Expression of Interest (EoI)

Events management and organization for the ReCIC project NOZA IMITEKERE awareness – raising campaign in seven districts

Reference Number: 83467644

Date of Publication: 21.06.2024

1. Context

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations, amongst them Rwanda. 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.

EnDev is a multi-donor partnership and energy access programme currently financed by four donor countries: the Netherlands, Germany, Norway, Switzerland. The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH acts as the lead implementing agency of the programme and cooperates closely with the Netherlands Enterprise Agency (RVO) at the global level as well as other implementation partners at the country level.

Since 2009, EnDev is supporting the Government of Rwanda to provide energy access to households, social institutions and micro-, small-, and medium-sized companies.

In November 2020, GIZ received funding from the European Union and BMZ to implement the Reducing Climate Impact of Cooking (ReCIC) in Rwanda through improved cooking energy systems action. This component of EnDev is implemented by GIZ and Netherlands Development Organisation (SNV). The ReCIC project aims to improve sustainable production and dissemination of improved cookstoves and improved fuels in Rwanda to reduce reliance on firewood and the effects it has on health, environment, and the economy. The project supports a wide range of improved cookstove (ICS) technologies with the aim of developing a viable and sustainable market promoting local production.

The GoR, through its Biomass Energy Strategy (BEST) seeks to reduce the share of households using inefficient cooking solutions from 83.3% (2014) to 42% by 2024. However, to date, still more than 70% of the population continues to use three-stones and traditional stoves for cooking. This high reliance on biomass results in the degradation of the country’s forest cover. The effects of inefficient traditional biomass use on climate, environment and user’s health are also high. The ReCIC project goals are in line with the Government of Rwanda’s clean cooking targets that seek to ensure that the dissemination of modern efficient biomass cookstoves reaches 80% in rural areas and 50% in urban areas, by 2030.

In order to raise consumer awareness and support the dissemination, ReCIC designed an awareness raising and marketing campaign “NOZA IMITEKERE” which goes into its second year focussing particularly on the following districts: Nyabihu, Ngororero, Rubavu, Musanze, Gatsibo, Kayonza, Nyamasheke, Muhanga and Gisagara, City of Kigali.

To run the campaign successfully, ReCIC is looking for an event manager who supports the implementation of the NOZA IMITEKERE Campaign.

Objective of the assignment

The objective of the assignment is to support the preparation, organisation, and execution of NOZA IMITEKERE campaign in the 7 districts, working in close collaboration with the ReCIC team and its partners. There will be a run of 5 event days of campaign per district including community mobilisation activities and cooking demonstration. Hence, a total of 35 event days are currently being foreseen aiming on the following.

• Educating the participants about the negative impact of three stone fire smoke on health, socio-economic, and environmental effects of traditional cookstoves.
• Highlighting the benefit of clean cookstoves to fuel saving and socio –development of the living.
• Teaching fuel saving techniques (e.g., soaking dry food, cutting food etc.) through cooking demonstrations.
• Promoting clean cooking technologies and alternative fuel solutions across the country in different districts, sectors, and cells.

GIZ is seeking the services of an event management company to plan and execute the organisation of the above-mentioned campaign. The event organiser shall support the GIZ team in the planning, preparation, and delivery of the logistical and administrative tasks as well as provision of materials, equipment and labour required for the event.

2. Tasks to be performed by the contractor

The contractor will manage the 35 event days of “NOZA IMITEKERE campaign” including the provision of equipment and supplies (consumables) as well as the associated planning, logistics and administrative tasks (transport to event site, installation, labour etc.).

The campaign will be held in 7 districts (Musanze, Rubavu, Nyabihu, Ngororero, Nyamasheke, Kayonza, Gatsibo) with 5 event days each. Contractor will manage and organize the venue set-up for all materials and equipment aligned with the timeline of the event schedule.

The contractor is responsible for providing the following services:

• Maintain good collaboration with local leaders in assigned districts.
• Contractor will advise and task some part of the campaign management in smooth service delivery.
• Contractor must follow and respect the calendar and time for all event days.
• Contractor should be flexible and responsive to some unforeseen events to ensure smooth awareness raising sessions.
• The contractor is responsible for setting -up and preparing the event sites assigned to dairy basis perform the advisory tasks.
• The contractor provides equipment and supplies (consumables) and assumes the associated operating and administrative costs.

Milestones, as laid out in the table below, are to be achieved during the contract term:

The dates indicated present an indicative planning and may however change due to unexpected factors i.e., by request of the district officials or urgent activities, weather conditions, or any other reasons etc. the confirmed dates and the venue will be communicated to the contractor.

For each event, the contractor must provide the following equipment and suppliers:

• Sound system & accessories with high capacity of sound diffusion for 500+ people attending the event (3 big speakers, 4 microphones, generator for sound system, mixer, technician)
• 2 tents in good condition, with the capacity to accommodate 100 people each.
• 250 chairs Plastic chairs 
• 6 cartons 500ml drinking juices (passion, apple, and mango juice, 500ml per bottle).
• 20 cartons (24bottles) of 500ml mineral water
• 2 Aluminum cooking pots (capacity of 6 to 8 littles per pot).
• 20 Stainless steel table forks
• 3 sets of porcelain plates (12 plates per set).
• Provision of food items to serve 15 people per event (rice, vegetables, oil, salt, fresh vegetables) and cooking fuel (i.e: firewood, charcoal, pellets). The food to be prepared will change depending on the event and the food preferences in rural and peri-urban areas across various districts.

Period of assignment: from 01.08.2024 until 31.12.2024.

3. Concept

In the tender, the bidder 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 bidder must describe the project management system for service provision.

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

a) Technical-methodological details of the concept

Strategy (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 Chapter 1 Context) (1.1.1). Based on this, the bidder presents and justifies the explicit strategy with which they intend to provide the services for which they are responsible (see Chapter 2 Tasks to be performed) (1.1.2).

The bidder is required to present the actors relevant for the services for which they are responsible and describe the cooperation (1.2) with them during the awareness raising NOZA IMITEKERE campaign.

The bidder is required to present his/her contribution to the results monitored. In addition, they are requested to describe how they will overcome potential challenges associated to the campaign and the respective approaches, mechanisms or procedures of the steering structure (1.3) during the implementation of NOZA IMITEKERE awareness raising campaign.

The bidder is required to describe the key processes for the services for which they are responsible and create an operational plan or time schedule (1.4.1) that describes when the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. The bidder must outline the steps needed for the work. They should also detail any milestones and contributions from other parties involved, such as district and sector authorities. Additionally, they need to explain how they will manage communication within their team, including the chain of command. They should also describe how tasks for partners, like districts and sectors, will be incorporated into awareness-raising and behaviour-change campaigns.

b) Project management of the contractor

The bidder is required to explain its coordination approach to collaborate with the GIZ project (section 1.6.1 in the assessment grid). In particular, the project management requirements specified (Tasks to be performed by the contractor) must be explained in detail as well as the personal assignment plan (who, when, steps) with explanations of specific tasks and estimated working days per expert (section: 1.6.2) during NOZA IMITEKERE campaigns.

4. Costing requirements

The following basic calculations for the contract for works are a reference value based on the acceptance criteria for each partial work/milestone specified (Tasks to be performed by the contractor).

Since the contract to be concluded is a contract for works, we would ask you to offer your services at a lump sum price. Therefore, please divide the lump sum price into the milestones described below. The price per milestone must contain all relevant costs (fee, transport travel expenses etc.).

5. Inputs of GIZ or other actors.

GIZ is expected to make the following available:

• GIZ will be responsible for partners communication regarding the preparation of the NOZA IMITEKERE Campaign.
• GIZ will manage and monitor all NOZA IMITEKERE campaign activities in signed sites of events (districts and sectors).
• GIZ will oversee the coordination of all communication before and after of ReCIC NOZA IMITEKERE campaign.
• GIZ will provide details on calendar and inform about any potential changes in the schedule.

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. 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.

As the contract to be concluded is a contract for works, please offer a fixed lump sum price that covers all relevant costs (fees, travel expenses etc.). The price bid will be evaluated on the basis of the specified lump sum price.

7. Submission of the offer

Technical Proposal

Participating companies must submit the following documents:

• A completed “Self-declaration of eligibility for the award form” (attached) together with the required documents. Non-submission if the completed form and required documents by any bidder will lead to a rejection of the entire bid.
• Technical Proposal (attached template for technical proposal MUST be used)
• Up to date CVs of proposed experts

Financial offer

Financial offer indicates the all-inclusive total contract price.  The costs must be in RWF and VAT excluded (Price sheet attached MUST be used).

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 5^th July 2024. Eligibility documents are submitted together with Technical proposal in 1 email.

Please you must write on each email subject this sentence: 83467171-Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time

GIZ reserves all rights

Annexes

• Eligibility assessment grid
• Technical assessment grid
• Price sheet
• Technical proposal template
• Self-declaration of eligibility for the award

List of abbreviations

AG Commissioning party

AN Contractor

AVB General Terms and Conditions of Contract for supplying services and work.

BEST Biomass Energy Strategy

EnDev Energizing Development

EU European Union

GoR Government of Rwanda

GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit

ReCIC Reducing Climate Impact of Cooking

RVO Netherlands Enterprise Agency