Mind you, this is not a job opportunity, but Smart Africa is looking for companies who can provide these services.

Title: Recruitment of Creative & Communication Agency for Smart Africa Secretariat.

Client:
Smart Africa Secretariat
9th Floor, Bloc C, Makuza Peace Plaza,
10 KN4 Avenue, Kigali, Rwanda
+250 788-300-581/ 0784013646
PO Box: 4913
info@smartafrica.org
www.smartafrica.org

1. Background of the organisation

Smart Africa is a bold and innovative commitment from African Heads of State and Government to accelerate sustainable socio-economic development on the continent, ushering Africa into a knowledge economy through affordable access to Broadband and usage of Information and Communications Technologies.

The Transform Africa Summit held in Kigali, Rwanda on 28th - 31st October 2013 culminated in the adoption of the Smart Africa Manifesto document by seven (7) African Heads of States, in which they committed to provide leadership in accelerating socio-economic development through ICTs.
On 30th-31st January 2014, all Heads of State and Government of the African Union at the 22nd Ordinary Session of the Assembly of the African Union in Addis Ababa endorsed the Smart Africa Manifesto. This development places the Manifesto at the heart of the ICT agenda in Africa beyond just the seven original signatories at the Summit to all the 54 African countries.

The Smart Africa Alliance has since grown to include 28 African countries that represent almost 700 million people.
1.1. The Smart Africa Alliance

The Smart Africa Alliance is a framework for implementation, monitoring and evaluation of the Smart Africa Manifesto, designed to make it actionable. Currently, the Alliance is a partnership bringing together all African countries adhering to the Manifesto represented by the AU, the ITU, World Bank, AfDB, ECA, the GSMA, ICANN and the Private Sector.

Besides its initial membership, other organizations and countries sharing the same vision, interests and goals can be admitted to the Alliance.
The Smart Africa Alliance has five pillars which reflect the five principles of the Smart Africa Manifesto. These pillars are (1) Policy, (2) Access, (3) e-Government, (4) Private Sector/Entrepreneurship and (5) Sustainable Development.

Each pillar is built on four crosscutting enablers: (1) innovation, (2) communications and advocacy, (3) capacity building and (4) resource mobilization. These will support Smart Africa implementation. These pillars and enablers, when effectively developed and combined, will contribute to Economic Growth and Job creation, which remains the ultimate goal of the Smart Africa Manifesto.

2. Transform Africa Summit

Transform Africa Summit is Smart Africa’s flagship event. It is the annual leading African forum bringing together global and regional leaders from government, business and international organizations to collaborate on new ways of shaping, accelerating and sustaining Africa’s on-going digital revolution.

The Transform Africa Summit has been held four times to date, in Kigali, Rwanda, with the following themes:

2013: The Future delivered today.
2015: Accelerating Digital Innovation.
2017: Smart Cities. Fast Forward.
2018: Accelerating Africa’s Single Digital Market.
2019: Boosting Africa’s Digital Economy.

The 2019 summit attracted over 5,000 participants, specifically:

• Heads of State and Government
• Ministers and Government officials in ICT, Health, Finance and related sectors
• Telecom and Utilities Regulators
• Central Bank Governors
• Heads of International and Regional Organizations
• ICT Industry leaders, innovators and investors
• Young Innovators, Girls and women in STEM
• SMEs, entrepreneurs and innovators
• Non-Governmental organizations
• Academia, Consultants, Thought Leaders and Digital Thinkers

The 2020 Transform Africa Summit will be held in Conakry, Guinea from the 20th to the 22nd of April 2020 at the Palais de Mohamed V and will attract similar delegates.
3. RFP Objective

The Smart Africa Secretariat is soliciting proposals from qualified vendors for a creative and communications agency for Smart Africa and the Transform Africa Summit 2020

The selected firm will be responsible for communicating Smart Africa’s projects, creative design work around Smart Africa and the Transform Africa Summit and Public Relations for Smart Africa,
4. Duration of Engagement

It is for One year (12 months) from time of contracting, non-renewable.
5. Scope of work and deliverables

The Smart Africa requires the provision of the following:

Smart Africa & the 2020 Transform Africa Summit:
• Design the look and feel for the 2020 Transform Africa Summit
• Create, propose and execute advertising campaign for the 2020 Transform Africa Summit
• Create, propose and execute media strategy for Smart Africa and the 2020 Transform Africa Summit
• Create, propose and execute Public Relations strategy for Smart Africa and the 2020 Transform Africa Summit
• Manage all designs as may be required by Smart Africa and for the 2020 Transform Africa Summit
• Provide camera people and videographers for Smart Africa events, press conferences and workshops in Kigali (Approximately 3 per quarter)
• Develop short promotional videos for Smart Africa and the 2020 Transform Africa Summit. Approximately 3 per month
• Develop and produce opening 5-minute video for TAS2020. Should be available in standard and wide formats.
• Develop and produce 3-minute closing video for TAS2020. Should be available in video format and standard format.
• Develop and produce 5-minute Smart Africa video for TAS2020
• Develop and produce 4 x 1-minute project videos for Smart Africa
• Manage Smart Africa social media pages with at least 1 post per medium per day
• Translation services between French and English for all materials and adverts

6. RFP Requirements

Applicants interested in competing for this contract are required to submit/send their proposal to the Smart Africa Secretariat. The applicant will provide a detailed description of the approach to the scope of work that addresses the following requirements for the proposal. The applicant’s proposal shall include:

6.1. Administrative Documents

Please submit:
• Your company registration certificate
• Tax Clearance Certificate / Equivalent;
• The pension contribution clearance certificate / equivalent;
• Performance Guarantee of $ 62,469 is required for all bidding firms
6.2. Corporate Profile

Present a corporate profile with details of the bidding firm or of the consortium in such a case.
6.3. Demonstrated Success

Vendors must provide at least three (3) certificates of work completion of issued by current or former clients within the last 5 years for which your company has performed work of a similar nature, scope, size or complexity.
6.4. Methodology / Operational Processes

Provide detailed information regarding the internal/external processes that will be put in place to complete the work.

For each task under the scope of work, include a summarised work plan that includes the tasks, timelines, start date, end date and responsible person.

Provide a summarised communication plan showing how you intend to keep the client informed of all activities done on their behalf in the execution of services under this contract.

Describe quality assurance standards and practices you will put in place to ensure the success of the initiative.
6.5. Technical Team

Provide a table highlighting: (1) the names of each team member, (2) his/her proposed role, (3) the specific title of the deliverable he/she will be assigned to as well as (4) the relevant expertise he/she possesses that related to the deliverable he/she will be assigned to.

Provide the CV of each team member. In addition to their qualifications, degrees or professional certificates, please make sure that their CVs highlight a brief description of prior works/assignments related to the respective deliverables.
The mission will be carried out by highly qualified consultants/experts in the specialities requested, below:

a) Lead Communications Consultant (1), Task Team Leader:
• With at least 10 years of experience in marketing and Communications for high profile organisations especially in NGOs and Multilateral organisations.
• Having managed 3 similar communications/marketing department for organisations of the similar profile as Smart Africa for over the last past Five (5) years.
• With at least 5 years of proven experience in leading marketing/Marketing teams.
• With a university degree of at least MBA with specialisation in marketing or master’s in project Management from recognised universities.

b) Creative Director (1):
• With at least 5 years of experience in a similar role doing work for high profile organisations or worked in such organisations managing communications and marketing departments.
• Having developed three (3) communication strategies for similar organisations over the last past five (5) years.
• With a university degree of at least bachelor's degree in marketing or communications or bachelor’s degree in project management from recognised universities or in other similar fields;
• Having master’s degree in marketing or communications will be an added advantage

c) Art Director (1):
• With at least 5 years of experience in a similar role having done work for high profile organisations or worked in such organisations managing communications and marketing departments.
• Having developed three (3) communication strategies for similar organisations over the last past five (5) years.
• With a university degree of at least bachelor's degree in marketing or communications or bachelor’s degree in project management from recognised universities or in other similar fields;
• Having master’s degree in marketing or communications will be an added advantage

d) Content Development Expert.
• Having worked as in a content development capacity for similar organisations as Smart Africa for the last Five (5) years
• With at least 3 years of proven work experience as a journalist or in a content development capacity
• With a university degree of at least in marketing or communications or bachelor’s degree in project management from recognised universities or in other similar fields;
• Having master’s degree in marketing or communications will be an added advantage.

e) French to English Translator (1):
• With at least 3 years of experience in a similar role for high profile organisations or worked in such organisations managing communications and marketing departments.
• Having done document translations for organisations similar to Smart Africa in the last (2) years.
• With a university degree of at least bachelor's degree in related languages or in other similar fields;
• Having master’s degree will be an added advantage

f) Graphic Designer (1):
• With at least 3 years of experience in a similar role doing work for high profile organisations or worked in such organisations managing communications and marketing departments.
• Having developed two (2) communication strategies for similar organisations over the last past five (5) years.
• With a tertiary qualification in graphic design or in other similar fields;

g) Audio-Visual Expert (1):

 With at least 3 years of experience in audio-visual filming for high profile organisations.
 With at least 3 years of proven experience working as videographer on Television or news presenter in one of regional TVs or radios.
 With at least a certificate in video production and shooting from recognised institute.

The Consultant shall propose such additional staff as he deems necessary.

o Documents required

A specific outline must be followed in order to facilitate the Smart Africa Secretariat’s review and evaluation of the responses received.

A response to this RFP must include the following sections in the order listed:
1. A cover letter confirming the firm’s interest to provide the services required
2. A technical proposal containing the following content:
• Executive summary
• Business experience/Profiles
• Approach and Methodology
• Work Plan / Schedule
• Mission team experience/profiles
• Updated Curriculum Vitae for the team and academic certificates requested
• Duly signed and stamped recommendation certificates/letter
• Company registration certificates and tax clearance

3. Financial Proposal containing the following;
• Summarised Total Cost VAT Inclusive (Value of tax indicated on final cost)
• Breakdown of remuneration package
• Breakdown of reimbursable expenses
6.6. Value Added Propositions, Recommendations and Other Considerations

 Provide a detailed note on the value addition that your company will bring to Smart Africa and the 2020 Transform Africa Summit.
 Detail the additional aspects which you feel would add value to the organisation.
 List key anticipated risks and challenges that the conference owner should consider.
 Highlight your value proposition to Smart Africa.

6.7. Detailed Financial Structure and Proposed Costs

Provide an explanation of your fee and billing structure.

Explain your organization's internal mechanisms/processes that are in place to ensure all costs stay within budget for the duration of the contract.

Outline your detailed financial proposal budget (detailed breakdown of the corresponding fee for each deliverable including all costs for all individuals) for the management of the Transform Africa Summit activities.

Include the total estimated cost of providing this service broken down above in the scope of work and deliverables.

6.8. Experiences Required

Please note that the bidding firm / consortium must demonstrate at least 10 years’ worth of experience handling events of a similar size to the Transform Africa Summit and international organisations similar to Smart Africa.

The bidder must not have filed for bankruptcy or declared insolvent in any jurisdiction within the last 5 years.
An evaluation model will be used to evaluate all respondents and proposals submitted.

7. Rights Reserved

This RFP does not obligate Smart Africa to complete the RFP process. The Secretariat of Smart Africa reserves the right to amend any segment of the RFP prior to the announcement of a selected firm. The Secretariat of Smart Africa reserves the right to modify any segment of the tender before the announcement of the selected company.

The Smart Africa Secretariat also reserves the right to withdraw one or more services from the request for proposal if the evaluation demonstrates that it is in the best interest of the Smart Africa Secretariat to do so. The Smart Africa Secretariat also may, at its discretion, issue a separate contract for any service or groups of services included in this request for proposal.

The Smart Africa Secretariat may negotiate compensation package and additional provisions to the contract awarded under this request for proposal
8. Proposal Submission

Technical and financial proposals must be presented in separate envelopes showing each the nature of the offer concerned (technical or financial offer) a alongside with a performance guarantee provided by a professional competent body, the firm’s name and both put in a third anonymous envelope marked as follow: 014/S.A/TAS/RFP/09/2019: “: Recruitment of Creative & Communications Agency”

Well-printed proposals, properly bound presented in one (1) original copy, signed and paraphed and in one (1) scanned copy of the original signed proposal on a non-refundable USB Flash Drive (pdf format) must be submitted in sealed envelopes not later than 20th December 2019, 12:00 pm local time (Kigali) prompt to the address below:

Smart Africa Secretariat
9th Floor, Bloc C, Makuza Peace Plaza,
10 KN4 Avenue, Kigali, Rwanda
Phone: +250 788-300-581/ 738-300-581
Attention: Office of the Director General, Smart Africa.

In addition, soft copies in two languages (French and English) of the proposal should be sent to: procurement@smartafrica.org . Quotes will be confidential during the selection process.

Late proposals will be rejected.

The envelopes shall be opened on the same day in public session at 1:00 pm in the Smart Africa Secretariat conference room and interested bidders are invited to attend the bid opening session.
9. Validity

Proposals and quotes must remain valid for a period of 180 days after the date of closing noted above. After, the closing date and time, all proposals received by the Smart Africa Secretariat become its property
10. Enquiries

Prospective respondents who may have questions regarding this RFP may submit their enquiries to procurement@smartafrica.org and copy enquiries@smartafrica.org