Expression of Interest (EOI)

Hiring a Firm to Develop and Pilot Standard Operating Procedures (SOPs) for Implementing Sector-Specific Goals of the ICT Sector Strategic Plan (SSP) 2024-2029

Reference Number: 83477671

Date of Publication: 12.11.2024

Introduction

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; and regional projects in the Great Lakes Region.

Background 

The Ministry of ICT and Innovation is mandated to monitoring and evaluate the implementation of national policies, strategies and programs to promote technology and communication, developing and disseminating policies, strategies and programs for ICT and Innovation. The daily business of the Ministry of ICT is run through two key departments - the Digital Government Transformation and the Innovation and Business Development. Also, The Ministry runs a programme dubbed Innovation and ICT Private Sector Development. Follow the links below to learn more about the Ministry's work.

The Ministry of ICT and Innovation has formulated an ICT Sector Strategic Plan (SSP) for 2024-2029 with the vision of transforming Rwanda into a knowledge-based economy. The SSP aims to foster digital transformation, promote digital inclusion, and enhance digital service delivery. To achieve these goals, the Ministry seeks to hire a firm to develop and pilot SOPs that will guide and operationalize these strategic objectives across relevant departments and stakeholders.

Rwanda’s ICT Sector Strategic Plan (SSP) for 2024-2029 aims to transform the country into a digitally advanced society. Aligned with Vision 2050 and NST2, the SSP focuses on fostering digital transformation, promoting digital inclusion, and enhancing digital service delivery across key sectors: Infrastructure, Cybersecurity, Digital Skills, Data & Emerging Technologies, Applications & Smart Cities, and Innovation Ecosystem. Each of these sectors is essential to achieving the SSP’s goals. The Ministry of ICT seeks a firm to develop and pilot SOPs tailored to these sectors to ensure sector-specific implementation.

Context 

Hiring a Firm to Develop and Pilot Standard Operating Procedures (SOPs) to Strengthen MINICT’s Institutional and Sectoral Operations, and Support Implementation of the ICT Sector Strategic Plan (SSP) 2024-2029

The Ministry of ICT and Innovation (MINICT) has developed the ICT Sector Strategic Plan (SSP) 2024-2029 to guide the country's digital transformation and support Rwanda’s Vision 2050 goals. The SSP is structured around key sectoral objectives: infrastructure, cybersecurity, digital skills, data governance, smart cities, and innovation ecosystems. However, to effectively implement the SSP, it is crucial to strengthen MINICT's internal operations, ensure alignment with legal frameworks, build internal capacity, and implement a holistic approach to service delivery.

MINICT operates in coordination with independent regulators such as the Rwanda Utilities Regulatory Authority (RURA), the Rwanda Space Agency (RSA), and the National Cyber Security Authority (NCSA), as well as key implementing agencies like the Rwanda Information Society Authority (RISA), the National Identification Agency (NIDA), and others. It is essential that any SOPs developed are aligned with existing legal instruments and policies, while also strengthening MINICT’s internal governance structures.

Rationale for Developing SOPs:

Institutional Focus:SOPs are required not just for sector-specific objectives but to strengthen MINICT’s internal mandates, legal frameworks, and governance structures, ensuring the Ministry operates efficiently while delivering on external sectoral initiatives.

Legal and Policy Alignment: SOPs must be aligned with the laws and policies governing MINICT’s operations, taking into account the roles of independent regulators and implementing agencies.

Capacity Building and Sustainability:SOPs should support comprehensive capacity building, allowing MINICT staff to adopt and sustain the new processes. A focus on knowledge management and internal ownership is critical for long-term sustainability.

Holistic Approach: The SOPs should address both MINICT’s internal institutional needs and external sectoral objectives, ensuring the Ministry’s operations are efficient, compliant, and aligned with national development goals.

Monitoring and Continuous Improvement:The SOPs should incorporate robust monitoring and evaluation frameworks, ensuring continuous improvement and adaptation to evolving policies and technologies.

Objectives:

The primary objective is to develop and pilot SOPs that strengthen MINICT’s institutional capacity and ability to deliver on sector-specific objectives while ensuring legal compliance and fostering long-term sustainability. The SOPs will:

• Strengthen MINICT’s Institutional Operations:SOPs will enhance internal governance, operational workflows, and service delivery capabilities within MINICT, ensuring alignment with legal frameworks and policies.
• Ensure Legal and Policy Alignment:SOPs must conform to the legal instruments governing public sector operations, including alignment with the mandates of regulators and implementing agencies.
• Build Capacity and Knowledge Management:SOPs will include comprehensive capacity-building initiatives, ensuring MINICT staff are equipped to adopt, implement, and sustain new processes.
• Address Sector-Specific Objectives:SOPs will also be developed for key sectors (infrastructure, cybersecurity, digital skills, data governance, smart cities, and innovation ecosystems), ensuring the Ministry achieves its external sectoral objectives.
• Implement Continuous Monitoring and Improvement:A robust monitoring and evaluation (M&E) framework will be established to ensure the SOPs remain relevant, effective, and aligned with evolving needs.

Scope of Work and Detailed Tasks:

Work package 1. Institutional Strengthening for MINICT

• Task 1.1: Review of Organizational Structure: Conduct a thorough assessment of MINICT’s organizational structure, mission, and governance framework. Identify any gaps in workflow, governance, and decision-making processes.
• Task 1.2: Mapping Existing Procedures: Map current internal procedures across departments within MINICT, including communication channels, data processing methods, and workflows. Identify inefficiencies or bottlenecks that hinder operational efficiency.
• Task 1.3: Legal and Policy Alignment: Review existing legal frameworks governing MINICT’s operations, including sector-specific laws, the General Statute for public servants, and delegation of authority. Ensure that the SOPs align with these frameworks and resolve any potential conflicts.
• Task 1.4: Design Institutional SOPs: Develop SOPs that enhance operational efficiency, strengthen governance, and ensure compliance with internal mandates and national policies. SOPs should cover key areas such as decision-making, accountability, and resource management.
• Task 1.5: Integrating with Service Charters: Ensure the new SOPs integrate with MINICT’s internal service charters and support the Ministry’s public commitments to service delivery.

Work package 2. Sector-Specific SOPs Development

   Task 2.1: Infrastructure Sector SOPs:

• Conduct Infrastructure Assessment: Review current infrastructure capabilities, including broadband access and coverage.
• Develop SOPs for Infrastructure Projects: SOPs should cover processes for implementing, maintaining, and scaling digital infrastructure projects, including timelines, responsibilities, and quality control.
• Pilot Infrastructure SOPs: Test and evaluate SOPs in selected areas, ensuring they are scalable and adaptable.

Task 2.2: Cybersecurity Sector SOPs:

• Assess Cybersecurity Framework: Review existing cybersecurity policies and frameworks at MINICT and its affiliated agencies.
• Develop Cybersecurity SOPs: SOPs should address risk assessments, incident management, and cybersecurity training across public institutions.
• Pilot Cybersecurity SOPs: Implement SOPs in critical institutions, monitor compliance, and refine based on pilot results.

  Task 2.3: Digital Skills Sector SOPs:

• Workforce Skills Gap Analysis: Identify gaps in the Ministry’s digital skills capabilities, focusing on areas like coding, data analysis, and cybersecurity.
• Develop Training SOPs: SOPs should cover processes for implementing digital skills training, including coordination with national programs and timelines.
• Pilot Training SOPs: Implement in selected areas, monitor participation, and adjust based on feedback.

Task 2.4: Data & Emerging Technologies SOPs:

• Assess Data Governance: Review existing data governance policies within MINICT and partner agencies.
• Develop SOPs for Data Management and Emerging Technologies: SOPs should address data protection, data sharing protocols, and the integration of emerging technologies such as AI, IoT, and blockchain.
• Pilot Data Governance SOPs: Test in selected areas, ensuring effective data use for decision-making.

Task 2.5: Smart Cities and Digital Services SOPs:

• Smart Cities Readiness Assessment: Review current initiatives and identify potential gaps.
• Develop SOPs for Smart Cities: SOPs should cover processes for integrating digital technologies in urban management (e.g., traffic, public services).
• Pilot Smart Cities SOPs: Test SOPs in key smart city initiatives and refine based on results.

Task 2.6: Innovation Ecosystem SOPs:

• Assess Innovation Environment: Review the existing support structures for digital entrepreneurship and innovation.
• Develop SOPs for Innovation Support: SOPs should cover processes for supporting startups, including funding, mentorship, and incubation.
• Pilot Innovation SOPs: Test the implementation of SOPs in select innovation hubs.

Work package 3. Capacity Building and Sustainability

• Task 3.1: Comprehensive Training Programs: Develop training materials and programs for MINICT staff, focused on how to adopt and sustain the new SOPs.
• Task 3.2: Knowledge Management Systems: Design a knowledge management system to document best practices, lessons learned, and continuous improvements.
• Task 3.3: On-the-Job Training: Implement on-the-job training sessions and workshops to ensure staff are fully equipped to implement and maintain SOPs.

Work package 4. Monitoring and Continuous Improvement

• Task 4.1: Develop Monitoring Framework: Create an M&E framework to regularly track the implementation of SOPs, assess their effectiveness, and identify areas for improvement.
• Task 4.2: Continuous Feedback Mechanism: Establish a feedback loop that allows staff to provide insights and suggestions for improving SOPs.
• Task 4.3: Regular SOP Review Cycles: Ensure that SOPs are updated regularly to accommodate changes in legal frameworks, policies, and technology.

Deliverables:

1. Inception Report:Detailed work plan and methodology, including an approach for integrating legal frameworks and institutional strengthening.
2. Assessment Report:A comprehensive review of current MINICT procedures, legal frameworks, and sectoral needs.
3. Draft SOPs: SOPs for both MINICT’s internal institutional needs and external sectoral objectives.
4. Pilot Implementation Report:Evaluation of the SOPs piloted in different sectors, including insights from stakeholders and suggestions for improvement.
5. Final SOPs:Refined SOPs for institutional and sectoral needs, including capacity-building tools and a knowledge management system.
6. Monitoring and Evaluation Framework: A comprehensive framework for tracking SOP implementation, ensuring continuous feedback, and making iterative improvements.

Qualifications of the Firm:  

The firm should have:

• Demonstrated experience in developing SOPs for complex ICT projects, preferably in public sector digital initiatives.
• Sector-specific expertise in digital infrastructure, cybersecurity, digital skills development, data management, smart city applications, and innovation ecosystems.
• Proven capacity to conduct sectoral assessments, pilot SOPs, and provide sector-specific training.
• Familiarity with Rwanda’s ICT policies and frameworks, as well as international best practices in digital transformation.

Duration:  

The assignment is expected to last for six months, with the possibility of extension based on pilot outcomes and Ministry requirements.

The project focal person(s) will review and approve these deliverables at each stage to ensure alignment with the project objectives and requirements.

Upon contract signature, the GIZ and/or its key stakeholders will assign a focal person(s) to manage this assignment day-to-day. S/he will brief the contractor and share expectations on the outcome of this assignment. The contractor shall propose a plan and timeline for implementing both projects within 5 working days.

The selected contractor must complete the project within six (6) months of contract signing.

Period of assignment: from contract sigining until 30.06.2025 .

GIZ owns all intellectual property rights, the complete platform and database content, and all work performed under this assignment’s service contract.

Concept

In the bid, the bidder is required to show how the objectives defined in the objectives section are to be achieved, if applicable, under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the project management system for service provision.

Technical-methodological concept

1.1 Strategy:

1.1.1 The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Objectives).

1.1.2 Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible

1.4 Processes

1.4.1 The bidder is required to describe the key processes for the services for which it is responsible. In particular, the bidder is required to describe the necessary work steps.

1.6 Project management 

1.6.2 Project management of the contractor

The bidder is required to explain its approach to coordination with the GIZ project. GIZ will provide one contact person for the contractor. The explanations of the bidder shall consider the following minimum standards to be met by the contractor:

• The provision of at least one contact person for GIZ
• The existence of substitution management
• Daily availability by phone (on workdays)
• The response to emails within 24 hours
• Weekly availability for a physical or virtual meeting
• Weekly progress reporting (verbal or written)
• The submission of quality-assured deliverables at least three workdays before the approval is due to be made (all deliverables need approval from GIZ)
• The selection, preparation, training and steering of the experts assigned to perform the advisory tasks.
• The management of costs and expenditures, accounting processes, and invoices is in accordance with GIZ's requirements.

Personnel Concept

• The bidder is required to provide personnel who are suited to filling the positions described, based on their CVs, the range of tasks involved and the required qualifications.
• The qualifications below represent the requirements to reach the maximum number of points.
• These experts will ensure that the SOPs are developed with sector-specific insights, piloted effectively, and aligned with Rwanda’s ICT Sector Strategic Plan goals.

Team leader: Project Manager

Role: Coordinate the overall project, ensuring timely delivery of all sector-specific SOPs, managing cross-sectoral integration, and overseeing the pilot implementation.

Qualifications required.

• Education/training (2.1.1): University qualification (master’s or equivalent): Master’s degree in Project Management, Business Administration, or a related field
• Language (2.1.2): Good business language skills in N/A
• General professional experience (2.1.3): 10+ years of experience in managing complex ICT or digital transformation projects
• Specific professional experience (2.1.4): 5+ years of experience in strong organizational, communication, and stakeholder management skills with Certification in Project Management (PMP, PRINCE2, or equivalent)
• Leadership/management experience (2.1.5): Proven track record of managing multi-sectoral projects, particularly in public sector digital transformation
• Regional experience (2.1.6): N/Aof experience in projects in (region): N/A, of which N/A in projects in (country): N/A
• Development Cooperation (DC) experience (2.1.7): N/A
• Other (2.1.8): Experience with monitoring and evaluation (M&E) frameworks to assess project outcomes and impact

Expert 1: ICT Infrastructure Expert

Role: Oversee the development and implementation of SOPs related to digital infrastructure, ensuring universal broadband access and quality of service.

Qualifications required.

• Education/training (2.2.1): University qualification (master’s or equivalent): Master’s degree in Telecommunications, Network Engineering, or ICT Infrastructure Management or relevant field.
• Language (2.2.2): Good business language skills in N/A
• General professional experience (2.2.3): 8 years of experience in ICT infrastructure development and management, particularly in broadband and connectivity projects
• Specific professional experience (2.2.4): 5+ years of experience conducting infrastructure assessments and implementing service quality standards.
• Leadership/management experience (2.2.5): 3+ Years of managing large-scale digital infrastructure projects, preferably in developing countries
• Regional experience (2.2.6): N/Aof experience in projects in (region): N/A, of which N/Ain projects in (country): N/A
• Development Cooperation (DC) experience (2.2.7): N/A
• Other (2.2.8): knowledge of ICT infrastructure policies, regulations, and best practices

Expert 2: Cybersecurity Specialist

Role: Develop and implement SOPs for cybersecurity, including risk assessment, incident response, and cybersecurity training.

Qualifications required.

• Education/training (2.3.1): University qualification (master’s or equivalent): Master’s degree in Cybersecurity, Information Security, or a related field
• Language (2.3.2): Good business language skills in N/A
• General professional experience (2.3.3): 8+ years of experience in cybersecurity strategy, policies, and frameworks
• Specific professional experience (2.3.4): 5+ Years of experience in developing cybersecurity policies for public sector organisations, including data protection and digital identity management with Certifications such as CISSP, CISM, or CISA or related field
• Leadership/management experience (2.3.5): N/A
• Regional experience (2.3.6): N/Aof experience in projects in (region): N/A, of which N/Ain projects in (country): N/A
• Development Cooperation (DC) experience (2.3.7): N/A
• Other (2.3.8): 2+ Years of experience in implementing cybersecurity training programs on cybersecurity standards such as ISO 27001, NIST, and GDPR compliance

Expert 3: Digital Skills Development Expert

Role: Lead the creation and piloting of SOPs related to digital skills training, focusing on workforce development and digital literacy programs.

Qualifications required.

• Education/training (2.4.1): University qualification (master’s or equivalent): Master’s degree in education, Information Technology, or Workforce Development or relevant field.
• Language (2.4.2): Good business language skills in N/A
• General professional experience (2.4.3): 8+ years of experience in digital skills training program design and implementation.
• Specific professional experience (2.4.4): 5+ years of experience in developing training content for ICT skills, such as coding, data analysis, and emerging technologies
• Leadership/management experience (2.4.5): N/A
• Regional experience (2.4.6): N/Aof experience in projects in (region): N/A, of which N/A in projects in (country): N/A
• Development Cooperation (DC) experience (2.4.7): N/A
• Other (2.4.8): Familiarity with digital literacy and workforce skills assessment frameworks and a strong understanding of gender and inclusion issues in digital skills development.

Expert 4: Data Governance and Emerging Technologies Specialist

Role: Develop SOPs for data governance, data protection, and the integration of emerging technologies (e.g., AI, IoT, blockchain) to drive digital transformation.

Qualifications required.

• Education/training (2.5.1): University qualification (master’s or equivalent): Master’s degree in Data Science, Information Systems, or a related field
• Language (2.5.2): Good business language skills in N/A
• General professional experience (2.5.3): 8+ years of experience in data management, data governance, and emerging technologies or relevant field.
• Specific professional experience (2.5.4): 5+ years of experience in implementing data governance frameworks and data protection policies with Certifications such as Certified Data Management Professional (CDMP) or DAMA-DMBOK.
• Leadership/management experience (2.5.5): N/A
• Regional experience (2.5.6): N/Aof experience in projects in (region): N/A, of which N/A in projects in (country): N/A
• Development Cooperation (DC) experience (2.5.7): N/A
• Other (2.5.8): Knowledge of AI, IoT, blockchain, and other emerging technologies, with a focus on public sector applications

Expert 5: Smart Cities and Digital Applications Expert

Role: Guide the development and piloting of SOPs for digitising public services and implementing smart city solutions.

Qualifications required.

• Education/training (2.6.1): University qualification (master’s or equivalent): Master’s degree in Urban Planning, Smart City Development, or a related field
• Language (2.6.2): Good business language skills in N/A
• General professional experience (2.6.3): 8+ years of experience in smart city projects, digital applications, and urban innovation
• Specific professional experience (2.6.4): 5+ years of experience in implementing digital public services, with a focus on user accessibility and inclusivity in smart city technologies, including IoT, GIS, and sustainable urban planning.
• Leadership/management experience (2.6.5): N/A
• Regional experience (2.6.6): N/Aof experience in projects in (region): N/A, of which N/A in projects in (country): N/A
• Development Cooperation (DC) experience (2.6.7): N/A
• Other (2.6.8): Familiarity with smart city frameworks and digital service standards for government applications with experience in stakeholder engagement and managing cross-sector collaborations in smart city initiatives

Expert 6: Innovation and Entrepreneurship Specialist

Role: Develop SOPs to strengthen the innovation ecosystem, supporting digital entrepreneurship, R&D, and startup growth.

Qualifications required.

• Education/training (2.7.1): University qualification (master’s or equivalent): Master’s degree in Business Administration, Innovation Management, Entrepreneurship or relevant field.
• Language (2.7.2): Good business language skills in N/A
• General professional experience (2.7.3): 8+ years of experience in innovation ecosystem development, including R&D, startup incubation, and funding mechanisms
• Specific professional experience (2.7.4): 5+ years of experience in managing innovation programs, such as accelerator programs, startup support services, and technology transfer.
• Leadership/management experience (2.7.5): N/A
• Regional experience (2.7.6): N/Aof experience in projects in (region): N/A, of which N/A in projects in (country): N/A
• Development Cooperation (DC) experience (2.7.7): N/A
• Other (2.7.8): Familiarity with public sector innovation policies and frameworks, particularly in developing countries with a strong innovation and entrepreneurship ecosystem network, including relationships with investors, incubators, and government agencies

Expert 7: Monitoring and Evaluation (M&E) Specialist

Role: Design and implement the M&E framework for the project, ensuring that SOPs are effective, aligned with SSP goals, and sustainable.

Qualifications required.

• Education/training (2.8.1): University qualification (master’s or equivalent): Master’s degree in Monitoring and Evaluation, Public Administration, or a related field
• Language (2.8.2): Good business language skills in N/A
• General professional experience (2.8.3): 8+ Years of experience in M&E frameworks, including setting KPIs and data collection methodologies.
• Specific professional experience (2.8.4): +8 years of experience in M&E, particularly for ICT or digital transformation projects
• Leadership/management experience (2.8.5): 5+ Years of managing ICT sector metrics and indicators, with experience in public sector projects.
• Regional experience (2.8.6): N/Aof experience in projects in (region): N/A, of which N/A in projects in (country): N/A
• Development Cooperation (DC) experience (2.8.7): N/A
• Other (2.8.8): Strong analytical skills and experience with reporting tools for tracking project progress and outcomes, as well as Certification in M&E or related methodologies, are an asset.

Costing requirements

The bidder is required to calculate their financial tender based exactly on the parameters specified in the inputs. The contractor is not contractually entitled to use up the days or budget in full. The number of days and the budget will be contractually agreed as maximum limits.

The bidder must also provide an estimation of the quantity of web tools, plugins, SSL certificates, and any additional tools necessary to fulfil the project requirements outlined in the inputs.

Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToR. In particular, the detailed structure of the concept. The bid should be drawn up in English (language).

The CVs of the personnel proposed in accordance with the Personnel Concept section of this ToRs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs should also be submitted in English (language).

Contact 

If you have questions about the assignment, please contact procurement-rw@giz.de. Please note that we only point to publicly available information for a fair tender process.

Application 

The Expression of Interest will be evaluated based on the following criteria:

• Individual profile,
• Relevant experience,
• Your strategies to assure agility, flexibility, and responsiveness,
• Personnel offer
• Financial offer.

Eligibility Criteria (Please you must complete the attached form: Self-declaration of eligibility as part of the open tender RW

• Evidence of commercial register entry (i.e. Registration Certificate issued by RDB)
• Evidence of tax registration (i.e. VAT certificate by RRA)
• Evidence of valid tax clearance (issued by RRA)
• Average annual turnover for the last three financial years (last-but-four financial year can be included in case of tenders held within six months of end of last financial year). Worth 43,977,150 RWF
• Average number of employees and managers for the past three calendar years: 5persons (evidence required g payroll)
• At least 1 reference projectin the technical field of Process and management consulting
• At least 1reference project in Rwanda in the last 1year (evidence required).

Submission of offer:The Expression of Interest should contain the following:

Technical Proposal:

• A cover letter expressing your interest in this assignment
• Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, your approach to complete the assignment, template attached.
• CV of the Consultants proposed
• Proof of successful completion of related assignments.
• VAT Registration certificate
• Latest tax clearance certificate
• Company registration certificate (RDB)

Financial Proposal (Template attached):indicates the all-inclusive daily rate, supported by a breakdown of all costs. The costs must be in RWF and VAT

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until 27/11/2024

The technical offer has to be submitted in PDF format and as attachment to the email with the subject: Technical offer 83477671

The financial offer has to be submitted in PDF format and the price must be in Rwandan Francs and VAT excluded (if applicable) and as attachment to the email with the subject: Financial offer 83477671

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/ 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.