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( EoI) Consultancy services of communications and media consultants to curate, manage and review content on the Government of Rwanda “Corona Virus Web Portal’’

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Expression of Interest ( EoI)

Consultancy services of communications and media consultants to curate, manage and review content on the Government of Rwanda “Corona Virus Web Portal’’

Background

The government of Rwanda has effectively responded to the COVID-19 outbreak through existing and new innovative digital solutions and other interventions. some of these interventions below:

Contact tracing: Infections are being traced through the paperless Open Data Kit application that can be downloaded on a mobile device. Data is collected for analysis by outbreak investigation teams.

COVID-19 surveillance: A health facility digital reporting surveillance system is used to monitor influenza-like illnesses and severe acute respiratory infections in real-time to provide an early warning of suspected COVID-19 cases.

Infection prevention: Robots have been used in healthcare settings to carry out simple tasks, like checking temperatures and monitoring patients, to reduce the exposure of healthcare workers.

Data visualization: A Geographic Information System (GIS) is being used to monitor COVID- 19 cases at the household level to assess the need for implementing lockdown measures, focus public health interventions where there is evidence of community transmission, and monitor at-risk populations.

In addition to all the above mentioned interventions. The Government has also made efforts to ensure that the citizens of Rwanda and the general public are regularly informed and updated on rules and regulations, interventions, and official orders in the fight against Covid-19. The Rwanda Biomedical Centre (RBC), in joint efforts with the Ministry of Health, through the Rwanda Biomedical Centre (RBC) has carried out massive awareness campaigns to the general public on the best practices in the fight against coronavirus.

Other government offices like the office of the Prime Minister have also been releasing regular official orders stipulating the mitigation of Covid-19 in the management of various vital sectors of Rwanda; General preventive measures and guidelines, Business and Trade, Hospitality and Tourism, Health and wellness, Transport and logistics, Local Government, Immigration, ICT, Banking and Finance and Education. All these official orders and measures were put in place in the intent of reducing the spread of the Coronavirus in Rwanda. All this information has been released through various official platforms that include but are not limited to: Radio, TV, Official twitter accounts, government websites, etc.

That said the Rwanda Biomedical Centre implemented a web-based portal that aggregates all official information approved by the Government of Rwanda in the fight against Covid-19 under one roof as a one-stop-shop. This web portal was created to promote transparency, create efficiency in finding information and allow for proper streamlined information dissemination on the fight against Covid-19 in Rwanda.

Therefore, the Rwanda Biomedical Centre (RBC), is looking for a qualified media company to support in the curation, preparation and revision of the content on this web-based portal.          

  1. Purpose of the Assignment

The purpose of this assignment is to have a competent Consulting Firm that has a vast experience in Communications and Media Consultant, under the overall responsibility and direct supervision of the Rwanda Biomedical Centre RBC to curate, prepare, review and properly vet all the content to be published on the web portal. This web portal will also act as a tool for mitigation and management on the reduction of misinformation and inaccurate information about COVID-19 in Rwanda as well. 

The main purpose of this assignment is to provide communications support to RBC. The consultant will assist in building a foundation for effectively communicating to enhance, update regularly, and ensure its full operationalization and optimization of the contents of the Covid-19 web-based portal in three languages Kinyarwanda, French, and English.

The Consulting Firm will also provide training and knowledge transfer to the designated GoR staff that will oversee the future operation of this portal. The consulting firm will be tasked with ensuring the real-time updating of the content working together with the technical team on the portal with the approval and supervision of the RBC.

  1. Scope of the Assignment

Providing advice, guidance, and support on planning and implementing internal and external communication content of efforts to strengthen national awareness of Covid-19 activities and knowledge on the Covid-19 Web-based portal.

This will include advising and guiding the lead information officers on how to:

  • Identify key target audiences for national COVID-19-related communication on the web portal in all three languages Kinyarwanda, English, and French.
  • Develop a targeted communications strategy and action plan on how to list, display, and categorize the content.
  • Together with the RBC COVID-19 Team of experts, create, develop, and where necessary review the various communication content from key sources, including stories and news on the fight against Covid-19 developments, outreach materials, briefings, articles, statements, speeches, fact-sheets, publicity materials, videos, animations, media advisories, press releases, press/media kits, and write-ups about events, for a variety of national communication channels including websites, RBC, e-news, the media and others all to aggregate this for the web portal under supervision and mandate of the office of the RBC
  • Help the technical team to maintain the flow of reliable information from the national communication platforms on Covid-19 allow for verification and alignment such as government websites dedicated to Covid-19 and Covid-19 related efforts.
  • Ensure appropriate vetting of all communication content before it is posted and released by approval from the Rwanda Biomedical Centre to ensure that it meets the Government of Rwanda official standards
  • Support the RBC office in enhancing its internal capacity for managing content and communication and knowledge sharing on the Covid-19 web-based portal.

Specific Objectives of this assignment:

  • Develop content strategy aligned with short-term and long-term COVID-19 targets from RBC COVID-19 coms team
  • Collaborate with the RBC comms team and the technical web development team to design, plan, and develop site content, styles, and layouts.
  • Create and publish engaging content in collaboration with the RBC comms team regularly as per the RBC requirements.
  • Edit, proofread and improve writers’ posts
  • Liaise with RBC and manage all content writers to ensure consistency
  • Optimize content according to SEO
  • Use content management systems to analyze website traffic and user’s engagement metrics
  • Manage content distribution to online channels and social media platforms to increase web traffic and mitigate and reduce misinformation in form of rumours on Covid-19 in Rwanda.
  • Develop an editorial calendar and ensure content team is on board
  • Stay up to date with developments and generate new ideas to draw the audience’s attention.
  • Social media management campaigns, rumour management sections of all the platforms must be well populated and aligned to the objectives of the RBC comms team

3. Duration of the Assignment

The assignment will be divided into several phases and sub-tasks which are expected to last for a total of 140 Expert days.

The consultancy input is expected to take an estimated period stated below:

Objective (Tasks)

Days per expert

 

Total Number of expert days

Inception report (1Expert)

up to 5 expert days

up to 5 expert days

Draft project plan (1Expert)

up to 5 expert days

up to 5 expert days

Communications plan which will contain: Content freeze, review, content model, and workflow plans (4 experts)

up to 15 expert days

up to 60 expert days

Content edit, review, and prepare for publishing after approvals. These will be iterations (2Experts)

up to 25 expert days

 up to 50 expert days

Trainings on system management and operation (2Experts)

up to 5 expert days

up to 10 expert days

Final report and handover (2 Expert)

up to 5 expert days

up to 10 expert days

 

Total: up to 140 Expert Days

The duration of this assignment is from 01 October to 30 of November 2020

  1. Duty Station

The assignment is supposed to be delivered on the ground. The on-ground duty station will be the Digital Transformation center Kigali at the career center building 7th floor. Office space and internet connectivity will be provided.

Expected Deliverables 

The following deliverables shall be delivered during this assignment;

Deliverable 1Detailed inception report of the works that will be done during these 2 months (October & November) and the methodology that will be employed to complete the assignment; roadmap with specific, clear, and detailed milestones with their respective implementation and revision and content analysis timelines to ensure timely content delivery. These milestones should include visuals, stories, videos, social media campaigns, rumor management system, and tools in place

Deliverable 2: Content streamlining and consolidation: A well-populated Covid-19 web portal with up to date content in line with RBC standards to be handed over to RBC for continuity.

Deliverable 3: Creation of a rumor management section: Enough streamlined content on the web portal under the rumor management category to properly manage and mitigate the amount of myths, rumors, and misinformation on the fight against COVID-19 in Rwanda to be handed over to RBC for continuity.

Deliverable 4: Hand over shall include but not limited to materials, guidelines, work plans, sources, citations, and any other related, related artifacts, and dependencies.

Deliverable 5: Ensure and strive for 100% of support and content is ready in Real-time as per the requirements of the team for publishing.

Deliverable 6: Ensure that required reports are timely submitted and adjust accordingly as per respective feedback received from all different involved stakeholders.

Deliverable 7: Conduct training and knowledge transfer for RBC staff on the capacity developed.

Deliverable 8: Produce a final detailed report at the completion of the assignment that includes all achieved milestones, challenges faced, and mitigation strategies used and recommendation that can guide future similar assignments.

  1. Organization and Supervision Arrangements

The Consulting Firm will work on a daily basis with the RBC Technical Team under the direct supervision of the RBC as well as OGS, RISA and GIZ designated representative personnel.

  1. Reporting Requirements

The Consulting Firm is required to report directly to RBC and do project progress briefing to OGS and the technical team.

The following reports shall be submitted in English:

6.1. The Weekly Progress Reports

This report shall constitute a summary of the accomplished work and shall reveal in detail the achieved milestone and the work plan for the coming week. The report shall also identify the problems encountered during the implementation of the previous week’s activities and the suggested measures and needed help from the RBC team to facilitate the next week’s work. This report should be submitted on a weekly basis.

6.2. Worklog escalation matrix 

The team shall maintain a working escalation matrix to keep track of the needed work and backlog of work to be done and allow for real-time tracking to tasks.

6.3. Draft content reports

These will be required weekly to be presented to the RBC for review and approval. These reports will contain all content releases, release dates, and intended changes as well as required clarifications by the office.  

6.5. The Draft Final Report

The Training Report will contain all the details about the training to be conducted to the RBC Technical team with a specific topic done under the Consulting Firm/Consultants Supervision. The report will also contain all the related materials, diagrams, and manuals used in the training and for future reference.

6.6. The Final Report

This report will elaborate on all activities undertaken during assignment execution including all project documentation. This will include all the system and software development documentation and manuals.

6.6. The Final Report

The final report shall incorporate comments/ feedback from the RBC office on the draft final report.

7. Key Expertise and Qualifications required

A. Lead editor (Team leader)  

  • Bachelor’s degree in communication, English or journalism, or related field.
  • 5+ years of experience as a senior reporter or editor with the ability to manage and produce news to present information with accuracy, flow, and within time frame.
  • Ability to manage and edit content to cater to readers’ requirements and provide detailed information for the same.
  • Monitor all feeds from news bureaus and other agencies for editing and further publication. A good sense of grammar and they must be able to find out what is missing in the material and make sure that the essence is not lost.
  • Ability to evaluate all news for authenticity and check with sources to ensure the correctness of published articles to avoid conflicts.
  • Monitor all feeds from news bureaus and other agencies for editing and further publication. A good sense of grammar and They must be able to find out what is missing in the material and make sure that the essence is not lost.
  • Demonstrates leadership Good Knowledge of English and Kinyarwanda. French is an added advantage.

 B. Editor Kinyarwanda 

  • Bachelor’s degree in communication or journalism or related field
  • 5+ years of experience as a senior reporter or editor with the ability to manage and produce news to present information with accuracy, flow, and within a time frame.
  • Ability to manage and edit content to cater to readers’ requirements and provide detailed information for the same.
  • Evaluate all new for authenticity and check with sources to ensure the correctness of published articles to avoid conflicts.
  • Monitor all feeds from news bureaus and other agencies for editing and further publication. A good sense of grammar and they must be able to find out what is missing in the material and make sure that the essence is not lost.
  • Demonstrates leadership Good Knowledge of Kinyarwanda written and spoken. French and English are an added advantage.

 C. Editor French 

  • Bachelor’s degree in communication or journalism or related field
  • 5+ years of experience as a senior reporter or editor with the ability to manage and produce news to present information with accuracy, flow, and within the time frame.
  • Ability to manage and edit content to cater to readers’ requirements and provide detailed information for the same.
  • Evaluate all new for authenticity and check with sources to ensure the correctness of published articles to avoid conflicts.
  • Monitor all feeds from news bureaus and other agencies for editing and further publication. A good sense of grammar and they must be able to find out what is missing in the material and make sure that the essence is not lost.
  • Demonstrates leadership Good Knowledge of French written and spoken. English and Kinyarwanda are an added advantage.

 D. Creative director/graphic designer 

  • BSc/BA in advertising, fine art, design, or relevant field
  • 5+ years’ experience in local media preference in print. Proven experience as a creative director or in a similar creative role
  • Hand-on experience in the creative process, marketing, graphic design, and brand development
  • Excellent working knowledge of software such as Photoshop, Illustrator, InDesign, etc.
  • Outstanding leadership and organization skills.

Exemplary interpersonal and analytical abilities.                                                                                                                                                                                                                         

  1. Submission of EoI

Only consulting companies are eligible to apply to this assignment, no individuals will be accepted.

EoI will be evaluated based on the following criteria:

  • Company profile,
  • Relevant experience,
  • Strategies to assure agility, flexibility, and responsiveness,
  • Personnel and,
  • Financial offer.

The EoI should contain the following:

For Technical Proposal:

  • A Technical Proposal with a brief description of why your company / consulting expertise should be considered as the most suitable for this assignment, relevant expertise, and a detailed clear methodology.

The Technical Proposal should also contain the CV of the consultant. The CV shall not exceed 4 pages.

  • Proof of business registration (certificates) from RDB
  • VAT registration certificate ( if available)
  • Proof of successful completion of related assignments

For the Financial Proposal: 

The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in RWF and VAT excluded.

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for a financial offer) until the latest Monday 28 September 2020 at 4:00 pm, at the front desk of:

 

GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

 

GIZ reserves all rights