2.2 Work Package 2: Developing and managing participatory video storytelling workshops

Work package 2 focuses on the development and management of participatory video storytelling workshops across the Great Lakes Region. Through this participatory video storytelling methods, the workshops aim to: a) empower community members, especially marginalised and under-represented women, to create and share their stories of peacebuilding; b) increase awareness and advocacy for women’s rights and gender equality in the context of peacebuilding; c) facilitate community engagement and dialogue through video storytelling and; d) amplify voices of civil society and grassroots perspectives on Women, Peace, and Security (WPS) issues.

The contractor, in collaboration with GIZ and ICGLR, will select 10-12 potential trainers from diverse backgrounds, within select communities/grassroots associations to enable meaningful & insightful dialogues and exchanges. They will conduct a Training of Trainers in key participatory video storytelling techniques and ethics using easy to use, high quality cameras or smartphones, as well as the relevant skills needed for them to facilitate their training workshops. Overall, the contractor is expected to support the production of 1 to 5-minute awareness/advocacy films/videos speaking to the objectives of the iWPS project and Women Peace and Security (WPS) in general, and finally, facilitate the Trainers to Trainers to elaborate bespoke concepts for the participatory video projects/training workshops they will implement themselves.

The contractor will apply and educate competitors and all stakeholders on GIZ policies regarding consent, image protection and intellectual property, safety of participants during video shooting, filming the protagonists with respect for individuals, throughout the full process of the activity.

2.3 Work Package 3: General Events and Media Management 

Work package 3 focuses on supporting the implementation of the iWPS project communications through events management as well as media management, with the aim to reinforce communications and visibility efforts around iWPS project events and activities, detailed in Chapter 2 and where else necessary.

The contractor, in collaboration with GIZ and ICGLR, will: a) organise and manage tailored events supporting the implementation of work packages 1 and 2, as well as media-related events/side events (press conferences, media breakfasts etc) in support of iWPS events and activities; b) invite and coordinate journalists/media houses’ coverage of iWPS project events and activities, as well as develop traditional media-related content/messaging (press releases, articles, video/radio documentaries etc); d) engage and facilitating the collaboration with ICGLR’s journalists network on covering and promoting iWPS project events and activities.

2.4 Work Package 4: Overall support to the iWPS project communications plan

Work package 4 focuses on supporting the implementation of the iWPS project communications plan, mainly through messaging and content development, as well as branding. To reinforce communications and visibility efforts around  iWPS project events and activities, detailed in Chapter 2 and where else necessary, the contractor will develop and disseminate high-quality and engaging social media and traditional media content and develop iWPS branded material.

More specifically, the contractor, in collaboration with GIZ and ICGLR, will: a) Develop messaging/content for and run social media campaigns covering and promoting iWPS project events and activities and; b) develop a brand guideline guiding the designs and production of various iWPS project promotional material (pull-up banners, notebooks, pens, non-plastic water bottles, flash drives, bags etc)

Period of assignment: from November 2024 until December 2026

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.

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).

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2).

The tenderer is required to describe its contribution to knowledge management for the partner (1.5.1) and GIZ and to promote scaling-up effects (1.5.2) under learning and innovation.

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.

The tenderer is required to describe its backstopping concept. The following services are part of the standard backstopping package, which (like ancillary personnel costs) must be factored into the fee schedules of the staff listed in the tender in accordance with Section 3.3.1 of the GIZ AVB:

• Service-delivery control
• Managing adaptations to changing conditions
• Ensuring the flow of information between the tenderer and GIZ
• Assuming personnel responsibility for the contractor’s experts
• Process-oriented steering for implementation of the commission
• Securing the administrative conclusion of the project

3. Personnel concept

The tenderer is required to provide personnel who are suited to filling the positions described, based on 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/ Project & Events Manager

Tasks:

• Regular monitoring, reporting on all work packages, and gathering of feedback from GIZ and other stakeholders in accordance with deliverables and deadlines
• Coordinating and ensuring communication with GIZ, partners and others involved in the project
• Personnel management, as well as planning and steering assignments
• Lead and focal person for work package 3

Qualifications

• Education/training (2.1.1): university degree (‘Diploma’/Master) in Project or Events management
• Language (2.1.2): C2-level language proficiency in English& French
• General professional experience (2.1.3): 7 years of professional experience in the Media sector
• Specific professional experience (2.1.4): 7 years of professional experience in Events Management
• Leadership/management experience (2.1.5): 5 years of management/leadership experience as project team leader or manager in an organization
• Regional experience (2.1.6): 4 years of experience in projects in the Great Lakes Region, of which 2 years in projects in Burundi, DRC, Rwanda, Uganda,
• Development cooperation (DC) experience (2.1.7): 2 years of experience in DC projects

Expert 1/ Photography Training Lead

Tasks:

• Lead and focal person for work package 1
• Regular monitoring, reporting on work package 1, and gathering of feedback from GIZ and other stakeholders in accordance with deliverables and deadlines
• Coordinating and ensuring communication with GIZ, partners and others involved in the project regarding work package 1

Qualifications:

• Education/training (2.2.1): Masters or Postgraduate Degree in Photography / Photojournalism
• Language (2.2.2): C2-level language proficiency in English
• General professional experience (2.2.3): 7 years of professional experience in the communications/media sector
• Specific professional experience (2.2.4): 7 years of professional experience in photography/photojournalism
• Leadership/management experience (2.2.5): 3 years as a creative project team leader
• Regional experience (2.2.6): 4 years of experience in projects in the Great Lakes Region, of which 2 years in projects in Burundi, DRC, Rwanda, Uganda
• Development Cooperation (DC) experience (2.2.7): 2 years of experience in DC projects

Expert 2/ Participatory video storytelling Training Lead

Tasks:

• Lead and focal person for work package 2
• Regular monitoring, reporting on work package 2, and gathering of feedback from GIZ and other stakeholders in accordance with deliverables and deadlines
• Coordinating and ensuring communication with GIZ, partners and others involved in the project regarding work package 2

Qualifications:

• Education/training (2.3.1): Master or Postgraduate Degree in Film / Videography
• Language (2.3.2): C2-level language proficiency in English
• General professional experience (2.3.3): 7 years of professional experience in the communications/media sector
• Specific professional experience (2.3.4): 7 years of professional experience in participatory film/videography
• Leadership/management experience (2.3.5): 2 years as a creative project team leader
• Regional experience (2.3.6): 3 years of experience in projects in the Great Lakes Region, of which 2 years in projects in Burundi, DRC, Rwanda, Uganda
• Development Cooperation (DC) experience (2.3.7): 2 years of experience in DC projects

Expert 3 / Content Development & Branding Lead

Tasks:

• Lead and focal person for work package 4
• Regular monitoring, reporting on work package 4, and gathering of feedback from GIZ and other stakeholders in accordance with deliverables and deadlines
• Coordinating and ensuring communication with GIZ, partners and others involved in the project regarding work package 4

Qualifications:

• Education/training (2.4.1): Masters or Postgraduate Degree in Branding /Media Management
• Language (2.4.2): C2-level language proficiency in English
• General professional experience (2.4.3): 7 years of professional experience in the communications/media sector
• Specific professional experience (2.4.4): 7 years of professional experience in branding/content development
• Leadership/management experience (2.4.5): 2 years as a creative project team leader
• Regional experience (2.4.6): 3 years of experience in projects in the Great Lakes Region, of which 2 years in projects in Burundi, DRC, Rwanda, Uganda
• Development Cooperation (DC) experience (2.4.7): 2 years of experience in DC projects

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

4. Costing requirements

Assignment of personnel and travel expenses

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).

Accommodation costs which exceed this up to a reasonable amount and the cost of flights and other main forms of transport 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 would like 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.

If they cannot be avoided, CO₂ emissions caused by air travel should 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 and training

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

Under work package 1 (as per Chapter 2.1):

• 5 days training on basic photography techniques and skills training for longlisted contestants of the Photography Contest

Under work package 2 (as per Chapter 2.2):

• 5 days participatory video storytelling workshop/Training of Trainers for 12 select participants

Under work package 3 (as per Chapter 2.3):

• 2 days participation in an award and screening ceremony for 12 participants

The planned budget for workshops and training is 80,852,580RWF

5. Inputs of GIZ or other actors

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

• Relevant project documents and information
• Contacts database of key stakeholders and partners
• GIZ instructions for creating and using photos and videos
• ICGLR Graphic Charter

6. Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToRs. 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.

7.Outsourced processing of personal data

The performance of the contract may be associated with the processing of personal data by the contractor, such as (but not limited to) names and contact information and who would alone define the nature of such data and how such processing would be carried out. In such cases, the contractor shall act as an independent DATA CONTROLLER and must alone comply with ALL applicable data protection obligations, including those stemming from regional and local laws. The contractor shall process personal data only when a given goal cannot be reasonably attained without such data. The data protection principles such as lawfulness, data minimization, accuracy, purpose limitation, storage limitation, transparency, integrity and confidentiality, and accountability, as well as the numerous rights of the data subject must be paid due attention. The GIZ is NOT in any way responsible for such processing.

Whenever the contractor executes the instructions of a partner to the GIZ with regard to such processing, the partner shall be the data controller, and the data processing shall be carried out in accordance with the partner’s instructions as well as laws and standards to which it is subject.

If the contractor is not subject to the GDPR and the applicable laws do not contain any explanation on the data protection principles and rights mentioned here, the definitions and meanings provided by the GDPR (Regulation (EU) 2016/679) should be considered. 

8. Submission of the offer

Technical Proposal

• A cover letter expressing your interest in this assignment
• Self-declaration of eligibility for the award
• Company registration certificate
• VAT registration certificate
• Tax clearance certificate
• 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 (Price sheet must be used). 

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until latest 04.11.2024:

• The technical offer has to be submitted in PDF format and as attachment to the email with the subject: Technical offer 83474497 
• The financial offer has to be submitted in PDF format and as attachment to the email with the subject: Financial offer 83474497 

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.