TERMS OF REFERENCE:  Simplification of Rwanda Decentralization Policy into Citizen Guide, Illustration, and Film

1. Background of the organization 

The “Conseil de Concertation des Organisations d’Appui aux Initiatives de Base” (CCOAIB) is an Umbrella organization of 44 Rwandan local NGOs in development operating in all 30 districts in Rwanda.It was established in 1987 and was granted a legal personality № 103/11 of July 9, 2004.It has already fulfilled all requirements for compliance with the law № 04/2012 of 17/02/2012 governing organizations and the functioning of non-governmental organizations. The vision of CCOAIB is Socio-economicself-reliant citizens who fully participate in their own development and the mission is to strengthen its intervention capacity for promoting sustainable development of the population.

As an umbrella organization, CCOAIB serves as a framework of exchange, consultations, dialogue, negotiation, peer learning, solidarity, and advocacy. 70% of CCOAIB member organizations are actively involved in livelihoods, with a special focus on supporting grassrootscitizens and CBOs (Community-Based Organizations).

CCOAIB is at the forefront of monitoring the decentralization process and influencing public policy formulation, implementation, and evaluation mainly in the Agriculture and Governance sectors. It has conducted several researches that it uses to carry out evidence-based advocacy. To equip its member and citizens with relevant knowledge on public policies CCOAIB has produced and disseminated a number of simplified citizen guides in Kinyarwanda on public policiesand programs such as decentralization in 2011 EDPRS II in 2013,TWIGIRE MUHINZI in 2016,PSTA4 (2018) and NAP (2019).

The Government of Rwanda in 2021 has put in place a comprehensive decentralization policy aimed at promoting citizen participation, local governance, and efficient service delivery. The decentralization policy comprises a complex set of guidelines, regulations, and procedures that may be challenging for ordinary citizens usually to understand. To enhance citizen awareness and engagement, there is a need to simplify the decentralization policy into a citizen guide, with illustrations, and produce a film that effectively communicates and explains the key concepts and benefits of the policy in a very simple language for an ordinary citizen. 

With financial support from GIZ, CCOAIB is implementing a projectentitled”“Citizen’s Engagement and Accountability in Imihigo process.”, Focusing on the formulation, implementation, and monitoring/evaluation of policies, programs, and strategies.

2. Scope of the work

CCOAIB intends to hire a competent consultant or consultant firm todesign and simplifythe Decentralization policyinto citizen awareness guides with illustrations (booklet), and film, thereafter train CCOAIB member organizations on this tooland how it can be used to produced intended results.

The competent consultant/consulting firm is expected to submit the printed citizen guide booklet and CD film on the Decentralization policy. 

3. Expected deliverables

The consultant is expected to submit the following deliverables

1. Inception report highlighting approach and methodology, planning of activities for designing simplifying citizen guide ondecentralization policy as a tool of raising citizen awareness (MINALOC 2021). Approach and methodology for training CCOAIB members thedeveloped guide.
2. A simplified citizen guide in Kinyarwanda that provides clear explanations and instructions on Rwanda in 2021 decentralization policy;
3. Printed one booklet on decentralization policy with the following specifications:
4. To be printed in A5 format not exceeding 20 pages,
5. To be printed on glossy laminated cover of 250 Grams and papers of 150 Grams,
6. The booklet includes 5 colored illustrations and titles on all pages are bold,
7. The bookletwill be stapled in binding,
8. A documentary film explaining the content of the 2021 decentralizationpolicy (15 minutes maximum) with 100 USB. It means Producing a high-quality film that presents the decentralization policy in an engaging and informative way. The film should utilize visual storytelling techniques, interviews with key stakeholders, and real-life examples to highlight the policy's impact on communities and individuals. 

4. Consultant (s) or consulting firm (s) profiles

• The consultant or consulting firm should have experience in simplifying and illustrating public policies, programs, and strategies; having done similar duties on decentralization-related policies will be an added value.
• The consultant or the consulting firm should have more than five(5) years of working experience in the governance sector.
• The consultant or consulting firm should provide evidence of documents they have successfully completed. The document should specifically focus on citizen awareness guide on governance and decentralization programs
• Using EBM (Electronic Billing Machine) approved by Rwanda Revenue Authority (RRA) in invoicing is a Must;
• RDB registration certificate should be presented for firms or individual consultant

Academic qualification

In case a group of consulting firms or a team of consultants:

The lead consultant should possess the following academic qualification

• Master in one of the following disciplines: in Public Administration, Public Policy, Development studies, Governance with experience of at least 5 years in the governance and decentralization sector
• Proficiency in spoken and written English and Kinyarwanda.

Team Members:

At last one team member should possess the following academic qualification: Bachelor’s degree in communication and journalism with experience of at least 5 years in producing documentary films related to governance and decentralization sector and Proficiency in spoken and written Kinyarwanda.

• Duration of the assignment

This consultancy will be executed within 15 working Days from the date of signing the contract.

5. Intellectual Property

All intellectual property rights for the developed materials, including the citizen guide, illustrations, and film, will belong to CCOAIB. The consultant or firm will be required to hand toCCOAIB all produced materials upon completion of the assignment.

6. Application

Interested applicants (firm or individuals or team of consultants) who fulfil the requirements set here-in should present an expression of interest letteraddressed to the Executive Secretary of CCOAIB,a Technical and Financial offer. The Applications are submitted via Email:info@ccoaib.rw copy to wihogora.aloysie@ccoaib.rw. no later than 30^th June,2023 at 3:00 pm. 

7. Selection procedure

To select the best consultant/firm, the Quality &Cost based (QBC) method will be applied 

Kigali, June15, 2023 

NGENDANDUMWE Jean Claude

Executive Secretary of CCOAIB