ANNEX II: TERMS OF REFERENCE
1. BACKGROUND INFORMATION 2
1.1. Partner country 2
1.2. Contracting Authority 2
1.3. Country background 2
1.4. Current situation in the sector 2
1.5. Related programmes and other donor activities 2
2. OBJECTIVE, PURPOSE & EXPECTED RESULTS 3
2.1. Overall objective 3
2.2. Purpose 3
2.3. Results to be achieved by the Contractor 4
3. ASSUMPTIONS & RISKS 4
3.1. Assumptions underlying the project 4
3.2. Risks 4
4. SCOPE OF THE WORK 4
4.1. General 5
4.2. Specific work 6
4.3. Project management 12
5. LOGISTICS AND TIMING 12
5.1. Location 12
5.2. Start date & Period of implementation of tasks 12
6. REQUIREMENTS 12
6.1. Staff 12
6.2. Office accommodation 14
6.3. Facilities to be provided by the Contractor 14
6.4. Equipment 14
7. REPORTS 14
7.1. Reporting requirements 14
7.2. Submission and approval of reports 15
8. MONITORING AND EVALUATION 15
8.1. Definition of indicators 15
8.2. Special requirements 15
15 January 2016 Page 13 of 15
Terms of Reference LOTS.doc
1. BACKGROUND INFORMATION
1.1. Partner country
Mozambique
1.2. Contracting Authority
Delegation of the European Union in Mozambique
1.3. Country background
Situated in Southern Africa and bordering the Indian Ocean, Mozambique has a population of more than 25 million[1]. The country has experienced significant economic recovery in recent years, but still remains one of the least developed countries, with a human development index of 0.416[2].
The European Union (EU), together with its 28 Member States, is the first trading partner, investor and donor in Mozambique. The EU, in close coordination with the other co-operation partners, is seeking to ensure that its cooperation with the country promotes sustainable development and generates long-term benefits and supporting the consolidation of the country's peaceful path towards democracy as well as inclusive and sustainable development.
The Cotonou Partnership Agreement regulates the relations between Mozambique and the EU, and the National Authorising Officer (NAO) working within the Ministry of Foreign Affairs is the EU's counterpart to ensuring good management and development of cooperation programmes.
Exchanges with the NAO both at technical and political levels are regular, in particular due to the preparation process of the Annual Action Plans of the 11 European Development Fund (EDF) National Indicative Program (NIP), the operational reviews and the ongoing 10th EDF NIP implementation and the PALOP-Timor Leste programming and coordination.
1.4. Current situation in the sector
The EUD in Mozambique and the NAO carry out communication activities aimed at raising the profile and perceptions of EDF cooperation. In particular, communication objectives are:
- To generate support from various stakeholders for EDF cooperation
- To involve relevant stakeholders in an informed debate about support to the democratisation process and to the process of sustainable development.
- To raise awareness of all relevant actors in relation with EU sectoral policies with an external dimension and generate support for the respective policy objectives
1.5. Related programmes and other donor activities
The EUD communication strategy defines two key moments in the year for communication, two of the main ones being the EU Week, an initiative which started in 2015 and the 9th of May Celebrations (Day of Europe).
The EU Delegation in Mozambique and the NAO have organized two editions of the EU Week in Mozambique in 2015 and 2016. The event took place during 5 days (2-6 December 2015 and 1-5 November 2016) at the Fishery Museum "Museu das Pescas" next to the Harbour.
The two editions of the EU Week included a very diverse programme with debates, information sessions, programme launching ceremony, exhibitions, cultural activities and sports, open to the general public.
Throughout the week, various audiences such as government officials, politicians, academics, civil society representatives, young parliamentarians, development cooperation partners, activists and general public attended several debates and information sessions on relevant topics (at least 700 people attended the events throughout the week).
In the evenings there were film screenings as well as cultural events, notably contemporary dance performances and a music concert. Weekend activities included a Food Fair with food from Mozambique and various European countries, as well as a space for kids' activities. The EU Week ended with sports activities on Maputo's beach, including football and volleyball tournaments, yoga, aerobics and capoeira sessions as well as a kitesurf show and a skydiving show.
The second main moment of the year was around the 9 of May celebrations. The EUD has organized several events last year to celebrate Europe Day the main one being:
– Sports' Events at the Beach for Mozambican youth: The Delegation, in partnership with the Ministry of Education, organised a Football and Volleyball Tournament for secondary school children. The event took place at Maputo's beach with around 200 kids belonging to schools from the neighbourhoods in Maputo.
Photos - https://www.flickr.com/photos/139538312@N04/sets/72157668168924016/
Every year the EU Delegation celebrates international days. For ex. the international women's day (8 March), the EU climate day or the international day on human rights (10 December) among others. This is a way to promote and give visibility to the values that are set out in these celebrations that are also EU's values. These celebrations can be done through joint activities with EU Member States, National Authorities, NGOs, etc.
2. OBJECTIVE, PURPOSE & EXPECTED RESULTS
2.1. Overall objective
The overall objective of the project of which the two contracts will be a part is as follows: to increase awareness and visibility of the EU-Mozambique cooperation partnership to the wider Mozambican public, and improved understanding and interest of EU cooperation policies.
2.2. Purpose
The purposes of the two contracts are as follows:
LOT 1
· Organisation of the 3rd and 4th editions of the EU WEEK event, respectively in 2017 and 2018
· Organisation of the events around the 9th of May celebrations in 2018
· Support the EU Delegation in organising communication and visibility activities, namely participation in the celebration of the international days and organisation of a journalism prize.
LOT 2
· Support the EU Delegation in monitoring the media (Mozambican press and broadcast)
2.3. Results to be achieved by the Contractor(s)
Organisation of EU WEEK (3rd and 4th Editions):
The aim of the organisation of the 3rd and 4thEdition of the EU week is to increase visibility of the EU-Mozambican cooperation partnership through the organisation of communication and information activities.
Organisation of 9th of May Celebrations (2018)
Every year the European Union celebrates peace and unity on "Europe Day", officially the 9th of May. The contractor shall organise different events to mark this celebration.
Organisation of communication and visibility activities of the EU Delegation in Mozambique
The aim of the organisation of these activities is to increase visibility of the EU-Mozambican cooperation partnership and values through the organisation of communication and information activities.
Media Monitoring
To monitor on a regular basis a media sample, identify all content (news/articles) referring primarily to the European Union or including important references to the European Union.
3. ASSUMPTIONS & RISKS
3.1. Assumptions underlying the project
Selected cultural actors available for the preferred dates
Timely articulation between the products produced by the EUD (including all artworks for the communication materials except the TV and radio spot) and the contractor
Ministry of Education and Human Development (MINEDH) is able to engage with sufficient number of secondary school students for the sports activities
3.2. Risks
Beach activities not possible due to weather conditions
EUD not able to secure all speakers for the conferences and/or foreseen equipment
Other major events organised in Maputo during the same week
4. SCOPE OF THE WORK
4.1. General
4.1.1. Description of the assignment
Organisation of EU WEEK (3rd and 4th Editions):
The contractor shall ensure timely preparations and set up of all logistical and necessary equipment at the selected locations for the events of the EU week.
The third and fourth edition of the "EU Week" will take place at a location to be selected in Maputo during the month of November and at the beach (Costa do Sol area), aiming at engaging the general public. The Week will be a public event, combining debates, workshops, exhibitions and cultural activities and a food fair as well as events at the beach – sport activities.
In this year´s and next year's edition, the tentative programme will include five days under different topics to be defined. They can be several: Trade, Human Rights, Constitutional Review and Environment and Climate Change.
A tentative programme for 2017 is enclosed. Please note that the number of events is indicative at the moment and will be reviewed once event needs have been identified and confirmed.
Please consult the Facebook Page of the EU Delegation in Mozambique to have a clearer picture of the past two events. The format in 2017 and 2018 will be similar.
The contractor will ensure an accurate record of main events, together with a comprehensive video and photo coverage of the events.
Organisation of 9th of May Celebrations (2018)
Every year the European Union celebrates peace and unity on "Europe Day", officially the 9th of May. In Mozambique, celebrations normally take place during three days (8, 9, 10 May to be confirmed) to allow for high participation of Mozambican audience in these celebrations. The proposal is to have a public event, combining sports activities and music concerts to mark the day and raise awareness about the EU.
The objective of this assignment is to secure the services of a contractor that can deliver on various leisure activities throughout the day, in particular a sports tournament (football,volleyball, etc) or others (ex. concert with Mozambican bands).
The contractor shall also ensure an accurate record of main events, together with a comprehensive video and photo coverage of the events.
Organisation of communication and visibility activities of the EU Delegation in Mozambique
The objective is to secure the services of a contractor that can organize max. 11 events during the next two years in connection with increasing understanding and visibility of global and cooperation policies of the European Union.
The events can have different formats. They can be Conferences, Round tables, information sessions, consultation sessions, movie screenings, art/photo exhibitions, production of visibility materials (leaflets, videos, photographs) among others on different themes that should be discussed and prepared with the EU Delegation on a case by case basis.
The celebration of the following international days and event, through joint activities with EU Member States, public authorities, NGOs (especially EU beneficiaries) should be foreseen:
· 8th March : Women's Day
· June or Sept (tbc): EU Climate Day
· 3rd May: World Press Freedom Day
· 17th May: International day against homophobia
· 25th Nov – 10th Dec: 16 days on activism of violence against women and girls
· 25th Nov: launch of the 3 weeks campaign against violence against women and girls
· 10Th December: International day of Human Rights
· Organisation of a Journalism competition. The contractor should foresee outreach measures, elaboration of the regulation of the competition, evaluation of proposals, information sessions and a jury of at least 3 people with recognized experience in the area of journalism.
Media Monitoring
To monitor on a regular basis a media sample as specified below, identify all content (news/articles) referring primarily to the European Union (incl. European institutions, EU policies, action, instruments, programmes and projects, EU cooperation with Mozambique, EU Delegation to Mozambique) or including important references to the European Union.
1. EU related content should be monitored in at least the following media:
· Audio-visual media (4): TVM, STV, TIM, Rádio Moçambique
· Print media (3 daily, 3 weekly): Notícias, Diário de Moçambique, O País, Savana, Canal Moçambique, Magazine Independente
· Web-based media (4): AIM (Mozambican News Agency), Mediafax, Canal Moz, Lusa
2. To conduct quantitative and qualitative analysis based on the materials above and produce weekly and monthly media reports.
3. To prepare, at the request of the EU Delegation, a maximum number of 50 specific media coverage reports over the contracting period (indicative monthly average of 4 media coverage reports), including clippings on EU/EU Delegation action and public events.
4.1.2. Geographical area to be covered
Maputo
4.1.3. Target groups
General public
4.2. Specific work
a) ORGANISATION OF EU WEEK (3RD AND 4TH EDITIONS)
Required outputs, including deliverables description and quantities (3rd and 4th edition):
The organisation of the two events will entail:
Events arrangements
· Renting a location for 5 days (each year) of activities and managing relations with the staff from the location throughout the events
· Registration desk, available for the full duration of events (5 days)
· Mobilization of 6 Hostess/stewards available for the full duration of events (5 days)
Conference Equipment/logistics:
· Provision of Beduin tent (15*20 m) to be set up by the contractor at the location for the events
· Set up of stage (5x3 m), provision of tables and armchairs for moderators, chairs for public, projector and screens, TVs for presentations during conferences, provision and set up of one generator to ensure power during the days of the events.
· Provision of stands (gazebos or small tents) for exhibitions from partners of the EU and material necessary to show visibility products like posters, roll ups, etc (pin ups, tables, chairs, etc).
· Provision of sound equipment; Provision, assembling and dismantling Bedouin tent (15x20 m), provision and management of portable bathrooms to be set up at the venue for the duration of the events.
Catering
· Opening Cocktail for 200 people (EU to approve menu proposed by contractor)
· Establishment and management of a Cash bar (EU to approve items and prices of cash bar)
· Conferences catering (water, coffee, tea) with a permanent coffee station for 4 days for an estimated audience of max. 200 people per session
Logistics (for food fair)
· Provision of plates, forks and serviettes (no plastic); provision of coffee tables with chairs; provision of counters; set up of panels with EU logo/flag
Cultural activities
· Contract of 1 Mozambican band for each event: contract the Band and rent Sound system for concerts
· Organise a painting competition (in agreement with the EUD)
· Organise a journalism competition (in agreement with the EUD)
· Partnership with a dance show performer for dance show in EU Week 2017 (Stage, Light and Sound for dance performance)
Kids Activities :
· Organise Face Painting throughout the day
· Organise Climbing Wall
· Organise Recycling Workshops
Communication and Visibility:
· Press Corner - 2 tables, 8 chairs, 8 plugs, 1 signage
· Video and Photo coverage of the event