Terms of Reference (ToRs) for a Firm to Develop the 2024-2028 Strategic Plan for the Rwanda Chamber of Tourism (RCOT) 

1. Background 

Rwanda Chamber of Tourism (RCOT) is an umbrella organization that is dedicated to promoting and representing the interests of the Rwandan Tourism and Hospitality business community. Established in 2006, with a mandate of enhancing business opportunities through effective lobbying and advocacy for the tourism and hospitality industry in Rwanda;

The Chamber of Tourism now boasts of tourism and hospitality private sector major players in the industry including Six associations namely:

i) Rwanda Hospitality Association (RHA),               

ii) Rwanda Tours and Travel Association (RTTA),

iii) Rwanda Safari Guides Association (RSGA),

iv) Rwanda Hospitality and Tourism Educators Association (RHTEA),                                  

v) Rwanda Association of Travel Agencies (RATA), vi) Rwanda Community Tourism Association (RCOTA) and one Destination Management Unit Kivu Belt (DMU). Currently, RCOT membership base is strengthened by 1,162 members. 

• RCOT Vision

To ensure profitable and sustainable tourism businesses for a prosperous Rwanda 

• RCOT Mission

To effectively advocate and reinforce an enabling business environment for its members 

• Core Functions 

• Lobbying and Advocacy: Building a strong a pro-active advocacy platform to influence and support a policy that favors Tourism and Hospitality Business growth.
• Membership: Developing a customer-focused service delivery among its members.
• Capacity building: Building the capacity of its members and associations.
• Linkages: building pertinent synergies and enhancing networks between business actors with stakeholders from public, private and development partners for a common goal of creating and promoting business opportunities in the tourism and hospitality space.
• Systemic interventions to foster institutional strengthening: Investing in the right staff, processes and resources to deliver better services.

The RCOT is committed to driving the growth and development of Rwanda's tourism sector aligned with the Government Rwanda Development agenda. In order to effectively achieve its objectives, the RCOT requires a comprehensive and well-informed strategic plan for the period of 2024-2028. 

Objective

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The objective of this assignment is to engage a reputable firm with demonstrated expertise in strategic planning, and tourism development to undertake the following tasks: 

Evaluate the completed 2018-2022 strategic plan by assessing its implementation, effectiveness, and outcomes, and identifying lessons learned, best practices, and areas of improvement to inform the development of the new strategic plan.

Develop and disseminate the RCOT 2024-2028 Strategic Plan. This will be done by conducting a comprehensive analysis of the tourism sector, identifying key trends and opportunities, setting strategic priorities, and formulating actionable strategies to achieve the RCOT goals and vision. Effective dissemination strategies will be employed to ensure the widespread availability and understanding of the strategic plan among relevant stakeholders, leveraging various channels

Scope of Work 

The selected firm will be responsible for the following tasks: 

Assess the completed 2018-2022 strategic plan by evaluating the progress made in addressing the six strategic issues identified. This will involve identifying strengths and weaknesses in the plan's implementation, analyzing the effectiveness of strategies adopted to achieve objectives, and providing recommendations for improvement to inform the development of the new strategic plan.

Develop a comprehensive and well-informed 2024-2028 strategic plan for the RCOT by incorporating input from relevant stakeholders through consultations, workshops, and interviews. The new strategic plan should address key areas such as financial resources, human resource development, secretariat effectiveness, research and information management, accountability and transparency, and effective service delivery. It should also align with the government's development goals and the evolving needs and priorities of the Rwandan tourism sector. 

Organize and implement a high-profile launch event for the new strategic plan during the 2023 Tourism Week (proposed for the 1st week of November). The event should be designed to ensure maximum exposure and engagement from stakeholders, including government representatives, development partners, member associations, the media, and private sector actors. The launch event should showcase the strategic plan's goals, objectives, and strategies, as well as highlight its potential impact on the growth and development of the Rwandan tourism industry. 

Develop and execute a dissemination strategy to ensure maximum reach and impact of the new strategic plan. This strategy should utilize various channels such as printed copies, electronic versions, the RCOT website, and social media platforms. The firm should also provide guidance on how to effectively communicate the strategic plan's key messages to different stakeholder groups and facilitate the plan's adoption and implementation by relevant actors. 

Provide ongoing support to the RCOT throughout the assignment, ensuring that the new strategic plan remains responsive to the dynamic needs and priorities of the Rwandan tourism sector. This may include offering technical assistance, facilitating stakeholder engagement, monitoring the plan's implementation, and providing recommendations for adjustments as necessary. 

Deliverables 

The firm will be expected to deliver the following outputs to ensure the successful completion of the assignment: 

A comprehensive evaluation report of the completed 2018-2022 strategic plan, including recommendations for the new plan based on the evaluation findings:

The firm should provide a thorough and detailed evaluation report assessing the achievements, challenges, and lessons learned from the 2018-2022 strategic plan. This report should include recommendations for improvements and areas of focus to be incorporated into the new 2024-2028 strategic plan. 

A detailed 2024-2028 strategic plan document for the RCOT, including clearly defined objectives, strategies, and an implementation framework:

The firm should develop a well-structured, comprehensive, and actionable strategic plan for the RCOT, covering the period from 2024 to 2028. This document should include clear objectives, strategies, and an implementation framework to guide the organization's activities and decision-making processes throughout the plan's duration. 

A successful launch event for the new strategic plan, including all logistical arrangements, promotional materials, and a post-event report:

The firm should plan, organize, and execute a high-impact launch event for the new strategic plan, ensuring all logistical arrangements, such as venue selection, catering, and audiovisual equipment, are handled professionally. The firm should also prepare and distribute promotional materials to generate interest and support for the new plan. Following the event, the firm should provide a post-event report detailing the outcomes, attendance, and feedback received. 

A dissemination strategy and implementation plan for the new strategic plan, including printed copies, electronic versions, and online publication on the RCOT website:

The selected firm will collaborate with the RCOT to develop a comprehensive dissemination strategy for the new strategic plan, which will involve the production and distribution of printed copies, electronic versions, and online publication on the RCOT website. The firm will work closely with the RCOT to outline the target audience, channels of communication, and timeline for distribution, ensuring maximum reach and impact. Additionally, the firm will provide support and guidance to the RCOT in implementing the dissemination strategy effectively. 

Duration 

The assignment is expected to be completed within a period of four (4) months, commencing from the date of signing the contract. The firm will be required to allocate adequate time and resources to ensure the timely and successful completion of the project. The four-month timeline will be divided into different phases, as detailed below: 

Phase 1: Inception (1 week)

During the inception phase, the selected firm will conduct a thorough review of the existing strategic plan and related documents, as well as initiate stakeholder consultations to gather input and insights for the new strategic plan. The firm will also develop a detailed work plan outlining the project's activities, timelines, and deliverables. 

Phase 2: Evaluation and Analysis (1-2 months)

In this phase, the firm will evaluate the completed 2018-2022 strategic plan, assessing progress made in addressing the six strategic issues, identifying strengths and weaknesses, and analyzing the effectiveness of strategies adopted to achieve objectives. This analysis will inform the development of the new strategic plan. 

Phase 3: Strategic Plan Development (2-3 months)

The firm will develop a comprehensive 2024-2028 strategic plan for the RCOT, incorporating input from relevant stakeholders and addressing key areas identified during the evaluation and analysis phase. The firm will work closely with the RCOT to ensure the new plan aligns with their goals, priorities, and the evolving needs of the Rwandan tourism sector. 

Phase 4: Launch Event and Dissemination (2 weeks)

In the final phase, the firm will organize and implement a high-profile launch event for the new strategic plan during the 2023 Tourism Week. The firm will also develop and execute a dissemination strategy to ensure maximum reach and impact of the new strategic plan, utilizing various channels such as printed copies, electronic versions, and the RCOT website.

Throughout the six-month period, the selected firm will maintain regular communication with the RCOT, providing updates on progress, addressing any challenges or concerns, and ensuring the project remains on track and aligned with the RCOT's goals and priorities.

Qualifications and Experience 

The firm should possess the following qualifications and experience to ensure the successful completion of this assignment: 

a) Proven expertise in strategic planning, tourism development, and project management:

The firm should have an established track record of successfully developing and implementing strategic plans, with a focus on tourism development and project management. This includes the ability to analyze complex situations, develop innovative solutions, and manage multiple tasks simultaneously. Essential. 

b) Demonstrated experience in evaluating and developing strategic plans for organizations, preferably within the tourism sector:

The firm should have a history of working with organizations in the evaluation and development of strategic plans, with a preference for those with experience in the tourism sector. This includes understanding the unique challenges and opportunities facing the industry and incorporating them into the strategic planning process. Essential. 

c) Excellent communication and stakeholder engagement skills, with experience in facilitating consultations and workshops:

The firm should have strong communication and stakeholder engagement skills, with a demonstrated ability to facilitate consultations and workshops with diverse groups of stakeholders. This includes the ability to clearly articulate complex ideas, listen and respond to feedback, and build consensus among participants. Essential. 

d) A strong understanding of Rwanda's tourism sector, the private sector, government policies, and development goals:

The firm should possess a deep understanding of Rwanda's tourism sector, including its unique challenges and opportunities, as well as government policies and development goals related to the industry. This knowledge will be crucial in ensuring that the new strategic plan is relevant, actionable, and aligned with the country's broader development objectives. Essential. 

e) Strong organizational and logistical skills, with a track record of successfully organizing high-profile events:

The firm should possess excellent organizational and logistical skills, with experience in organizing and executing high-profile events. This includes coordinating with various stakeholders, managing budgets and resources, and ensuring that all aspects of the event are executed seamlessly and professionally. Desirable. 

Submission of Proposals 

Interested firms are required to submit a comprehensive technical and financial proposal to be considered for this assignment. The proposal should include the following components: 

a) A detailed methodology and work plan for the assignment, including a timeline for the completion of each task:

The proposal should clearly outline the firm's approach to the assignment, detailing the methodology and work plan they intend to follow. This should include specific steps for each task, as well as a realistic timeline for their completion, ensuring that the overall assignment is completed within the six-month timeframe. 

b) A list of relevant past projects and experiences in strategic planning, tourism development, and event organization:

Firms should provide a list of relevant past projects and experiences that demonstrate their expertise in strategic planning, tourism development, and event organization. This should include a brief description of each project, the role the firm played, and the outcomes achieved. 

c) A detailed budget breakdown for the assignment, in line with the proposed budget in the ToR:

The proposal should include a detailed budget breakdown that outlines the estimated costs for each component of the assignment, such as consultancy fees, evaluation costs, launch event expenses, and dissemination efforts. The budget should be in line with the proposed budget outlined in the Terms of Reference.

d) CVs of key personnel who will be involved in the assignment, highlighting their relevant expertise and qualifications:

Firms should provide the CVs of key personnel who will be directly involved in the assignment, showcasing their relevant expertise and qualifications in strategic planning, tourism development, and event organization. This will help demonstrate the firm's capacity to successfully complete the assignment. 

e) At least three references from previous clients who can vouch for the firm's competence and quality of work:

The proposal should include contact information for at least three references from previous clients who can attest to the firm's competence and the quality of their work. These references should be able to provide insight into the firm's performance on similar assignments and their ability to deliver high-quality results. 

Proposals should be submitted in accordance with the instructions and deadline provided in the ToR or accompanying documents, ensuring that all required components are included and presented in a clear, professional manner. 

Evaluation Criteria

The submitted proposals will be evaluated based on the following criteria to ensure the selection of a firm with the necessary expertise and capabilities: 

a) Technical Capacity and Experience:

• Minimum Requirement of Key Experts: The proposal will be assessed based on the qualifications and experience of key experts involved in the assignment. Minimum requirements include a master's degree in a relevant field (e.g., tourism, business administration) and a minimum of 10 years of experience in strategic planning, tourism development, or related areas.
• Firm's Experience: The evaluation will consider the firm's track record in successfully completing at least 3 similar projects, preferably within the tourism sector, and its experience in working with chambers of commerce or industry associations.
• Relevant Expertise: The expertise and knowledge of key personnel in areas such as strategic planning, tourism sector analysis, stakeholder engagement, and event organization will be evaluated.
• References: The proposal will be assessed based on references provided from previous clients who can vouch for the firm's competence and quality of work in strategic planning and tourism development projects. 

b) Methodology and Work Plan:

• Comprehensive Analysis: The evaluation will assess the proposed methodology for conducting a comprehensive analysis of the tourism sector, including an assessment of key trends, challenges, and opportunities.
• Stakeholder Engagement: The firm's approach to stakeholder engagement, such as consultations, workshops, and interviews to gather input from relevant stakeholders, will be evaluated.
• Strategic Priorities: The methodology's effectiveness in setting clear strategic priorities for the RCOT based on the analysis conducted will be considered.
• Actionable Strategies: The proposal will be assessed based on the methodology's ability to outline a systematic process for formulating actionable strategies aligned with the RCOT's goals and vision.
• Implementation Framework: The evaluation will consider the firm's proposed approach to developing an implementation framework that outlines how the strategic plan will be executed, monitored, and evaluated.
• Realistic Timeline: The work plan's timeline will be evaluated to ensure it allows for adequate time to complete each task effectively within the given timeframe.
• Deliverables: The clarity and completeness of the proposed deliverables, such as evaluation reports, the strategic plan document, launch event arrangements, and a dissemination strategy, will be considered. 

Submission Deadline 

Proposals should be submitted electronically no later than 2^nd August 2023, to the following address: info@rwandatourismchamber.org 

Contract Terms 

The selected firm will be required to sign a contract with the RCOT, outlining the terms and conditions of the assignment, deliverables, payment schedule, and any other relevant clauses. The contract will be subject to review and approval by the RCOT and any legal advisors deemed necessary. 

Confidentiality 

All information provided by the RCOT or obtained during the assignment shall be treated as confidential and shall not be disclosed to third parties without prior written consent from the RCOT. The selected firm will be required to sign a non-disclosure agreement as part of the contract terms.