National consulting firm to support promotion and public awareness of the Interactive Citizen Budget, the Glass Account Portal, and public use of budget data
Reference: 23/CS/016
Client: Ministry of Finance
Category: Consultancy Service
Advertised: 2021-08-27
Deadline: 2021-09-03 15:00:00  

Ad Invitation

.A. BACKGROUND

The Ministry of Finance (MOF) with the support from the World Bank (WB) has been implementing the European Union (EU)-financed Strengthening Governance in Mongolia (SGM) project. The project aims to support the efforts of the Government of Mongolia (GOM) to improve fiscal stability by strengthening public financial management (PFM) as well as transparency and accountability in Mongolia.

The SGM project, through both Recipient Executed (RE) and Bank Executed (BE) interventions, serves two main purposes. Firstly, it complements and expands the ongoing technical assistance the WB is providing through the “Strengthening Fiscal and Financial Stability” (SFFS) Project. Secondly, this TF supports the GOM in advancing the current efforts toward increasing transparency, participation and accountability in fiscal matters as well as in strengthening its capacity to deal with non-technical drivers of the reform process that prevent state agencies from implementing policies and regulations as intended.  

Component 2 of the SGM project primarily focuses on supporting the specific needs of the GOM to establish sound fiscal discipline, to improve expenditure management by strengthening the budget credibility, to establish the foundations for medium-term budgeting, and to re-orient public investment to strategic projects linked to the diversification of the economy. Five priority areas constitute the core of the component: (i) development and implementation of a public financial management reform plan and inter-agency coordination; (ii) strengthening budget preparation and execution towards results-based medium-term budgeting; (iii) improving budget reporting and transparency by increasing the comprehensiveness of fiscal and financial information and reporting; (iv) improving the management of contingent liabilities, through enhancing the existing governance framework for recognizing, managing, and disclosing contingent liabilities; and (v) strengthening public investment management, through the development and implementation of mechanisms for prioritizing capital project proposals and cost-benefit analysis. 

Ministry of Finance (MOF) is continuously making an effort to enhance transparency, public participation by increasing the comprehensiveness of fiscal and financial information and reporting, actively collaborating with the Global Initiative for Fiscal Transparency (GIFT) to introduce and adopt international principles and standards on fiscal transparency. Within the SGM project, following initiatives have been taken to enhance fiscal transparency and public participation:

  • Development of  Citizen’s Budget booklets annually explaining the budget in a citizen-friendly and easy-to-understand format using the form of dialogues among family members and representatives of the functional sectors, such as health, education, and environmental protection. Starting from 2019, additional Citizen’s Budget booklets have been developed on the quarterly budget execution. To continue this effort, the WB and the MOF agreed to develop an interactive, web-based Citizen’s Budget under the SGM Project. So far, the website has been partially launched in February 2021 and planned to be completed in September 2021. 
  • Revamping of the Glass Account Portal (GAP) to help citizens better understand fiscal and financial information by presenting the data in a user-friendly format. Although the GAP has been relatively successful in fulfilling the legal tasks, it presents challenges that need to be addressed, both in terms of the reporting and publication objectives, as well as facilitating the monitoring in compliance with the reporting responsibilities. By improving the current features of the website, citizens will get access to financial data with just a simple click, allowing them to check allocated budget amounts and budgets spent by categories such as welfare, education, and transportation among other key sectors. 
  • In an effort to provide citizens with open budget data, historical budget execution and revenue datasets have been prepared by the budget classifications under the World Bank’s BOOST initiative. 

To continue these efforts and achieve the outcome of greater fiscal transparency and public engagement, the MOF recognizes that public engagement begins with improving budget literacy and public awareness. Therefore, the WB and the MOF agreed to strengthen public engagement activities with the support of the SGM Project by encouraging two-way communication methods. In this regard, the Fiscal Policy and Planning Department (FPPD) and Treasury Department (TD) of the MOF plan to engage with a local consulting firm to support the such activities going forward.

B. OBJECTIVE OF THE ASSIGNMENT 

The main objective of this assignment is to i) support MOF in implementation of a public awareness/communication campaign on fiscal transparency; (ii) organize a Better Budget Dataquest to promote usage of information provided through the fiscal transparency digital platforms. 

C. SCOPE OF THE ASSIGNMENT

During the public awareness/communication campaign, MOF team will lead the organization of all activities included in the campaign plan. The consulting firm will therefore be expected to work closely with MOF officials supporting the implementation of the campaign in consultation with the WB and GIFT teams. Key responsibilities under this assignment will include, but not be limited to, the following tasks:

Task 1. Assist and support the MOF in promoting and implementing a public awareness/communication campaign on budget and fiscal transparency matters including:

-Develop a comprehensive campaign implementation action plan in line with the ongoing policy and efforts on strengthening fiscal transparency;

-Develop contents based on user segments defined in the Campaign action plan and map user segments to preferred media channels, including social media, multimedia campaigns and deployment of other suitable solutions. 

-Prepare budget promotional materials specified in the Campaign action plan in collaboration with MOF.  

  • Prepare a short video featuring the Finance Minister conveying messages to the public regarding fiscal transparency;
  • Define and get approval of the MOF on the type of the content to be prepared for each specified social segment;
  • Prepare posters (using Guerilla marketing), pamphlets, or video/audio content according to the approved plan;
  • Develop videos on the interactive web-based Citizen’s Budget introduction and navigation.
  • Develop short videos on promoting amendments to the GAL and the associated regulation. 

-Extensively promote and socialize the Live Citizen Budget and the ongoing improvements to the GAP, GAL and the regulation through the social media as well as traditional channels including dissemination of the contents and communication materials developed. This can include regular uploading of communication materials developed for the campaign, curation of public and private chat rooms, links to social media sites, and other approaches such as conducting peer education webinars (with subcontracted economists, public figures etc.) for selected adolescent leaders, influencers, and young celebrities to sustain the audience’s interest. 

-In case of a prolonged COVID-19 quarantine and restrictions, propose digital and technology-based outreach solutions during the budget data usage and promotional activities including digital platforms for a dataquest, webinars for the public, etc.

-Monitor the public outreach and use of contents through the different media and provide regular reporting. 

Content to be developed shall include several different formats including, but not limited to, the following:

  • infographics;
  • pamphlets and booklets;
  • short feature articles;
  • formatted advertisements in video and audio formats; 
  • display advertisements and posters, etc. 

The Client expects to use multiple delivery channels (e.g. radio, television, newspapers, websites, etc.) with an emphasis on social media (Facebook, YouTube or similar video sharing sites, blogs, Twitter and other forms of micro-blogging).

These products are expected to deliver the following key messages:

  • Understanding about the budget process, cycle, and its role in citizens’ lives;
  • Understanding on how public can participate in the budget cycle;
  • Understanding on the rights of the public as stakeholder monitoring the public funds and services;
  • Attract users to the Live Citizen Budget website, promote ways and approaches of using the website;
  • Disseminate information on the government’s fiscal response measures toward the COVID-19 pandemic;
  • Inform the public about the ongoing development of the GAP and current issues and improvements that are contemplated in the concept of draft GA laws and the associated regulations.

Task 2. Support the MOF in organizing a Better Budget Dataquest (Dataquest) to promote usage of information and open data provided through the fiscal transparency digital platforms and empower individuals to ask for and make use of information from the government. The MOF will play a leading role in the Dataquest organization by defining the relevant parameters (concept, content type, length, formats; selection criteria and evaluation process).

In order to reach the widest possible audience, the Dataquest will take a multi-pronged approach. Target segments will include: school children; young adults (individuals in their teens and early twenties); and prospective and existing researchers.

The Dataquest will consists of the following activities:

1. Organize an essay competition for high school students in collaboration with the MOF under topics such as definition of the budget, fiscal process, general knowledge on tax and benefits of other payments to the government, such as social security and health insurance payments.

  • Cover costs for awards for three winners (estimated at $600). 

2. Organize a Dataquest in collaboration with the MOF to identify innovative digital and technology solutions related to the budget data usage for the young adults (individuals in their teens and early twenties) as well as prospective/current researchers.

  • Define Dataquest parameters based on the guidance and support provided by the MoF in consultation with the WB and the GIFT teams (length, formats, selection criteria and evaluation process, contest mechanics) and advertise the event publicly for interested competitors; 
  • Develop materials for the Dataquest and conduct a virtual information session for participating teams; and 
  • Organize the Dataquest and cover costs for awards for three winners and special award to a team (awards cost estimated at $3,000). 

3. Organize a research conference among students and researchers 

  • Cover costs for awards for three winners (estimated at $2,600). 

4. Implement an Internship/Mentorship program for young adults or university students. 

  • Define objectives of the mentorship program, selection criteria and activities in collaboration with the MOF (mentor incentives estimated at $2,850)

D. GENERAL REQUIREMENTS FOR THE DELIVERABLES

The deliverables under the assignment shall meet at the minimum the following technical requirements:

  • All print and broadcasting materials should follow the Branding and Visual Identity Guidelines of the WB and Communication and Visibility Guidelines of EU and clearly state that the project is funded by the World Bank and EU. 

Media content preparation

  • All contents shall be created/developed specifically for the assignment with the following components: program intro, transitions, outro, logos, music, title template, interpretation to deaf audience, subtitles, etc. 
  • Video contents shall be compliant with Full HD1080p format in accordance with television and radio broadcasting requirements (e.g. PAL and 25 frames per second recording. ProRes 4444 24bit .MOV is preferable. 25 FPS at all times including drone footage of 4K at all times, if possible. Directional microphones into camera at all times with Audio 48k Hz stereo).

Publication material content and design

  • Publication material contents shall be easy to understand by the general public and be interesting to follow and be in accordance with the latest publication standards and quality. 

Property rights and copyright

The contractor shall keep all the original footage, recordings and other relevant files during the contract period. For each of the contents, make use of audio, video and any other visual materials created only for this assignment and avoid any intellectual property violations. The deliverables under this assignment shall become intellectual property of the project and shall not be used without written approval of the Client.

E. DELIVERABLES

The Consulting firm shall present the progress and results of the work performed to the Budget Consolidation Division of Fiscal Policy and Planning Department (FPPD) and the Treasury Department of the MOF for guidance and recommendations. The Consulting firm will prepare the following deliverables at the minimum, and other relevant information, research, reports, and drafts may be added during the course of the assignment, as deemed appropriate and reasonable:

  1. Detailed action plan on the multi-media communication campaign on fiscal transparency proposed and discussed/approved by the MOF.
  2. Monthly report on implementation of the multi-media communication campaign on fiscal transparency.
  3. Detailed action plan on the budget data usage promotion events proposed and discussed/approved by the MOF.
  4. Report on organization of the budget data usage promotional events along with the materials used and submitted from participants during the various events. 
  5. Final report upon conclusion of the assignment addressing the key results, major conclusions, and recommendations.

F. REQUIREMENTS FOR THE CONSULTING FIRM

The firm must have proven experience in providing consulting services in similar projects related to development of multi-media communication materials, design of similar products as well as practical expertise in public communications including campaigning, public awareness raising activities and organization of events comparable to the Dataquest. The firm must meet the following minimum qualification requirements:  

  • The firm shall have experience in development of multi-media communication materials, including videos, infographics, pamphlets etc., designs of similar products and organization of an event comparable to the Dataquest;  
  • During the last 2 years, must have completed at least 2 successful contracts related to the development of multi-media communication materials, designs of media products and organization of an event comparable to the Dataquest (sample products or contracts to be submitted as evidence); and  
  • The firm shall have been operating as a legally and financially autonomous firm for at least 2 years.   

The firm will provide a project team consisting of at least three key experts: (i) Team Leader, (ii) Public outreach and media specialist, (iii) Graphic designer and video developer as well as (iv) other staff as deemed necessary. Proposed members of the team shall meet the following requirements with the total expected inputs of a maximum of 5 months from each.  

Team leader shall have:   

  • A master’s degree in business administration, finance, communications, journalism, or digital arts;  
  • At least 5 years of relevant professional experience in public communications, awareness raising, and development of multi-media communication materials, designs of similar products and organization of an event comparable to data hackathon; and  
  • Fluency in English;
  • Excellent interpersonal skills with the ability to function effectively and collaboratively in a team environment. Have the ability to perform and manage high-quality work in a relatively short period.

Public Outreach and Media Specialist shall have broad media and public outreach experience with the following minimum qualifications:

  • A bachelor’s degree in journalism, communications, or a related field; 
  • Minimum of 5 years professional experience in public communications, outreach and awareness raising, and content development. 
  • Ability to work with multiple stakeholders, including civil society, the government, media, the private sector, local communities, international organizations and WB; 
  • Excellent writing skills for drafting news releases and articles for the local media and sound design and production skills for content development on social marketing; and 
  • Good English language skills and ability to produce high quality multi-media products and written reports. 

Graphic designer and video developer shall have:   

  • A bachelor’s degree in information technology, digital arts, communications, graphic design and publication designer;  
  • At least 3 years of relevant professional experience in designing infographics and developing video content; and   
  • Excellent interpersonal skills with the ability to function effectively and collaboratively in a team environment. Have the ability to perform and manage high-quality work in a relatively short period.

G. SUPERVISION AND REPORTING

  • The consulting firm will report directly to the Head of the Budget Consolidation Division of Fiscal Policy and Planning Department (FPPD) and the Director-General of the Treasury Department of the MOF and will work closely with the officials of the relevant departments. The Head of the Budget Consolidation Division will communicate regularly with the consulting firm to review progress of the relevant tasks to resolve any outstanding issues.  
  • The consulting firm will also work closely with the national consultants, the coordinating consultant covering the budget transparency agenda under the project, and through the MoF will coordinate and engage with the WB  and the  GIFT teams supporting the implementation of the project. 
  • The consulting firm will be required to carry out its tasks in line with the approved WP which will serve as a basis for measuring progress on desired outcomes and goals for the entire consultancy service. 
  • All information provided to the consulting firm will be regarded as confidential and information will not be shared with any outside individuals or organizations without prior agreement by the Client. 
  • All reports shall be prepared in both English and Mongolian, in electronic and hard format, which shall be submitted to the BCD of FPPD, TD and the PIU (SGM).

H. INSTITUTIONAL ARRANGEMENTS 

If required, the client will provide an office space, assign the officials to accept deliverables stated in the contract and provide all necessary materials required for undertaking the assignment. 

I. CONTRACT DURATION

The assignment is expected to commence in August 2021. The total duration of the consultancy service to be rendered is estimated to be five (5) months.

Based on the evolving needs of the Client and performance of the consulting firm, the contract may be extended, if needed and appropriate. If any task is not finished and approved by the Client within the agreed-upon timeline, the consulting firm should complete the task/s without any additional cost.

Please submit the following documents in a sealed envelope or via email no later than 15:00, September 03, 2021. Please submit the documents in English:

- Letter of Expressions of Interest;

- Company introduction along with a copy of state registration certificate;

- Audited financial statements for 2020;

- Evidence of specific experience and qualification information of the firm relevant to the assignment. (Annex 1)

Expressions of Interest should be clearly marked “National consulting firm to support promotion and public awareness of the Interactive Citizen Budget, the Glass Account Portal, and public use of budget data, Reference number: 23/CS/016”.

Any clarification regarding the REOI shall be in a written form and to be sent to the below address or email to procurement_sgm@sffs.mn no later than 7 calendar days prior to the submission deadline. 

The submitted documents will not be returned to the applicants. Please be noted that incomplete applications would not be considered for evaluation. Only the selected candidate will be contacted. 

Address for submission of Expression of Interest: Attention to Ms.Oyunyam.M, Procurement Specialist, Strengthening Governance in Mongolia Project, Address: Room #204, Negdsen undestnii 8/2, 4th khoroo, Chingeltei District, Ulaanbaatar, Mongolia. Tel: 70120582.

Contact Info

70120582

Attachments

1. Annex 1
2. Campaign plan

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