Call for Proposals Consultant For the Writing/Editing of a Magazine on Professional Learning Networks for Head Teachers. (Deadline: 25 August 2017)
|Deadline for submitting proposals: Friday 25/08/2017, 5pm Rwanda Time|
Call for Proposals
For the Writing/Editing of a Magazine on
|CFP Ref.: VVOBRW/2017/PLN|
|1. General Provisions
1.1. Contracting Authority
This Call for Proposals is issued by the Flemish Association for Development Cooperation and Technical Assistance (VVOB) in Rwanda, duly represented by its Programme Manager, Mr. Jef Peeraer. VVOB Rwanda is the sole authority competent for the Call and Award procedures.
This Call shall be followed up by Mrs. Jeanne d’Arc Usanase, Operations and Finance Manager of VVOB Rwanda. All correspondence with regard to the procedure of this Call should be sent to Mrs. Jeanne d’Arc Usanase, Operations and Finance Manager of VVOB (Email: Jeanne.Usanase@vvob.be).
|1.2. Description of the Call
1.2.1. Context of the Consultancy
The Flemish Association for Development Cooperation and Technical Assistance (VVOB) is a Belgian organization which focuses on contributing to improving the quality of education in developing countries by supporting programmes for institutional capacity building. In Rwanda, VVOB is working hand in hand with REB and URCE in the implementation of the 2017-2017 Programme on Leading, Teaching and Learning Together (LT2). Among the Programme’s goals is the establishment of Professional Learning Networks (PLNs) for Head Teachers that will contribute to sharing and building knowledge among Head Teachers while changing and/or refining their practices and overall performance.
Urunana rw’Abarezi, an English-language Professional Learning Network Magazine for Head Teachers, has been developed as part of these efforts. Among its target audience are Sector Education Officers and primary Head Teachers in the aim of creating a platform for sharing experiences from PLNs and documenting best practices.
As per the current plan, Urunana rw’Abarezi magazine will be issued twice every year. For this specific year (2017), we are expecting on one issue in November 2017.
|1.2.2. Objective of Consultancy
The overall objective of the consultancy is to support the magazine’s Editorial Board to produce one English-language issue of Urunana rw’Abarezi. The consultant will assist the Editorial Board in developing content, sourcing materials and in designing.
Working under the guidance of the Magazine Editorial Board, the Consultant serves as the Head Writer and Editor for the Magazine, while offering content advice and support where needed. He or she is also responsible for overseeing the design and laying out of each issue.
The Editorial Board provides the Consultant with guiding questions to be answered, a list of key persons to consult on a topic or interesting persons to be interviewed.
|1.3. Awarding Procedure|
|This Call follows the simplified negotiation procedure with notification. VVOB will establish an internal committee to evaluate and rank the received proposals based on the criteria below. If deemed necessary or advisable, VVOB may decide to further negotiate the proposal with one or more service providers, in one or more rounds. These negotiations may result in an adapted proposal by the Consultant and subsequent modifications in evaluation or ranking by the committee. The committee will summarise the evaluation and ranking decisions in an award report.
All qualified respondents will be notified about the decisions. All respondents may request information within 5 days after the notification. VVOB shall respond within 15 days after receiving the request. The Consultant with the winning proposal shall be offered a contract stipulating standard VVOB contract terms and the terms of reference.
|1.4. Call Provisions and Terms
VVOB reserves the right to accept or reject any and all proposals submitted, to negotiate with all qualified respondents, to modify or cancel in whole or in part this call if deemed in VVOB’s best interest to do so. Issuance of this call does not commit VVOB to award a contract or to pay costs associated with proposal preparation.
In submitting his/her proposal, the Consultant shall automatically abandon all general or special terms and conditions of his/her proposal, even if these are referred to in one of the proposal’s annexes.
|2. Administrative Requirements
2.1. Eligible Consultants
This call is open to Kinyarwanda speaking consultants who meet the required specifications of this call. Sub-contracting of the consultancy is permitted but all required consultancy services are to be delivered by one person only. The consultant will be solely responsible for and ensure his/her compliance with all administrative requirements including but not limited to travel documents, entry visa, residence permits, tax obligations and work permits. The Consultant guarantees that he/she will comply with all the legal obligations – other than the Rwandan withholding tax – bestowed upon him/her, including, if applicable, his/her fiscal (VAT, etc.), social and accounting obligations, as well as those obligations concerning commercial and organisational requirements.
|2.2. Submitting Proposals
The proposal and annexes are to be submitted in electronic copy by email only. Only proposals received on or before the deadline will be considered. VVOB reserves the right to extend the deadline if deemed in VVOB’s best interest to do so.
Proposals are to be received at the following e-mail address: Jeanne.Usanase@vvob.be The total file size of the email with proposal and annexes shall not exceed 2 Mb.
The deadline for submitting proposals is set for Friday 25/08/2017, 5pm Rwanda Time.
|2.3. Format and Content of Proposal
2.3.1. Format of the Proposal
The proposal and its annexes must be written in English language. The proposal and its annexes shall be submitted in electronic copy and not exceed 2 Mb in total. The accepted document formats are limited to the following file extensions: .doc, .docx, .odt and .pdf.
2.3.2. Content of the Proposal
The proposal shall contain at least following documents:
1. Consultant’s background, including a comprehensive CV listing previous consultancy, work experiences, academic background and a minimum of three relevant references (names, phone numbers, email addresses of contact people);
2. Examples of published past work, which can demonstrate the applicant’s experience in:
• Writing and rewriting material • Production coordination
• Stylistic Editing • Proofreading
• Copy editing • Designing and desktop publishing
• Picture Research
3. Financial proposal with detailed budget in RWF of Consultancy fees per magazine issue. The budget must list any applicable taxes to the consultancy as a separate item and add the amount to the budget total. This includes Rwandan withholding taxes in the case of individual consultants, VAT for consultancy firms and/or any other taxes due. The budget proposal is deemed to have included all possible expenses and taxes related to delivery of the services. If applicable, the consultant will indicate the required logistic support or materials needed during the consultancy. Any intellectual property or licence costs shall be included in the financial proposal.
|2.4. Commitment Term
The applicants remain bound by their respective proposals during a period of 90 calendar days following the deadline for proposal submission.
|2.5. Award Criteria
The proposals that meet the administrative requirements shall be assessed on the basis of the following criteria in order of importance:
1. The consultant’s relevant background, technical expertise and experience (35%). The requirements are listed below under section “Required Expertise of the Consultant”;
2. The quality and quantity of past work (35%);
3. The financial proposal (30%).
|2.6. Schedule and Place of Consultancy
2.6.1. Expected Timeframe and Workload
The Consultancy services are expected to be delivered intermittently over a period of two months, starting September 2017. The workload is estimated at about 25 days per issue but may vary depending on the subject matter and the availability of all stakeholders.
2.6.2. Place of Consultancy
The Consultancy services will be delivered at the office of VVOB. Occasional field visits to provinces outside Kigali may be required to interview SEOs, head teachers or other relevant partners. In such case, VVOB will take charge of costs related to field visits including accommodation and transport in line with VVOB’s duty travel policies.
|2.7. Supervision and Monitoring of the Consultancy
The Consultant shall report to Mr. Alex Mukizwa Mahe, Education Advisor, and Mrs. Jeanne d’Arc Usanase, Operations and Finance Manager of VVOB Rwanda who will be in charge of the supervision and monitoring of the consultancy services. This includes:
• Technical and administrative follow-up of the delivered services until completion;
• Assessment and (non-) acceptance of the deliverables, both a priori and a posteriori;
• Review of payment claims and invoices;
• Reviewing deliverables;
• Supervising the deliverables and services; this includes giving instructions and clarifications as needed.
2.8. Tentative Work schedule per issue
Week 1: Meet with Editorial Board to discuss issue theme and identify subjects to be interviewed
Week 2: Interviews and Drafting of articles
Week 3: Finalizing Interviews and Drafting of articles
Week 4: Sourcing/producing Photos and other graphics, while VVOB reviews articles
Week 5: Sourcing/producing Photos and other graphics, while VVOB reviews articles
Week 6: Liaising with Designer on layout
Week 7: Proofreading of first layout dummy
Week 8: Liaising with Designer for finalization
The consultant receives no more than 25% of the total value of the Consultancy upon receiving the first edited drafts of at least 60% of articles per magazine issue and upon receiving a signed invoice or claim. An instalment of an additional 25% of the total value of the Consultancy is made once the final layed out version of a magazine issue is ready for printing. Payments will be made within 10 working days of receipt of invoice.
|2.10. Information, Intellectual Property and Confidentiality
The consultant undertakes for the duration of the consultancy to grant VVOB immediate and free access to any documents, in written, printed, electronic, or magnetic form, in his possession, that may contain information with respect to the consultancy. Upon termination of the consultancy, the Consultant shall immediately and on his or her own initiative return to VVOB any documents, in written, printed, electronic, or magnetic form, in his or her possession, that may contain information with respect to the consultancy. The consultant commits him/herself not to disclose to any person any confidential information; disclosed during the implementation of the consultancy. Nor will he or she use this confidential information for own or other’s purpose.
The Consultant must promptly notify VVOB of all Intellectual Property arising in connection with the consultancy services. VVOB shall own and control all Intellectual Property that, after the date of the consultancy, is created or conceived by or for the Consultant, or otherwise arises, in connection with the Consultancy Services; and the Consultant shall not contest that ownership, or control, with respect to Rwanda or elsewhere. VVOB solely and exclusively has the right, from the creation of any such Intellectual Property and during and after the term of the consultancy, to publish, disclose, sell, dispose of, exploit commercially and otherwise deal with or use it, and may do so in any way that VVOB sees fit. Any intellectual property or licence costs shall be included in the financial proposal.
|2.11. Acceptance of Deliverables and Sanctions
A work plan with specified deliverables will be developed for each magazine issue. Non-compliance of deliverables and services as set forth in a finalized work plan or late delivery of services may lead to financial sanctions and/or termination of the consultancy.
|3. Terms of Reference and Technical Requirements
3.1. Required Expertise of the Consultant
The Consultancy services will be delivered by one national or international consultant with following profile and background:
Knowledge and experience:
• Demonstrated five years of experience in communications, as a writer and editor
• Demonstrated three years of working experience in international development in the education sector, preferably in Rwanda;
• Experience with working in a multicultural team;
• Able and willing to travel in-country for short periods of time;
• Able to work under pressure and keep a good sense of humor;
• Proficiency in MS Office software;
• Working experience with the Rwandan Education Sector in particular with MINEDUC/REB and/or URCE is an asset.
• Experience and skill in photography is an asset
• Fluent in English and Kinyarwanda, with excellent writing and editing skills
• Working knowledge of French is an asset
Result orientation; Continuous improvement; Collaboration
Synthetic and Analytical thinking;
Networking and communication (including listening);
Gender sensitivity; Innovative and pro-active;
Organizing and Planning, Flexible
A minimum of three relevant references with valid contact details of the referees are required.
3.2. Additional Information
Further information relating to the content of the Consultancy and the Call procedure may be obtained from: Mrs. Jeanne d’Arc Usanase, Operations and Finance Manager of VVOB Rwanda, Email: Jeanne.Usanase@vvob.be