EXPRESSION OF INTEREST FOR COMMUNICATIONS CONSULTANCY SERVICES
ETHICS AND ANTI- CORRUPTION COMMISSION
STANDARD PROCUREMENT
EXPRESSION OF INTEREST DOCUMENT
FOR PROCUREMENT OF
COMMUNICATION EXPERT-FOR THE MULTI AGENCY TEAM
EACC EOI NO 1/2015 - 2016
Contents
SECTION I - INVITATION FOR PREQUALIFICATION (IFQ) 5
SECTION II - INSTRUCTIONS TO CANDIDATES 6
Background 6
AGENCIES 6
The Assignment 7
Objectives of the Assignment 7
Objectives of the consultancy 7
Scope of work across the consultancy period 8
Deliverables 9
Specific Deliverables 9
Digital Communication 9
Agency Qualifications 9
Professional Experience and Skills Required 10
TECHNICAL PROPOSAL (TP) 11
Duration of the consultancy 11
Eligible firms 11
2.2 Submission of Application 11
2.3 Eligible Candidates 12
2.4 Qualification Criteria 12
SECTION III - LETTER OF APPLICATION 16
Notes on letter of application 16
SECTION IV - STANDARD FORMS 20
APPLICATION FORM (1) - GENERAL INFORMATION 22
APPLICATION FORM (2) - GENERAL EXPERIENCE RECORD 23
APPLICATION FORM (2A) -JOINT VENTURE SUMMARY 24
APPLICATION FORM (3) - PARTICULAR EXPERIENCE RECORD 25
APPLICATION FORM (3A) - DETAILS OF CONTRACTS OF SIMILAR NATURE AND COMPLEXITY 26
APPLICATION FORM (4) - SUMMARY SHEET: CURRENT CONTRACT COMMITMENTS/WORK IN PROGRESS 27
APPLICATION FORM (5) - PERSONNEL CAPABILITIES 28
APPLICATION FORM (5A) - CANDIDATE SUMMARY 29
APPLICATION FORM (6) - EQUIPMENT CAPABILITIES 30
APPLICATION FORM (7) - FINANCIAL CAPABILITY 31
APPLICATION FORM (8) - LITIGATION HISTORY 32
LETTER OF NOTIFICATION OF AWARD 34
REQUEST FOR REVIEW FORM 35
SECTION I - INVITATION FOR PREQUALIFICATION (IFQ)
EXPRESSION OF INTEREST FOR COMMUNICATIONS CONSULTANCY SERVICES
The Ethics and Anti-Corruption Commission on behalf of the Multi Agency Team invites Expressions of Interest (EOI) from interested and eligible firms/individuals for provision of Communications Consultancy services. The details of the proposed assignment, objectives and the scope of work are provided in the Terms of Reference.
The Multi Agency Team comprises of the following Agencies:
1. Ethics and Anti-Corruption Commission
2. Office of the Director of Public Prosecution
3. National Police Service
4. Asset Recovery Agency
5. Directorate of Criminal Investigations
6. Financial Reporting Centre
7. National Intelligence Service
8. Kenya Revenue Authority
To be shortlisted for Request for Proposal, interested candidates MUST meet the following requirements:
a) Submit a copy of Certificate of registration/incorporation
b) Provide proof of membership to professional societies/associations
c) Provide a copy of the Current Tax Compliance Certificate
d) Provide proof of affiliation to global communication agencies
Interested eligible candidates may obtain comprehensive Terms of Reference at the Ethics and Anti-Corruption Commission website www.eacc.go.ke.
Expression of Interest documents in plain sealed envelope clearly marked the “Expression of Interest for Provision of Communications Consultancy services” should be addressed and posted to:-
The Secretary/Chief Executive Officer
Ethics and Anti-Corruption Commission
P. O. Box 61130-00200
NAIROBI
or be deposited in the Tender box situated on Ground Floor, Integrity Center marked “TENDER BOX” so as to reach us on or before Thursday 14th January, 2016 at 11.00 a.m.
The Expressions of Interest documents will be opened immediately thereafter, in the presence of tenderers or their representatives who choose to attend at the First Floor Boardroom on 14th January, 2016, 11.00 a.m.
THE SECRETARY/CEO,
ETHICS AND ANTI-CORRUPTION COMMISSION.
SECTION II - INSTRUCTIONS TO CANDIDATES
2.1 Scope of Tender
2.1.1 The Ethics and Anti-Corruption Commission on behalf of the Multi Agency Team hereinafter referred to as the “procuring entity” intends to prequalify consultants for the provision of Communications Consultancy services. It is expected that prequalification applications will be submitted to be received by the procuring entity not later than (14th January, 2016 at 11:00 am)
Background
The Multi Agency Team was established for purposes of enhancing collaboration and coordination in the investigation and prosecution of corruption and economic crimes. The Agencies are;
AGENCIES
1. Ethics and Anti-Corruption Commission-EACC
2. Office of the Director of Public Prosecution- ODPP
3. National Police Service- NPS
4. Asset Recovery Agency- ARA
5. Directorate of Criminal Investigations- DCI
6. Financial Reporting Centre – FRC
7. National Intelligence Service- NIS
8. Kenya Revenue Authority- KRA
Corruption remains the greatest problem to economic and social development in Kenya. Corruption also undermines government efforts in realizing its vision of providing quality, effective and equitable services to all Kenyans. More particularly it drains the scarce financial resources available for economic development.
Both the National and County Governments have been negatively impacted by corruption and economic crimes. In his speech delivered to the Nation on June 1, 2015 during Madaraka Day celebrations, His Excellency the President of the Republic of Kenya termed corruption as the foremost danger facing Kenya due to a large number of public officials who have become comfortable with laxity and corruption.
The president is also on record that the Office of the President is one of the most corrupt offices in Kenya. He publicly said that large number of corruption cases occur in his office and blamed security related agencies for being the basis of most corruption cases in the country.
Recently the President in a bold move to tackle the vice declared that corruption had become a national security threat. Kenya was ranked position 145 out of 174 countries and territories in the 20th edition of the Corruption Perception Index (CPI).
Despite recent reforms (constitutional, legislative, and others) which have improved political and fiscal governance, transparency and accountability, corruption is still considered a major impediment to the country’s development agenda and achievement of Vision 2030.
There is a perception that nothing is being done by agencies mandated to fight corruption and economic crimes. The law enforcement agencies mandated to deal with corruption and economic crimes have played their role but they continue shouldering blame for the increased sophisticated levels of corruption.
Effective communication is central to the operations of the multi-agency team, so that both internal and external publics understand its work as we seek to change public perception and win their confidence.
The Communication will sensitize and educate the public on the creation of the joint team, its objectives, achievements, collaboration efforts and challenges in the fight against corruption and economic crimes.
The Assignment
The multi-agency team is seeking to engage an experienced communications firm/consultant to develop and execute effective communication strategies to aid in awareness creation on the gains and achievements made in the fight against corruption. The communications consultant will work closely with the media liaison officers of the respective agencies to ensure that communication is proactive, regular and done on a sustained basis with stakeholders. The multi-agency team needs to be positioned to purposefully implement communications and public education initiatives in a sound, and systematized fashion.
Objectives of the Assignment
The assignment is aimed at providing Public Relations services to the Multi Agency so as to communicate the gains made in combating corruption and economic crimes by using the media to bring to the fore, the milestones achieved and enhance Government’s reputation and create value for its publics. The Consultant will:
a) Review, propose and execute a branding plan for the Multi Agency.
b) Identify and pursue proactive media and public relations opportunities to enhance the image of Multi agency and promote its achievements.
c) Identify and analyze the Agency’s needs to deliver messages via most appropriate mix of media and channels, and develop and position messages appropriately.
d) Increase the visibility of the Multi Agency activities.
e) Assess needs, develop and use right combination of information technology tools and channels to address audience needs-
f) Develop aligned messages / platforms around complex concepts, services, programmes that are compelling and appropriate to various audiences to drive desired outcomes and behaviours.
g) Use relevant data provided by the institutions of the Multi Agency to support messages/platforms.
h) Develop short documentaries for each participating agency about its mandate and key milestones for use in the waiting bays of their respective offices
Objectives of the consultancy
The purpose of the consultancy is to develop and implement a visibility plan touching on segmented and defined audiences and assist the Communications team to build a strong public profile for the Multi Agency Team. It is expected that at the end of the assignment there will be a decrease in corruption and economic crimes among key groups, particularly public officials and the general public.
The PR agency will be expected to project the Agency’s image and values positively to a wide range of stakeholders and various audiences.
The Consultant is expected to ensure that the activities of the Agency are well publicized and that its stakeholders and public at large are regularly informed about the work of the Agency through various media including print, radio, television and social or new media.
Introduce communication activities that support ongoing and proposed advocacy activities directed at key development actors in the Governance sector and law enforcement agencies.
Scope of work across the consultancy period
- Under the supervision of the Chairperson of the Multi Agency team, the PR consultant shall undertake duties to include but not limited to enhance and maintain the image and reputation of the Agency through proper media channels and relationship management.
- Raise the profile of the multi-agency nationally with identified audiences.
- Create, produce and copy write advertisements for electronic and print media.
- Define and execute key communications activities targeted at strengthening the image of the Commission and its partners and their visibility.
- Develop a communication plan targeting mass media, online media and other innovative approaches such as networking meetings.
- Implement the communication plan to ensure maximum visibility for the Agency.
- Develop a crisis communication and Management Plan for the Agency.
- Brand the Agency (Institutions) as robust and leading anti-corruption and economic crimes agencies in the country and the region.
- Development, editing and publishing of the content of strategic information materials for advocacy and training/capacity building purposes, including press releases, press kits, information packages for national sensitization activities and other public education materials on the Agreement and its implementation;
- Media advocacy strategies, including liaising with media to communicate key messages to defined target audiences
- Website development, including content creation and the methods for managing a website and other social media platforms suitable for the objective of dissemination and interaction with the stakeholders utilizing the most appropriate media platforms to meet their needs
- Carry out consultations with key actors in law enforcement and governance sector and come up with the suitable communication strategies between the partners.
- Develop a communication plan for mobilizing institutional/strategic partners, specifying communication roles and conditions for envisaged partnerships.
- Develop internal communication messages and relevant materials to enhance staff engagement.
- Media Relations – Facilitate better interaction with the media. This will include open engagements through formal and informal sessions with key media practitioners, i.e. editorial heads, media owners, business/industry journalists. Opportunistic activities
- Come up and execute a strategy to reduce the widespread disturbing public tonality that has created a perception that all public officials are corrupt.
- Develop short documentaries for each participating agency about its mandate and key milestones for use in the waiting bays of their respective offices
Deliverables
Define and execute key communications activities targeted at strengthening the image and visibility of the Agency.
Provide strategic communications support during key events (media mobilization plans, preparing talking points, preparing press releases etc.)
Conduct training and coaching of the leadership in the concerned institutions on effective communications, media relations, social media and crisis communication management.
Specific Deliverables
- Propose Concrete external communication plan with clear timelines.
- Provide Monthly report on media engagement, including media monitoring and content analysis.
- The consultant to share on monthly basis copies of all relevant media clips (radio, print, Television).
- Provide quarterly reports once the execution of the contract has commenced detailing the work undertaken, results achieved and a budget comparison against the plans.
- Provide end of contract report with copies of media clipping.
- Any other related assignments as required by the organization.
- Documentation and media monitoring for all activities of the multi-agency with weekly reports to the secretariat.
- Production of a 15 minutes documentary on the Multi-Agency mandate, achievements and role of citizen in fighting corruption and economic crimes
- produce short documentaries for each participating agency about its mandate and key milestones for use in the waiting bays of their respective offices
Digital Communication
i. Develop a digital strategy for the brand in alignment with the communication strategy of the Agency.
ii. Develop a multi-agency website, Communicate and engage with the audience on the social networks – Facebook, Twitter, and YouTube and other emerging channels.
iii. Populate the online networks with information & content related to the Agency.
iv. Listen & monitor the online buzz about the concerned institutions and the related projects, events & talks.
v. Evaluate and strategize the growth of the online communities.
vi. Develop and execute a suitable media plan for online advertising.
PR Agency Competencies
The agency will be able to:
i. Develop communication campaigns for the Multi Agency.
ii. Provide the following key services: Development of strategic PR campaigns and execution of concepts
iii. Development of multimedia communication strategies
iv. Media Buying
v. Strategic Public Relations
vi. Strategic planning and execution
vii. Event management
Professional Experience and Skills Required
Interested firms/individuals should submit the following;
- A proposal stating how the firm/individual intends to undertake the specified assignment with clear timelines.
- A financial proposal indicating consultancy fee (lump sum fee) and a breakdown of expenses (unit price together with any other expenses) related to the assignment.
- Description of the methodology and work plan for performing the assignment
- CVs of key lead staff highlighting previous experiences in similar projects
- Description of any professional equipment and software that will be used during the assignment
- Be a registered firm in Kenya with more than ten years’ experience in Public Relations / Communications.
- At least 7 years of consulting experience in the field of Communications /PR.
- The communication firm/individual must produce evidence of previous work done with other similar large government, private sector or donor organizations in the last three years
The lead consultant in the firm or the individual must have the following qualifications,