Terms of Reference for the Documentation of the Care International 40 Years Journey in Rwanda and the GEWEP III Project

TERMS OF REFERENCE FOR THE DOCUMENTATION OF THE CARE INTERNATIONAL 40 YEARS JOURNEY IN RWANDA AND THE GEWEP III PROJECT.

Background: 

Founded in 1945 with the creation of the CARE Package®, CARE is a leading humanitarian organization fighting global poverty. CARE places special focus on working alongside women and girls. Equipped with the proper resources, women and girls have the power to lift whole families and entire communities out of poverty.

In February 2025, CARE International will be celebrating 40 years since its establishment in Rwanda in 1984.    Over the past 40 years, CARE International in Rwanda (CARE Rwanda) has intervened in different sectors which include Rehabilitation and Environment Protection (1984-1994), War, reconstruction and Relief (1994-1999), HIV and Orphans and Vulnerable children (2000-2005) and since 2006, CARE Rwanda has been championing Women Economic Development.  Since 2012, CARE has worked across all 30 of Rwanda’s districts with over 57 local partners through direct collaboration and umbrella agencies. CARE International Rwanda will continue to contribute to national and international commitments to support 1,500,000 women and girls aged 10 to 59 years to graduate out of poverty and position them in the green private led economy while enjoying equal rights, voice, leadership and opportunities and living in dignity by 2025.  The 40^th anniversary celebration is an opportunity to reflect on our journey, acknowledge our successes, and look forward to new horizons with renewed energy and commitment.

The celebration of the 40 years will come right after another significant celebration. The Gender Equality and Women’s Empowerment Programme (GEWEP) III project will be closing and celebrating its achievements in February 2025. Aiming at economically and socially empowering 170,400 vulnerable women and girls aged between 15-59, it operated in all districts of Rwanda’s Southern Province since 2020 and is closing in 2025. It focused on strengthening civil society, promoting economic participation, challenging gender norms, and advancing sexual and reproductive health rights, ultimately enabling women to exercise their fundamental rights and transform their communities.  GEWEPIII works across all the 8 districts of the southern province and implemented together with Rwanda Men’s Resource Center (RWAMREC), Pro-Femme/Twese Hamwe, Africa Evangelical enterprises (AEE).

 Objective

The overall objective of the consultancy is to provide documentation services for the CARE Rwanda 40^th anniversary and GEWEPIII project. Specifically, the consultant /firm will;

Celebration of the 40^th anniversary

• Produce a documentary or video montage highlighting the CARE Rwanda history, achievements, and testimonials from current and past participants, implementing partners and other stakeholders.
• Provide media coverage services for the 40^thanniversary event mainly through live streaming on social media platforms, simultaneous language interpretation, capturing moments through photography during the event from the start till the event closes.
• Organize photo exhibition during the event showcasing the CARE Rwanda projects, initiatives, and success stories to highlight the transformative changes brought about by the organization’s efforts in the community

 GEWEPIII documentation

Produce documentation that captures GEWEPIII key impact, successes and challenges, best practices and lessons learnt by highlighting participants’ success stories and collaboration with key stakeholders

Deliverables

• Inception report detailing how and when work will be undertaken and a financial offer.
• A written scripts for documentary for review
• A draft documentary videos (40^thanniversary& GEWEPIII) for review by CARE Rwanda staff.
• For 40th anniversary, the consultant will produce:
• A 6-minute maximum video documentary with subtitles that will narrate the various achievements of CARE International in Rwanda. The video must be full HD or 1080 minimum.
• Offer media coverage during the event which includes live streaming, simultaneous translation, capturing moments through photography.
• Organize photo exhibition around the venue
• For GEWEPIII documentation, the consultant/firm will deliver the following
• A 5-minute video documentary with subtitles that will include various interviewees from project participants and partners, testifying about the achievements of the project. The video must be full HD or 1080 minimum.
• The learning brief will be a focused 12-page (A5 booklet) document capturing the essence of the GEWEP 3 Project. It will be containing the project’s key outcomes, highlighting the transformative impact on its target population. The brief will outline the core implementation approach, providing strategic insights into the project’s methodology. Additionally, it will distill the most critical lessons learned, offering valuable perspectives for future gender equality and women’s empowerment projects and initiatives.
• Production a booklet of 5 success stories compilation showcasing powerful personal narratives of experiences from the GEWEP 3 Project beneficiaries.
• Raw footage of all interviewees
• High resolution photos of interviewees in various contexts for social media use and photo exhibition
• Raw and edited content for films/documentary
• Transcode and translate all interviews
• Dully signed consent forms from participants
• Submit all recordings and photos from the 40^thanniversary event

Consultancy specific tasks 

• Develop data collection tools/interview guide based on project outcome areas stated above.
• Collect/conduct interviews with selected interviewees to testify about CARE International’s impact in Rwanda for the last 40 years
• Collecting inputs from project team
• Producing all documentation relating   CARE’s 40 years anniversary and GEWEP III project documentary films as specified above
• Provide all materials and equipment related with the assignment
• Submit final copies in hard and soft formats as required

Time frame and supervision line

The hired consultant will perform the entire task within a period of 20 days upon the signing of the contract by the 20^th of January 2025. Please note that the GEWEP III video documentary is needed by the 3^rd February 2025 latest. The Consultant will be under the direct supervision of the communication specialist in collaboration with the Project Field officers and organizers of the 40^th anniversary in all phases of this assignment.

 Location

The consultant should be ready to travel to any part of the country to document the 40^th anniversary and any district in the southern province to document the GEWEPIII.

CARE and Consultant responsibility

CARE will facilitate the consultant to access participants for all interviews and avail a vehicle for fieldwork. CARE will also avail already existing testimonies to be incorporated in the videos/materials. However, the consultant will cater for the accommodation and other related expenses in the field where needed.

Eligibility criteria

The eligible company/firm must fulfil all the following criteria:

• Demonstrated five years’ experience in producing factsheets, learning briefs and documentary films for organizations preferably (I) NGOs Proven experience in story writing, writing documentary scripts, photography in English
• Proven Experience using graphic design packages
• Proven Experience in translation and transcription
• Proven experience to have been involved in similar assignments
• Ability to work independently with minimum supervision.
• Previous experience working with CARE in similar assignments is a value added
• Team composition: 1 professional videographer, 1 professional Photographer, 1 chief editor, at least story writers and 1 story analyst with 5 years of experience in similar assignments
• Demonstrated proficiency of the team in both Kinyarwanda and English
• A detailed Curriculum Vitae of the individual(s) or firm who are proposing to carry out the work (if a team is envisaged, ensure the repartition of roles is clearly explained)

Confidentiality of information

All information during the documentation will be treated as confidential and used solely to facilitate the activity and the final product and row data are sole property of CARE. The consultant is required to collect and submit signed consent forms for all the interviewed people during the assignment.

Application procedure

Interested candidates should submit their expression of interest including their track record (CVs)  by email to RWA.Procurement@care.org with mention of “Consultancy for documentation of CARE INTERNATIONAL 40^th  journey in Rwanda and the GEWEP III Project ” in the subject line, by January 3^rd, 2025, at 5pm, Rwanda time.

The application file should contain the following documents:

• A technical proposal, with a clear timeframe and a description of the proposed methodology detailing how the deliverables will be achieved, and the team credentials for similar assignments.
• Detailed Curriculum Vitae of the proposed team to carry out the assignment with clear roles and functions.
• A financial offer detailing the various costs associated with the delivery of the above services, in PDF format and must be a separate document from the technical offer.
• Evidence of the consultant’s experience in doing similar assignments: Copies of similar assignments (with evidence for good completion of the previous similar assignments);
• Submit at least 3 references with their contacts and addresses.
• Bank account information including the scanned copy of blank check or document from the bank confirming bank account information (name, account number, swift code, …)
• Consultant firm profile; VAT registration certificate; RRA tax clearance certificate; RSSB tax clearance certificate (when applicable). For applicants without registration in Rwanda, submit the above requirements from the country of registration as applicable.

All applications will be evaluated Evaluations based on the criteria shared below

Procurement Unit