Work Package 1: Designing and Implementing a Physical Ideathon to Define Use Cases for Drone Technology in Rwanda

Tasks:

• Develop workshop concept/methodology and agenda for a 2-day workshop based on human-centred design methodologies.
• Develop and launch a “Call for proposals”, in coordination with GIZ, targeting the use of civil drone usecases in sectors such as climate, biodiversity and agriculture sector for use case submissions.
• Coordinate dissemination of the call for ideas through social media, manage applications, and assess proposals.
• Identify additional high-potential workshop participants in collaboration with GIZ and RISA.
• Manage participant communication and RSVPs, prepare introductory presentations, and define objective selection criteria.
• Facilitate the 2-day workshop, draft a comprehensive workshop report, and produce pre- and post-workshop communications.
• Define metrics to evaluate the success of the workshop, including participant satisfaction, quality of proposals, and overall impact on the targeted sectors.
• Create a roadmap for moving forward with the selected use cases, including steps for pilot testing, scaling, and integrating drone technology into the identified sectors.

Deliverables:

• Workshop plan (Concept, call for ideas, selection criteria)
• Methodology and Concept Document
• participant evaluation report
• Communication plan
• Presentations and HCD methodologies documents
• Workshop and evaluation report
• Implementation Roadmap

Work Package 2: Conduct stakeholder meetings and sector-specific workshops to refine the identified drone use cases

Tasks:

• Identify and map out all relevant stakeholders within the climate, biodiversity, and agriculture sectors to ensure that all key players are engaged
• Develop a concept/methodology for conducting stakeholder meetings and sector-specific workshops focused on drone usecases identified in the key priority areas such surveying & mapping and agriculture.
• Conduct thorough stakeholder meetings with a focus on institutions in the climate , bio-diversity and agriculture sector to gather insights and identify potential use cases.
• Conduct sector-specific workshops with stakeholders to refine the identified drone use cases and gather feedback.
• Select two priority use cases for further development based on criteria such as stakeholder feedback and feasibility.
• Develop detailed use case specifications and requirements for the two selected drone use cases.

Deliverables:

• Stakeholder Mapping Report
• Methodology and Concept Document
• Stakeholder Meeting Reports
• Sector-Specific Workshop Reports
• Priority Use Case Selection Report
• Use Case Specifications and requirements

Certain milestones, as laid out in the table below, are to be achieved by certain dates during the contract term, and at particular locations:

Period of assignment: From October 1^st,2024, until February 15^th, 2025.

2. Concept 

In the bid, the bidder is required to show how the objectives defined in Chapter 2 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

Strategy: The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1). Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 2). The strategy shall include a methodological overview for each of the 2 work packages, including but not limited to:

• A preliminary list of potential workshop participants
• A methodological overview of the end-user research (including the methods to be applied for the interviews and the other exchange formats)
• The comprehensive application of design thinking and human-centred design

The bidder is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them. A specific focus shall be put on the cooperation with the GIZ team and the end users.

The bidder is required to describe the key processes for the services for which it is responsible and create a schedule that describes how the services according to Chapter 2 are to be provided. In particular, the bidder is required to describe the necessary work steps. The bidder is required to draw up a deliberate and realistic Gantt chart with explanatory notes on risks of delays and failures as well as proper mitigating and reactive measures.

Project management of the contractor:

The bidder is required to explain its approach for 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)
• 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 the approval from GIZ)

3. Personnel concept

The bidder is required to provide personnel who are suited to filling the positions described, based on their CVs (see Chapter 5), the range of tasks involved and the required qualifications. 

The below specified qualifications represent the requirements to reach the maximum number of points, so they represent maximum qualifications, not minimum qualifications. 

Team leader /Design lead

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.
• Regular reporting in accordance with deadlines

Qualifications of the team leader 

• Education/training (2.1.1): Master’s degree in design, engineering, computer science, or related field, and certification in Human Centred Design is considered a plus.
• Language (2.1.2):Good business language skills in English. Proficiency in Kinyarwanda is an advantage.
• General professional experience (2.1.3):5 years of professional experience in human-centred design. 
• Specific professional experience (2.1.4):5 years in design of digital products / services. Experience with drone related usecases is an advantage.
• Leadership/management experience (2.1.5):3 years direct supervisory/management experience working with cross-functional teams.
• Regional experience (2.1.6):5 years of experience in projects in East Africa.
• Development Cooperation (DC) experience (2.1.7):Experience with at least 2 international development cooperation projects
• Other (2.1.8): -

Expert 1: Human-centred design expert and co-facilitator

Tasks of expert 1: 

• Developing workshop methodologies and agendas specific to drone use case ideation.
• Assist in field plan development, including selecting proven insights research methods and tools and creating new methods to achieve research objectives.
• Facilitate in-field focus-group discussions, workshop (ideation) organization, one-on-one interviews and other participatory research methods.
• Conducting stakeholder meetings and workshops with a focus on drone applications in focus sectors.
• Facilitating discussions and ideation sessions to refine drone use cases and gather stakeholder feedback.

Qualifications of expert 1 

• Education/training (2.2.1):Master’s degree in a related field (Design, Human-Centred Design, Information Science or Human-Computer Interaction, Graphic Design).
• Language (2.2.2):Good business language skills in English and proficiency in Kinyarwanda (or Kiswahili), both written and verbal.
• General professional experience (2.2.3):5 years of professional experience in human-centred design.
• Specific professional experience (2.2.4):3 years’ proven experience in designing and facilitating interactive learning, dialogue and innovation formats (e.g., knowledge exchange workshops, social labs, incubation labs).
• Leadership/Management experience (2.5):-
• Regional experience (2.2.6): 4 years’ experience working in East Africa, of which 1 year in Rwanda.
• Development Cooperation (DC) experience (2.2.7):Experience with at least 1 international development cooperation project.
• Other (2.2.8): -

Expert 2: Drone Technical Expert

Tasks of expert 2: 

• Act as the “go-to” person for all drone related project components.
• Assessing and advising on the technical feasibility of proposed drone use cases, focusing on surveying & mapping and agriculture sectors.
• Defining detailed technical specifications and requirements for drone use case, ensuring alignment with stakeholder needs and project objectives.
• Developing operational workflows for drone use cases
• Providing expertise in drone operations, regulations, and safety protocols specific to Rwanda.
• Conducting risk assessments and mitigation strategies related to drone operations in various environments and use case scenarios.

Qualifications of expert 2 

• Education/training (2.3.1):Bachelor’s in aerospace engineering, electronics engineering, Mechanical engineering, computer science, or other related fields.
• Language (2.3.2):Good business language skills in English.
• General professional experience (2.3.3):6 years of experience in drone technology development and implementation.
• Specific professional experience (2.3.4):Hands-on experience with drone operations, technical specifications, and regulatory compliance in East Africa.
• Leadership/management experience (2.3.5): -
• Regional experience (2.3.6):3 years’ experience working in East Africa, with specific knowledge of Rwanda’s drone ecosystem.
• Development Cooperation (DC) experience (2.3.7):Experience with at least 1 international development cooperation project, involving drone technology and applications.
• Other (2.2.8):2 years’ of experiencein technical writing for documentation, reports, and proposals related to drone operations and use case development.

Soft skills of team members 

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

• Team skills
• Strong problem-solving skills
• Communication skills
• Organizational and analytical skills
• Efficient, partner and client-focused working methods
• Interdisciplinary thinking

4. Costing requirements

Assignment of personnel

Per-diem and overnight accommodation 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 at https://www.bundesfinanzministerium.de). 

Travel

The service provider is required to calculate the travel by the specified experts and the experts it has proposed based on the places of performance stipulated in Chapter 2 and list the expenses separately by per-diem allowance, accommodation expenses/allowance, flight costs and other travel expenses.

The bidder is required to calculate the travel by the specified experts and the experts it has proposed based on the places of performance stipulated in Chapter 2 and list the expenses separately by daily allowance, accommodation expenses, flight costs and other travel expenses. 

Specifically, the bidder is required to calculate the following trips:

• For companies outside of Rwanda: 1 return trip to Rwanda for Design Lead, HCD expert and drone technical expert for a maximum of 2 weeks
• 15 days of travel within Rwanda for design lead , HCD expert and the drone technical expert

Specification of inputs:

Workshops, training

The contractor implements the following workshops/study trips/training courses:

• 2-day physical workshop “ideathon”

Please note that expenses for catering and workshop/training venues will be directly covered by GIZ and do not need to be included in the financial bid.

5.Inputs of GIZ or other actors

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

• Workshop and training logistics

6. 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 (Chapter 4) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The bid is drawn up in English.

The complete bid shall not exceed 10 pages (excluding CVs).

The CVs of the personnel proposed in accordance with Chapter 5 of the ToR must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages. The CVs 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.

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

Please calculate your price bid based exactly on the aforementioned costing requirements. In the contract the contractor has no claim to fully exhaust the days/travel/workshops/ budgets. The number of days/travel/workshops and the budget amount shall be agreed in the contract as ‘up to’ amounts. The specifications for pricing are defined in the price schedule.

7. Submission of the offer

7.2 Technical Proposal

• Self-declaration of eligibility for the award (see annex form) with administrative documents of the company.
• A cover letter expressing your interest in this assignment
• Technical Proposal (attached template for technical proposal MUST be used)
• Up to date CVs of proposed experts

7.3 Financial offer:

Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs as described in the specification of inputs. The costs must be in RWF and VAT excluded.

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 29^th August 2024. Please you must write on each email subject this sentence: 83471460-Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time

GIZ reserves all rights