Request for Proposals for Framework Contract for Hiring Public Relations, Marketing, Communication Services and Promotional Materials At Private Sector Federation (PSF), Kigali-Rwanda - CLOSE: 05/07/2021
Posted June 25, 2021 at 23:11 by Tohoza INFO

Request for Proposals for Framework Contract for Hiring Public Relations, Marketing, Communication Services and Promotional Materials At Private Sector Federation (PSF), Kigali-Rwanda – CLOSE: 05/07/2021

Request for Proposals for Framework Contract for Hiring Public Relations, Marketing, Communication Services and Promotional Materials

Private Sector Federation (PSF)

REQUEST FOR PROPOSALS FOR FRAMEWORK CONTRACT FOR HIRING PUBLIC RELATIONS, MARKETING, COMMUNICATION SERVICES AND PROMOTIONAL MATERIALS

TERMS OF REFERENCE FOR PUBLIC RELATIONS, MARKETING & COMMUNICATION SERVICES, PROMOTIONAL MATERIALS

I.    Background

The East Africa Tourism Platform (EATP) is the private sector body for tourism in East Africa, promoting the interest and participation of the private sector in the East African Community (EAC) integration process. The EAC is an intergovernmental organization comprising six now seven countries: Burundi, Kenya, Rwanda, South Sudan, Tanzania, Uganda and Democratic Republic of Congo. The region has extraordinary landscapes and wildlife.

EATP is the first regional tourism apex body put into place, able to lobby at the EAC level and at the level of national governments. The vision of creating and promote a vibrant and diverse single tourism destination is the driving force. EATP promotes intra and inter-regional tourism though advocacy, marketing, skills development, research and information sharing regulated sectors.

 OBJECTIVE

 The overall objective of the consultancy is to effectively deliver and execute internal and external communications that support EATP to achieve its focus areas to ensure the development of brands and products marketing.

 SCOPE OF WORK

 The communications and marketing service provider (firm) shall undertake the following:

  • Communication planning
  • Creative Designing and content creation
  • Social Media Management:
    • Including social media influencer campaigns
  • Website Management
  • Media buying and Management
    • Digital Media
      • Social media
      • Pay per click
      • Google
      • Others
    • Traditional Media
      • Local print media
      • International print media
      • Local Radio/TV slots
    • Photography and videography Services (aerial and landscape)
    • Provide event management services for:
      • International Events
      • Regional Events
      • Promotional Campaigns
      • Meetings and Seminars
      • Webinars
    • Design and production of EATP print of promotional
    • Any other services that may arise or that may be needed

II.    Duration of the assignment 

This will be a one-year renewable framework contract subject to the satisfaction of the procuring entity for the services offered by the supplier or service provider.

III.    Methodology 

The interested agency is required to describe a clear methodology of their work towards implementing a better PR and Marketing strategy which will lead to the promotion of brands and the client’s visibility.

KEY PERSONNEL (AGENCY TEAM)

 A/ Team Leader, Ad Agency Director

  1. Should demonstrate a work experience of at list 5 years in marketing, Communications, PR and advertisement in competent corporate companies;
  2. Bachelor’s degree in mass communication, public relations or marketing; having a professional qualification certification will be an added value;
  3. Should have proven experience in managing different marketing, branding and advertisement projects either in private or public institution in Rwanda or elsewhere
  4. Fluency in English is required, French is an added value

B/ Graphic Designer

  • This staff that will provide the overall concept design as well as provide creative/art directions; should possess a bachelor’s degree in industrial and fine arts.
  • Should hold a Bachelor degree in Journalism or Communication or IT with proven work experience of 3 years in graphic design, with at least two (2) references where the expert had been employed as such or any close related post in those projects.
  • 3 years of supervisory experience of Graphic Designers, Freelance Graphic Designer(s) is required.
  • Must possess exceptional computer skills. Thorough knowledge of the following software applications is required, Quark X-press, Adobe Illustrator, Adobe Premier, scanning software, Adobe Photoshop, and any widely utilized word processing application.

C) Producer /Director (Film & Documentaries)

  • Should have a Bachelor Degree or Certificate with screen credits in cinematography, sound recording and design, editing as well as producer/director on varied productions namely films, documentaries, commercials etc.
  • Proven experience of two years in developing and delivering excellent animations, 3D,2D etc.

Specific tasks:

 Develop and implement a branding and promotion strategy for EATP, taking into account its current profile in the region. This strategy will define, strengthen and promote EATP brand and effectively market EATP’s work and competencies to all appropriate stakeholders.

Build a strong EATP brand to promote the agency as the leader in providing the access to finance support.

Promote public awareness and generate appreciation and support for EATP programs and projects; and

Build up EATP’s image as a credible and transparent public agency that conducts activities with high ethical standards and professionalism.

The Consultant shall be in charge of the production of the following corporate branding collaterals:

1.    Corporate Promotional Material

  • Conceptualization and graphic design services for the development of the corporate promotional materials.
  • Conceptualization of graphic design services for the development of EATP products.

2.    Corporate Print Advertisements

Conceptualization and graphic design services for the development of EATP print advertisements; editorial services (research, copywriting, copyediting, and proofreading)

3.    Exhibit Panels

Conceptualization and graphic design services for the development of EATP exhibit Panels.

Note: These points above (1,2,3) will be implemented upon EATP’s request.

4.    Professional Photography Services  

Professional photography on request for the production of the EATP promotional materials. Services include shooting of situation/activity shots in digital format with resolution suitable for print and billboard which are inclusive of materials, supervision fee and art/photo direction. The photos will also be used for the development of the Exhibit Panels and Print Advertisements.

The Consultant shall identify the number of photography set-ups based on the proposed concept.

Expenses related to land transportation, and meals of the crew, and models are included in the budget (to be discussed).

The photos will be used in all other EATP corporate communications/marketing collaterals

Other designed work that will be used to advertise different events, products, services in coordination with EATP Coordinator will be done by the firm including helping to determine the best media to achieve its dissemination goals.

Design different communication materials to be used via web tools including social networks or any other means for effective reporting and demonstration of EATP’s value and impact.

Knowledge transfer: the firm will train at least 2 EATP’s staff in aspects of marketing and concept development if requested.

 KEY DELIVERABLES

  1. A branding strategic plan
  2. A concept development for EATP promotional materials been printed or online both large and small format
  3. A media strategy and plan. The agency will perform media planning and accountability for work place in the media
  4. A proposed branding plan for EATP events and events management
  5. Design template for the EATP Corporate website interface and social media pages

SUBMISSION OF DELIVERABLES

 All deliverables submitted to EATP shall be in English.

Deliverables will be in electronic (CD, DVD, VH, Mini Disk, external hard disk etc.) form or in hardcopy as necessary or required. The bidding firms will make a presentation to EATP on the strategies they will be proposing. The firms should also mention their cost for doing this particular job as a cost per activity done.

FIRM QUALIFICATION

 In order to accomplish assigned tasks, successful branding or communication firm will need to have staff with specialized skills in marketing and branding, communication, Public Relation design among others. The overall qualification of the firm will be as follows:

  1. Excellent marketing skills and demonstrated experience of at list 2years in managing different marketing, public relations, branding and advertisement of public or private institution in Rwanda or/and internationally with government and international outlook/audience.
  2. An established track record in communications, outreach, branding and knowledge management, including web management, video and graphic development and editing, proofreading and copy editing; knowledge and experience in social media management (Facebook, Twitter, blogs)
  • Provide a list of clients that you have/ are working with that you helped in this regard.

Basic requirements

  • Company registration certificate
  • RRA and RSSB clearance certificates
  • At least 3 recommendation letters for offering comprehensive range of services to leading brands for similar projects.

LIST OF SERVICES TO BE PROVIDED TO BE QUOTED FOR:

1.    Public Relation Services:

No

Particulars

Description

Quantity

Total Cost Taxes inclusive

1

Content Creation &

Social Media Management &Design and Layout of a comprehensive campaign

Campaign Content Creation of digital & offline content including the website/blog and artworks for social media.

1. Facebook

2. Instagram

3. Twitter

4. LinkedIn pages

Including daily posting of content and response management on the page.

1 campaign

2

Social media influencers

Hiring social media influencers for a campaign or events publicity

1 person/Country in EAC

 

8

Audio-spot/videos (all time)

Planning, buying and managing of media placement on Radio & TV stations across Rwanda and any other country in EAC

45 Seconds

9

Announcements

 1 Full page

1 Page

1 Half page

Half Page

10

Photography

Aerial and landscape Quality digital photo coverage

Half day

Full day

11

Video Coverage

Aerial and landscape high quality digital video coverage

Half day

Full day

12

Media buying Local print media

Planning, buying and managing

Full page in color

Full page in black and white

13

Media buying international print media

Planning, buying and managing

Full page in color

Full page in black and white

14

Event Management

Event management and planning with clearly outlined event concepts for all EATP related activities

International Events

Regional Exhibitions

Promotional Campaigns

Media & Publicity

Particulars

Quantity 

Unit prices with taxes

Total prices with taxes

1.

TV spot emission

(Air time) per second

2.

Radio spot emission

(Air time)per second

3.

Print Media advert

(1 page, full color)

4.

Print Media advert

(Half page, full color)

5.

Online Adverts

Web banner or strip banner

6.

Digital screen advert

30 sec/1 week

7.

Name plates rental

1 day

Video/Photo Services

Particulars

Quantity

Unit Price with Taxes

Total prices with taxes

Produce a video/ TV programme

5 Min

 

 

Produce a video/ TV programme

10 Min

 

 

Produce a video/ TV programme

15 Min

(a)       

(b)      

Produce a Short documentary film with high advanced graphic design, illustrations,  info graphics and other created visuals

10 Min

(c)       

(d)      

Produce a Short documentary film with high advanced graphic design, illustrations,  info graphics and other created visuals

15 Min

(e)       

(f)       

Produce a Short documentary film with high advanced graphic design, illustrations,  info graphics and other created visuals

20 Min

(g)      

(h)      

Produce a Short documentary film with high advanced graphic design, illustrations,  info graphics and other created visuals

30 Min

(i)       

(j)       

Produce a TV spot

15 – 30 Sec

(k)      

(l)       

Produce a TV spot

30– 60 Sec

(m)     

(n)      

Produce a TV spot

60 – 120 Sec

(o)      

(p)      

Produce a Video Sketch by experienced actors

1 – 5 Min

 

 

Airtime on local TVs for programs

15 min

30 min

 

 

Audio Items

Particulars

Quantity

Unit Price with Taxes

Total prices with taxes

Produce a Radio program

10 – 30 Min

 

 

Produce a Radio program

30 – 60 min

 

 

Produce a Radio program

60 – 120 min

 

 

Produce a Radio spot

15 – 30 Sec

 

 

Produce a Radio spot

30 – 60 Sec

 

 

Produce a Radio spot

60 – 90 Sec

 

 

Newsletters, Magazines and Reports

Particulars

Quantity

Unit prices with taxes

Total prices with taxes

Produce a 2 page A4 article/ story for Magazine, Newsletter, or a newspaper

2 pages

 

 

Develop content, produce and design an online newsletter with at least 4 different articles, A4

5 pages

 

 

Design and Print a magazine of  25-30 pages (without production of its content) ,

A4, 25-30 pages

 

 

Design and Print a magazine of  30-40 pages (without production of its content)

A4, 30-40 pages

 

 

Design and Print a magazine of  beyond 40 pages (without production of its content)

A4, beyond 40 pages, binding blue

 

 

Design and print a booklet 25-30 pages

A5, with matt paper for all pages, binding metal spiral

 

 

Design and print a booklet 30-40 pages

A5, with matt paper for all pages, binding metal spiral

 

 

2.  Promotional Materials:

ITEMS

SIZE 

SPECIFICATION

Estimated quantities

Unit Price

Business  card

  8,5cmx6,45 Cm

·     350g matt coated

·     Full-color design

500

Invitation cards

A4

·     Spot vanish

·     Matt paper 300GSM

·     Full color print

·     Matt Laminated

50

Invitation cards

A5

Special custom made invitation cards, printed on high quality art paper spot vanished with oval custom made invitation cover and special folding invitation card

50

Water bottle

1 liter

  • Full-color design
  •  Metallic
  • Custom printed

10

1liter

  • Full-color design
  • Plastic
  • Custom printed

10

Key holder

H:2.ocmx W:3cm

High quality Soft polyester with metallic logo.

25

Key holder

H:2.0cmxW:3cm

High quality soft polyester with Aluminium logo

25

Engraved  Key holder

Plastic

with any brand colours

20

Engraved  Key holder

Metallic

with any brand colours

20

Engraved Key holder

Wooden

with any brand colours

10

Wooden Material engraved with any design

Wooden material engraved with any design. Per Sqm

Per Sqm

5

Plastic branded pen

15cm

·    Plastic pen with great value blue rubber grip and chrome oxlip, extra smooth and precise, with blue, black and red ink, engraved logos full color custom printed

100

Wood branded pen

15cm

  • Wood with blue, black and red ink
  • Custom engraved
  • Dual pen
  • A ball point pen with highlighter

100

Metallic branded pen

15cm

  • Metallic
  • Frontier High quality ball pen with stainless steel with chrome trim and soft touch grip with blue, black and red ink
  •  Custom engraved

100

Promotional Parker Pens

size:14.4*0.9 cm

  •  Custom branded pens of parker, high selected quality
  • Blue or Black Ink pens

20

Executive business card holder

H:10cmx W:6,5cm

  • Portable aluminium case for holding business card
  • Satin finish
  • Can carry 120 cards engraved with logo on Portable high grade full hide Leather
  • Personalized inner papers on 250 gsm, laminated
  •  Embossed on

50

Branded envelopes

A4

  • Full color Spot vanished matt paper 300gsm
  •  Full color print

50

A5

  • Full color
  •  Spot vanished matt paper 300gsm
  • Full color print

50

Folder- Paper

A3

  • UV-vanish pape
  •   Spot vanish
  • Cover Matt lamination on 350Gsm matt art board Full colour
  • Inner pages On 170 matt art paper
  • 3 fold with double pocket
  •  Logo-type foiled
  • Full color print
  • Matt lamination

50

A4

50

A5

50

Folder- Leather

A3

  •  High quality leather
  •  2 inside gusseted pockets
  •  Business card holders
  • Clear business card pocket
  • A4 pad fit
  •  Pen loop with Calculator and memo Pad
  • Silver or gold
  •  Embossed with our Logo
  •  At least 50 papers inside full color printed on 170 Gsm

50

A4

50

A5

50

Men Shirt with short sleeves

  • Slim fit
  • Various colors
  •  Blue, white, etc….
  • Material: Cotton (100%)
  • Embroidery
  • Tailored to the clients’ request

100

Men Shirt with long sleeves

  • Slim fit
  • Various colors (Blue, white, etc….)
  • Material: Cotton (100%)
  • Embroidery
  • Tailored to the clients’ request

100

Women Shirt with long sleeves

  •  Slim fit
  • Various colors (Blue, white, etc….)
  • Material: Cotton (100%)
  • Embroidery
  • Tailored to the clients’ request

100

Women Shirt with long sleeves

  • Slim fit
  • Various colors (Blue, white, etc….)
  • Material: Cotton (100%)
  • Embroidery
  • Tailored to the clients’ request

100

Caps/Hats with Logo

90X30mm

Colored cotton 5panel  baseball cap with pre-formed peak and Velcro fastening

100

Executive T-shirt

Size:S,M, L, XL, XXL

  • Taped neck. Three self-colour button placket.  Reinforced shoulder seams. Taped side
  • vents. Twin needle hem. eo”c
  •  Wash.
  • 100% cotton
  • Embroidered
  • custom branded, short  sleeved, high quality graded T-shirt of any colour mix in terms of branding.

100

Ordinary     T-shirt

Size; S,M, L,XL,XXL

  • Round neck
  • 100%cation, screen printed or heat transfer

100

Gift bags

H:45cm x W:15cm xD:10cm

  • U or V-shaped gusset
  • Inverted trapezoid
  • Matt laminated
  • Euro totes with twisted rope handles
  •  Logo type foiled

50

Conference carry bags

H:25cmxW: 10cmxD10cm

  • External pocket with zip in the front, one back pocket with
  • Velcro and the inside main
  •  Bag has a mobile holder and 2 pen Holders.
  • The main compartment with two partitions insides and one zip shoulder strap/belt
  •  4 pen holders
  • a pocket for documents with 20cm*26cm dimensions
  • Large main zippered compartment
  • Front flap opening secured by single plastic Clip
  • Zippered pocket on front
  • Adjustable shoulder strap
  • Strengthened carry handle
  •  All zips come with cord &toggle
  • Flap Satchel with organizer on front
  • Fine combed cotton, nylon and polyester

50

Design of printable promotional materials (brochures, reports, flyers, booklets)

  • Reports in A4

  • Attractive graphic design
  • Professional editing software

1

Printing of materials

·   Reports in A4

·

  • Size: A4, portrait 12
  • Font : Times New Roman 12
  • Cover page: 250gsm Matt Laminated
  •  Inner pages: 130gsm matt
  • Color : Full
  • Finish : Perfect binding

30

Leaflets /brochures/flyers

A3

  • Logo type foiled
  • Pictures spot vanished
  • Text embossed and foiled
  • Specialized 3-fold and Creased
  • Paper on 250Gsm,
  •  UV-vanish
  •   Full color
  •  Matt laminated

50

A4

500

A5

50

A4

  • Spot vanish
  •  Cover Matt paper 350 Gsm
  •  Logo type foiled
  • Pictures spot vanished
  •  Full color
  •  Inside pages 200Gsm
  •  UV-vanish
  • Full color
  • 20-8O pages spiral, perfect or saddle stich bound or
  •   hard case binding
  •  Matt Lamination cover

50

A5

  • Spot vanish
  • Cover Matt paper350 Gsm
  • Logo type foiled
  • Pictures spot vanished
  • Full color
  •  Inside pages 200Gsm
  •  Uv-vanish
  •  Full color
  • 20-8Opages spiral, perfect or saddle stich bound or hard case binding
  • Matt Lamination cover

50

Pull up banner

H:2mxW:1m

  • Printed on Photo matt paper material
  • One side
  • Aluminium stand
  •  UV Ink based Printing

50

Staff  Badges

A6 size

Full color printed on PVC Badge material or laminated

10

Branded event badges

A5

Full colour laminated

50

Billboard

Quote per square meter

  • Flexi materials.1000D
  • Full colour printed
  •  Ink able to last for more than six months
  •  Water proof

10

Certificates

A4

  • Mohawk Ivory Hard
  • Paper
  • Ultra white surface, egg shell
  •  Mohawk vellum-jute
  •  250gsm
  • Hot Laminated

50

Posters

A3

  • A3
  • Pictures spot vanished
  • Text embossed
  •  300 Gsm, matt paper
  • UV-vanish
  • Full color
  • Matt lamination

20

A4

  •   A4
  • Pictures spot vanished
  • Text embossed
  • 300Gsm, matt
  •   UV-vanish
  •   Full color
  • Matt lamination

20

A2

  • A2,
  • Pictures spot vanished
  • Text embossed
  • 300Gsm, matt
  •  UV-vanish
  •  Full color
  • Matt Lamination

20

Branded organizer

(Agenda)

A4

  • High quality Leather
  • 2 inside gusseted
  • pockets
  • business card holders
  • clear business card pocket
  •   A4 pad fit
  • Pen loop
  • With Calculator and
  •  Memo Pad
  •  Full color custom inner papers on 250 gsm
  • Embossed with our Logo

50

A5

  • High quality Leather 2 inside gusseted
  • pockets
  • business card holders
  • clear business card pocket
  • AS pad fit
  • Pen loop
  • Calculator is optional
  • Full color custom inner paperson250gsm held by metallic loops
  • Embossed with our Logo

50

NB: – Since the tender is framework contract, the total prices will be used for comparison of firms and the only unit prices will be considered as contract amount.

  • No retain fees that will be provided
  • Prices will remain unchanged during the contract timeline.

SUBMISSION METHOD AND TIME

All bids will be submitted online using an email procurement@psf.org.rw or procurementpsf1@gmail.com not later than 05 July 2021. Late bids will be rejected.

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