designer

Qualifications of key expert 4

• Education/training (2.5.1): University qualification Diploma/Bachelor's degree) in one of the following field: Visual communication, graphics design, Creative design  or similar
• General professional experience (2.5.3): 5 years of experience in design, communication or media
• Specific professional experience (2.5.4): 4 years of experience in graphic design

Key expert 5: UI/UX Designer

Qualifications of key expert 5

• Education/training (2.6.1): University qualification Diploma/bachelor's degree ) in one of the following fields:  (Visual) website and application development, design or similar
• General professional experience (2.6.3): 5 years of experience in front-end design or web design
• Specific professional experience (2.6.4): 4 years of experience in UI/UX design

 Soft skills of team members

In addition to their specialist qualifications, the following qualifications are required of team members:

• Team skills
• Initiative
• Communication skills
• Socio-cultural skills
• Efficient, partner- and client-focused working methods
• Interdisciplinary thinking

Costing requirements

Assignment of personnel and travel expenses

Per diem allowances are reimbursed as a lump sum up to the maximum amounts permissible under tax law for each country as set out in the country table in the circular from the German Federal Ministry of Finance on travel expense remuneration (downloadable from the German Federal Ministry of Finance – tax treatment of travel expenses and allowances for international business travel as of 1 January 20242025 (GERMAN ONLY)).

Accommodation allowances are reimbursed as detailed in the specification of inputs below.

With special justification, additional Accommodation costs up to a reasonable amount can be reimbursed against evidence.

All business travel must be agreed in advance by the officer responsible for the project

Sustainability aspects for travel

GIZ has undertaken an obligation to reduce greenhouse gas emissions (CO₂ emissions) caused by travel. When preparing your tender, please incorporate options for reducing emissions, such as selecting the lowest-emission booking class (economy) and using means of transport, airlines and flight routes with a higher CO₂ efficiency. For short distances, travel by train (second class) or e-mobility should be the preferred option.

CO₂ emissions caused by air travel must be offset. GIZ specifies a budget for this, through which the carbon offsets can be settled against evidence.

There are many different providers in the market for emissions certificates, and they have different climate impact ambitions. The Development and Climate Alliance (German only) has published a list of standards (German only). GIZ recommends using the standards specified there.

Specification of inputs

Workshops, events and trainings

The Tenderer will organize a one-day workshop focused on corporate and government communications, bringing together GIZ-Rwanda communication experts and government partners. The workshop will take place at the Digital Transformation Center Rwanda, eliminating the need for venue rental costs.

The tenderer will be responsible for arranging catering for all participants. However, as the attendees are based in Kigali, no travel expense reimbursements will be required.

This workshop aims to enhance strategic communication skills, strengthen collaboration between stakeholders, and align messaging approaches between corporate and government entities. The tenderer should consider these aspects when preparing the cost proposal

Please describe in your concept how you implement the minimum standards specified above.

While the cluster Digital Transformation and the Digital Economy is the owner of the contract, other clusters will be able to also use the services outlined. To ensure proper contract and financial management and quality control the following process will be implemented (details and tooling to be defined):

• Requests by other clusters will be pre-approved by the cluster owning the contract and forwarded to the contractor
• Within the next 2 working days, the contractor will confirm general availability and schedule a clarification call to agree on and estimate the work packages requested.
• The outcome of this call will be a proposal sent by the contractor to the requesting cluster, outlining work packages, roles, number of days and dates, as well as expected additional costs.
• The responsible project manager confirms the proposal before work begins
• After completion of the work agreed upon, the requesting cluster will need to approve and sign off on the deliverables, time sheets and other costs (where applicable).
• The bills will either be split according to the separate engagements or combined (tbc). In either case it will need to be clear for which request what roles spent how many days as well as a total for each request (including other costs).
• All timesheets as well as deliverables and documented signoffs by requesting clusters will be made available to the contract owners for documentation and compliant archiving / contract management.

Regarding quality control:

After each request there will be feedback gathered and shared with the contractor regarding the a) work done as well as b) the process of requesting, scheduling and documenting etc. the work performed. More detailed feedback sessions with participation of the contractor can be requested by GIZ.

4.Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

• GIZ shall provide the Contractor with all project-relevant documents for the provision of the services.
• Guidelines and format templates for social media postings (e.g., as a template for maintenance and temporary takeover of social media channels by other teams or partners) will be provided.
• Internal factsheets and charts, and logos will be provided.

5. Requirements on the format of the tender

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.

6.Agreement on Data Protection and Management on behalf of the client

Personal data will be processed on behalf of the client. Therefore, an agreement on “Outsourcing of data processing (AuV)” will be concluded with the contractor in accordance with Art. 28 GDPR. For this purpose, the technical and organisational measures (TOM) for compliance with the data protection requirements must be outlined prior to the conclusion of the contract. If the contractor has already been audited by GIZ in the past, an update in accordance with GDPR must nevertheless be sent. After a positive check, the contract is concluded with the AuV attachment.

Please be informed that the Outsourcing of Data Protection (AuV) document will be shared with the service provider before signing the contract.  

Freedom from third-party rights

The service provider warrants that all graphic design images/infographics (should they be used) are free from any copyright or other third-party rights that would prejudice the use of the designs to the extent described above. The service provider indemnifies GIZ against all third-party claims arising from the granting or exercise of the rights of use and shall reimburse GIZ for all costs incurred in connection with the corresponding legal defence 

Submission of the offer

Technical Proposal

• A cover letter expressing your interest in this assignment
• Technical Proposal (See attached template for technical proposal)
• Self-declaration of eligibility form
• Company registration certificate (RDB)
• VAT registration certificate
• Valide Tax clearance certificate
• Up to date CVs of proposed experts
• Company References for the completion of similar assignments

Financial offer:

Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs as described in the cost requirements. The costs must be in RWF and VAT excluded. (Price sheet must be used). The Financial offer will be regarded as exclusive of VAT in the case where there is no information about VAT.

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until latest 05.03.2025:

1. The technical offerhas to be submitted in PDF format and as attachment to the email with the subject: 83480785-Technical offer
2. The financial offerhas to be submitted in PDF format and as attachment to the email with the subject: 83480785-Financial offer 

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/ (The subject of file transfer must be edited with the subject above mentioned, otherwise your offer should not be considered).

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

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.