Development and Implementation of a Secure Communication Strategy for Organized Crime Cases At Pan American Development Foundation

TERMS OF REFERENCE FOR THE DEVELOPMENT AND IMPLEMENTATION OF A SECURE COMMUNICATION STRATEGY FOR CASES OF ORGANIZED CRIME

1. BACKGROUND

The Pan American Development Foundation (PADF) is a non-profit organization created in 1962 through a unique agreement between the Organization of American States (OAS) and the private sector. Its mission is to work in partnership with government, non-government and private sector for the benefit of the most disadvantaged populations, creating a hemisphere of opportunities for all. We work throughout Latin America and the Caribbean to make our region stronger – healthier, more peaceful, fair, inclusive, resilient and sustainable for current and future generations.

PADF, within the framework of the Crime-Lab project (Organized Crime-Lab Analytica: Laboratory for the Analysis and Combatting of Transnational Organized Crime), is seeking to hire a consultancy for the development and implementation of a communication strategy.

2. PURPOSE OF THE CONTRACT

Hire the services of a communications agency or a consultant specializing in communications strategies to design, implement and advise on a comprehensive strategy aimed at publicizing relevant information related to organized crime and notable cases in this area, from the State Attorney General’s Office (FGE). This strategy must promote effective, responsible communication aligned with the applicable legal framework, contributing to institutional transparency and strengthening public trust.

3. PRODUCTS TO BE EXECUTED

All products developed by the contractor must be agreed upon and approved by the person delegated by the Attorney General’s Office. The products will be:

a. Design of a comprehensive communication strategy:

• Design a communication strategy that generates interest and understanding in society regarding the legal framework applicable to cases of organized crime, as well as the progress and results of these cases.
• The focus of the strategy will be dual:

– Generate a context of trust in the State Attorney General’s Office as the entity that prosecutes crimes.

– Protect public servants and other participants in criminal proceedings related to organized crime.

• The strategy will include a proposal for the design of visual and graphic tools and guides for the creation of clear and understandable messages on criminal cases and policy changes, which can be used on social media as the main means of dissemination, ensuring a balance between technical rigor and accessibility for citizens.

b. Creation of visual products and graphic lines:

• Design a graphic line for the campaign on organized crime.
• The proposal must include at least 8 graphic pieces for each channel maintained by the Prosecutor’s Office and must be in line with the graphic line to be implemented: website, X, Facebook, Instagram (different formats) and YouTube.
• Ensure that these materials present key information in a clear and engaging manner for citizens.

c. Development of a communication manual:

• Create a manual that serves as a practical guide for effective communication of the FGE.
• Include clear guidelines for the responsible and safe publication of information on organized crime, in compliance with the applicable legal framework.
• Establish the criteria and qualifications required for institutional spokespersons.
• Define protocols for the management of public requests for information related to criminal organizations, investigations and ongoing processes.
• Deliver the communication manual agreed upon with the FGE, in digital format designed and laid out for printing.

d. Implementation of the communication strategy and manual:

• Execute the actions established in the strategy and communication manual agreed with the FGE, during the term of validity of this contract.
• Train the FGE communications team to effectively use the manual and manage key messages. To this end, face-to-face workshops will be held with the employees assigned by the institution.
• Provide specific training for the spokesperson(s) designated by the Prosecutor’s Office and agreed upon with the provider, in order to strengthen their skills to interact with the media and respond to their requirements in a professional and effective manner.

4. CONTRACTOR PROFILE

The consultant or the communications agency team must meet the following profile:

Academic background:

• University degree in communications, public relations, journalism, marketing or related disciplines.
• Desirable: postgraduate degree or specialization in strategic communication, image or related topics.

Professional experience:

• Minimum of 5 years of experience in the design and implementation of communication strategies.
• Proven experience in managing communication projects related to public institutions or issues of social interest.
• Mastery of digital communication tools, social networks and content design.
• Ability to develop clear and effective messages for both technical audiences and the general public.
• Knowledge and experience in communication on sensitive topics, such as organized crime or criminal justice, is desirable.

Other requirements:

• Availability to work at FGE facilities.
• Previous experience in training and education in communication topics.
• Excellent written and oral communication skills.
• Ability to work in a team.
• High level of confidentiality and professionalism.
• Desirable: familiarity with the legal framework applicable to the publication of information on organized crime issues.

5. CONTRACT PERIOD

The contract will be valid from February 5, 2025 to April 30, 2025.

6. BUDGET AND PAYMENT METHOD

The total amount of the contract is $35,000.00 (including taxes), which will be paid as follows:

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Detail of the deliverable: Proposed work plan that includes methodology, schedule and proposal for the development of activities, approved by the STATE ATTORNEY GENERAL’S OFFICE .

Delivery date: February 17, 2025

Value: 10,000 (including taxes)

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Detail of the deliverable: Communication strategy document, approved by the STATE ATTORNEY GENERAL’S OFFICE

Delivery date: March 10, 2025

Value: 5,000 (including taxes)

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Detail of the deliverable: Visual products and graphic lines, including the 40 graphic pieces, approved by the STATE ATTORNEY GENERAL’S OFFICE

Delivery date: March 24, 2025

Value: 5,000 (including taxes)

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Detail of the deliverable: Communication manual, approved by the STATE ATTORNEY GENERAL’S OFFICE

Delivery date: March 31, 2025

Value: 5,000 (including taxes)

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Deliverable details: Report on the implementation of the strategy and the communication manual.

Delivery date: April 30, 2025

Value: 10,000 (including taxes)

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Payments will be made once the Attorney General’s Office has issued to PADF Ecuador the approval document for the products delivered.

7. RECEPTION OF PROPOSALS

a.) Applicants must submit: a) a cover letter, b) documents proving the applicant’s academic training and professional experience if they are a natural person, or the work team if they are a legal person, c) an updated RUC certificate. This documentation will be sent to the following email addresses: iserrano@padf.org and jtrujillo@padf.org, until January 29, 2025. Proposals submitted after the established deadline will not be accepted.

b.) Clarifications: Questions can be sent to iserrano@padf.org before 23 January 2025. Answers to questions that may be of common interest to all applicants will be communicated by email.

8. INTELLECTUAL PROPERTY

The professional or agency is prohibited from any type of publication, disclosure or commercialization of the products subject to this contract, as it will be understood that they will become the property of PADF. Likewise, they are prohibited from disclosing confidential information that comes to their knowledge as part of the execution of their activities.

9. ABOUT PADF

Founded as a subsidiary and private sector arm of the Organization of American States (OAS), PADF carries out high-impact projects to benefit the most vulnerable populations in Latin America. The Foundation’s activities range from partnering with national and local governments to implement socioeconomic development programs to advancing criminal justice sector reforms. Throughout its more than 50 years of existence, PADF has effectively implemented U.S. Government and other donor programs in countries undergoing major social transitions; many of these programs have supported the building or rebuilding of social ties and democratic institutions, building capacity for advocacy, programming, and policy reform, all of which enhance democratic governance and foster peace and security.

10. TERMS AND CONDITIONS

Result of Agreement

These ToR do not obligate PADF to execute a contract, nor do they obligate PADF to pay any costs incurred in preparing or submitting proposals. In addition, PADF reserves the right to reject any and all offers, if such action is deemed to be in the best interest of PADF. PADF, in its sole discretion, will select the winning proposal and is not obligated to share the results of the individual evaluation.

Confidentiality

All proprietary information provided by the applicant will be treated as confidential and will not be shared with potential or actual applicants during the bidding process. This includes, but is not limited to, price quotes, cost proposals, and technical proposals. PADF may, but is not obligated to, post agreements on its public website after the bidding process has concluded, and the contract has been agreed upon. PADF’s evaluation results are confidential and applicants’ scores will not be shared with each other.

Protection of personal data

The data arising from the execution of the contract subject to this term of reference will be used exclusively for the execution of this contract and taking into consideration the provisions of the regulations of the “ORGANIC LAW ON THE PROTECTION OF PERSONAL DATA”, ratified on May 21, 2021.