(EOI) – Communications Company/Consultant to provide Communications and Visibility support to Trócaire in 2019

Rating: 
Average: 3.5 (32 votes)

Trócaire is the official overseas development agency of the Catholic Church in Ireland, established in 1973 and currently has presence in more than 17 countries in Latin America, Africa and Asia including Rwanda. Trócaire has been operating in Rwanda since 1994 and its office is located in BHC Building, 260 Bvd de l’Umuganda, Kacyiru.

Expressions of Interest (EOI) – Communications Company/Consultant to provide Communications and Visibility support to Trócaire in 2019

Organization

Trócaire Rwanda

BHC Building, 260 Bvd de l’Umuganda, Kacyiru, P.O. Box 2040,

Kigali, Rwanda

Tel: (+250) 0252 502663 / (+250) 0252 502664

www.trocaire.org

Scope of Assignment

Communications Company/ Consultant sought for Communications and Visibility support to Trócaire in 2019

Period Covered

February 2019 to March 2019 with an event to be held in May/June 2019

Contact for clarifications

Finance and Administration Manager

Release date

4 December 2018

Closing date of EOI

21 December 2018 at 13h00

  1. Brief Overview

Trócaire is the official overseas development agency of the Catholic Church in Ireland, established in 1973 and currently has the presence in more than 17 countries in Latin America, Africa and Asia including Rwanda. Trócaire has been operating in Rwanda since 1994 and is currently implementing a 5-year Strategic plan from 2016-2020 focused on 3 programme pillars: Resource Rights, Women’s Empowerment and Preparing and Responding to EmergenciesTrócaire does not implement programme directly. Instead, the organization works in partnership with local civil society and Catholic organizations in 7 districts in Rwanda.

  1. Confidentiality

Trócaire will treat the content of all submissions as strictly confidential and information provided in the proposals will be used solely for the purpose of the assignment as described in this document.

  1. Background to the request for EOI

In supporting the implementation of Trócaire Country Strategic Plan 2016-2020, Trócaire Rwanda is committed to communicating the impact of its work with both internal and external stakeholders.  Current strategies for engagement include an annual organizational report consolidated by Trócaire HQ, annual and periodic reports to key government institutions in-country, donor progress reports, meetings with stakeholders at national, district and local levels, a quarterly newsletter and stories of change shared on Trócaire website and in various programme/project reports. 

Trócaire Rwanda now requests bids from suitably qualified consulting firms/individual communications consultants with both financial and technical proposals to work with the Country Management Team (CMT) on communications and visibility in relation to recognizing 25 years of Trócaire’s work in Rwanda in 2019.

Focus area

Details

Documenting stories of change

Engage with stakeholders in Rwanda who have benefited from Trócaire Rwanda in the last 25 years and document stories of change.  The focus of the stakeholders to be agreed with Trócaire

Engagement with staff

Engage with staff – current and previous staff to document insights and stories of change in relation to Trócaire’s work in Rwanda.

Partnership history

Document the progress made with partners in Rwanda over the past 25 years including clear documentation of Trócaire’s added value.

Handbook of progress for 25 years

Prepare the document a high-level booklet highlighting Trócaires’s history in Rwanda, interventions, challenges, and opportunities in the years ahead.  The consultant will work closely with the CMT and HQ Communications team in Ireland to deliver on this.

Event exhibition

Work with the Country management team to organize a 1-day event in May/June 2019 showcasing the work of Trócaire in Rwanda

  1. Duration of assignment

The Assignment is expected to run from 1 February 2019 to 31 March 2019 with adhoc requests for engagement by Trócaire management as agreed. Additional 3 days to be considered to work with Trócaire on event exhibition in May/June 2019  with a report to be prepared.  Trócaire may vary the actual timing of engagement depending on competing priorities and performance of the consultant.

  1. Delivery approaches

a.    Field visits

  • The Consultant will be engaged in field visits and engagement with communities to gather stories of transformation while ensuring necessary consent and approvals are sought as necessary from programme participants.

b.    Videos and photography
•    The Consultant should document high level 3 videos and photography to be used by Trocaire Rwanda during the commemoration event and incorporate some in the 25 year handbook and the collateral to be shared during the commemoration event.
c.    Documentation
Finalize high quality and visual 25-year handbook document of not more than 40 pages as requested and recommend printing house after sign off by Trócaire.
d.    Language – English, and Kinyarwanda
Fluency in written and spoken English for expected outputs is mandatory including written and spoken Kinyarwanda for engagement with communities and translating documents. Fluency in French is an added advantage.

  1. Documentation required to be submitted with this EOI

Consultants/Consulting companies submitting EOIs should include the following:

  • Technical bid showing a clear understanding of the scope of assignment and examples of similar assignments done before;
  • Financial bid with a clear breakdown of costs and rate per day in RWF and proposed payment terms;
  • VAT Registration and Tax Clearance Certificate;
  • Payment terms and pricing structure;
  • Resume of lead consultant(s);
  • Proposed turnaround time in line with the proposed timeline above;
  • Contact details of 3 references from similar work conducted;
  • Proof of registration with RRA;
  • Registration with relevant institution(s);
  • Contacts of account relationship manager(s) proposed for this assignment; and
  • Commitment letter highlighting availability on short notice given the extended nature of the assignment; and
  • Confidentiality and commitment to safeguarding programme participants.
  1. General Terms and Conditions of this Request for EOI.
  • Trócaire does not bind itself to accept the lowest priced EOI.
  • Trócaire does not guarantee exclusivity and reserves the right to engage other companies for the same services (if required) during the term of a contract,
  • Trócaire shall be free to:
  • To accept the whole, or part only of any EOI;
  • To accept none of the proposals submitted; and
  • To republish this request for EOI.
  • In the event of not accepting any of the EOI submissions received, Trócaire shall be free to make such arrangements as it considers necessary in relation to the provision of service;
  • Trócaire will not be liable for any costs or expenses incurred in the preparation of the EOI documentation;
  • The contract shall be considered as a contract made in Rwanda, according to Rwanda laws and subject to the exclusive jurisdiction of the Rwanda courts;
  • Trocaire has a suppliers code of conduct to and expects all of its suppliers to respect;
  • Trócaire will also expect suppliers to adhere to the Child Protection Safeguarding programme participants’ policy and this will be shared with the successful company/individual consultant.
  1. Conflict of interest.

Any conflict of interest involving an applicant must be fully disclosed to Trócaire. Failure to disclose a conflict may disqualify an applicant or invalidate an award of the contract. Applicants are required to declare any current or past work which might reasonably be considered to represent a conflict of interest.  It will be for Trócaire to decide if any material conflict of interest exists and applicants in doubt in this regard should seek the advice of Trócaire.

  1. Intellectual property

Any concepts, guidelines or other material developed during the contract will be considered as a property of Trócaire and may be used by Trócaire.

  1. Termination of Contract

Trócaire reserves the right to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination.

If at any stage during the contract, the services delivered by the consultant is found to be unsatisfactory, the contract may be terminated by Trócaire. In the event of such a termination, the consultant will only be entitled to receive payment in relation to the acceptable services rendered at that time.

  1. Submission of proposals

All interested and qualified companies should submit well typed “Expressions of interest for communications and visibility support” submitted to Procurement Committee, Trócaire Rwanda, BHC Building, 260 Bvd de l’Umuganda, Kacyiru, Kigali, Rwanda not later than by 21 December 2018 at 13h00.

Alternatively, the EOIs should be submitted by email to inforwanda@trocaire.org clearly indicating the services/goods in the subject heading.   Demonstrable experience and Value for Money (VFM) will be key considerations in evaluating proposals submitted.  Only suitably qualified consulting firms resident in Rwanda will be considered. Any questions regarding this consultancy should be directed to the same email addresses.  Only suitably qualified consulting firms/ will be contacted for further engagement.

Country Director

4 December 2018