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SECTION - I Engagement of a Public Relations (PR) Agency to Operate a Broad Communications Interface for the Sustainable Energy Sector of Sri Lanka Procurement Number: SEA/PD/OP/02-2021 REQUESTFOR PROPOSAL (TECHNICAL & FINANCIAL PROPOSALS) 1.1 Invitation Sri Lanka Sustainable Energy Authority (SLSEA) invites Proposals (the “Proposals”) to engage a Public Relations (PR) Agency to operate a broad communications interface for Sri Lanka’s vibrant sustainable energy sector. The PR Agency would engage the stakeholders and general public, improving visibility of the sustainable energy programmes undertaken in the country and changing the public perception of sustainable energy through traditional as well as digital media. Reputed public relations agencies (referred hereafter as bidders) with proven track record in public relations are invited to submit their proposals in response to the Terms of Reference (ToR) given. The eligibility criteria and process of evaluation of the proposals in response to the Request for Proposal (RfP) and subsequent selection will be done on the quality and cost based selection (QCBS) method. The Agencies should have necessary creative prowess, experience and capability to perform, as per the scope of work given in the ToR and to adhere to the SLSEA’s requirements/ terms and conditions outlined in the RfP. No contractual obligation whatsoever shall arise from the RfP process unless and until a formal contract agreement is signed and executed by duly authorized officials of the SLSEA with the selected bidder (referred hereafter as the Agency). 1.2 The Request for Proposal (RfP) includes the following documents: ▪ Statement of key deliverables of the RfP ▪ Terms of Reference ▪ Bidding and evaluation procedure ▪ General Conditions of Contract ▪ Bid Submission Forms 1.3 Bid Submission: Proposals will have to be submitted by interested Agencies in two parts; Technical Proposal and Financial Proposal as detailed in Section iii. 1.4 Presentation: Shortlisted Agencies will be invited to make a detailed presentation (pitch) to the SLSEA on the thematic approach, branding strategies and overall service delivery arrangements including an action plan of the proposed activities. Further clarifications will have to be provided as required at a scheduled date and time to be informed separately. 1.5The bidders are requested to submit the proposals at the following address on Chairman, Department Procurement Committee, Sri Lanka Sustainable Energy Authority, First Floor, Block 05, BMICH, Colombo 07 before 1030hrs. on 01st of April 2021 and bids should be marked as ‘’SEA/PD/OP/02-2021 Public Relations (PR) Agency to Operate a Broad Communications Interface for the Sustainable Energy Sector of Sri Lanka’’ on the top left hand corner of the envelope. SECTION - II TERMS OF REFERENCE 2.1 OBJECTIVE The objective of this task is to launch a subtle public relations (PR) campaign through traditional as well as digital media, preparing the country for the major global trend identified as the ‘energy transition’ by engaging the stakeholders and general public to support key sustainable energy initiatives made by Sri Lanka Sustainable Energy Authority (SLSEA) as the driver of such programmes. As the key entity in policy formulation in the sustainable energy sector in Sri Lanka and a fast-growing organisation providing a wide range of services, SLSEA also expects the campaign to bolster its public image as a change agent. Specific objectives of the campaign are to: (a) Increase visibility and enhance top-of-mind recall of SLSEA amongst its target audience. (b) Change stakeholder/public perceptions on SLSEA as a driver of positive change. (c) Portray SLSEA as a futuristic organisation committed to continuous improvement of value creation process and service delivery through ‘digital transformation’. (d) Prepare Sri Lanka for a carbon neutral 2050 in alignment with the global trend ‘energy transition’. 2.2 OVERVIEW OF SLSEA SLSEA was established under the Act No.35 of 2007 of Democratic Socialist Republic of Sri Lanka to fulfil renewable energy development, energy efficiency improvement & conservation, policy formulation, knowledge management and ensuring financing in the journey towards an energy secure Sri Lanka’. The Government has given high priority for sustainable energy development through the development agenda envisioned in the Saubhagye Dekma. Sri Lanka has declared its commitments towards global Green House Gas (GHG) emission reduction targets by way of ratifying the Nationally Determined Contributions (NDCs) under the United Nations Framework Convention on Climate Change (UNFCCC). Further, the development of the country has been planned in compatibility with the Goal 7 of the Sustainable Development Goals (SDGs) published by the United Nations. These backgrounds create a dire need in promoting environmental benign sources and technologies. In this context, the period from 2020 to 2030 will be a time for the country where a paradigm shift is expected to happen in the area of sustainable energy development. SLSEA is moving forward in this direction through the two axes referred to as the ‘first and the last’ which means the alignment of the country toward the visions of ‘’energy efficiency is the first fuel’’ and ‘’renewable energy is the last resort’’ . Moving ahead in this direction is expected to take Sri Lanka to a carbon neutral state by the distant year 2050. 2.3 NEED/AIM Sri Lanka has a long history of rational use of resources and sustainable use of alternative energy resources. Renowned for frugal lifestyles resulting from millennia of interactions with Buddhist philosophies, conservation and reuse of resources are engrained in people’s lives. Over the years, we have taken several key initiatives to promote sustainable energy, which also fulfil the objectives of rational use of energy and to promote day to day use of renewable energy in national level. Compared to other counties of the region, Sri Lanka has a huge potential to develop renewable energy and improvement of energy efficiency in the coming years and also world is working for energy transition from traditional to new ways of energy generation and energy management. Therefore, this is the right time to create ’positive engagement of general public’ on sustainable energy by touching all strata of the society showcasing the country’s initiatives and the global trend in the field of sustainable energy. The efforts of SLSEA need to be articulated to various stakeholders like media, business and civil society, effectively and efficiently. Therefore, there is a need to operate a broad communication interface to gain public support for the implementation activities to promote sustainable energy. 2.4 SCOPE OF WORK Scope of work includes Branding and Communication/Media strategy to regularly convey information to stakeholders and create awareness, through direct and indirect engagement. Mass media, such as newspapers, magazines, radio or television and social media are to be used to communicate information to public/ stakeholders. In order to facilitate the implementation of the Communication/ Media Strategy and activities, an Agency is to be appointed for one year, to operate all aspects of public relations, ranging from simple press coverage to event management tasks based on an ‘’on demand’’ service delivery scheme. 2.4.1 Branding of The SLSEA (Element A) SLSEA is the key entity in policy formulation and implementation in the sustainable energy sector in Sri Lanka. Production of brand content, whether utilised or not, will be on a payment, which should be understood as a retainer for the period of engagement (one year). The agency must outline strategies and activities to: ▪ Develop corporate communication material up to digital pre-production state to build a strong image through policy and regulatory initiatives to develop renewable energy and energy efficiency in Sri Lanka. ▪ Highlight, amplify and disseminate projects conducted by SLSEA (e.g. Rooftop solar policy formulated by the SLSEA in 2015 has helped to add electricity generation capacity of 320 MW by the end of 2020 by providing a conducive business environment for medium scale local investors, Energy efficiency regulations have been introduced to CFL and Celling Fans. As a result of these activates, at least 300 MW demand savings has been achieved) ▪ Provide a top-notch digital strategy, including creative concepts, social media campaign strategies, monitoring and reporting and impact assessment ▪ The selected Agency shall produce this content in all three languages and ensure highest quality standards are adhered to, with respect to spellings, grammar, accuracy of content and authenticity. The selected Agency shall also maintain a dialogue with any receiver of the content with prompt responses, with the assistance of officials of the Authority. ▪ In terms of delivery, this part of the scope refers to all produced content in final digital pre-production state and exclude production of any sort (e.g. printing of material or erection of hoardings). Some of the elements identified as requiring brand identity are listed below. Bidders are encouraged to think beyond this list and propose additional elements (e.g. road shows, leaflet distribution campaigns etc.) as a part of their branding strategy. Prices quoted for such new elements shall also be disclosed in the financial proposal submission format, without disclosing price information in the technical proposal submission format. 1. Printed matter

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