Visual Media for Communication Purposes: Videography and Photography

Reference Number: 83468095

Date of Publication: 25.06.2024

1. Context

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digitalization and Digital Economy, Mineral Governance, Peace and Security in the Great Lakes Region.

The various projects within the Sustainable Economic Development Cluster need to prepare communication materials, which include visual media (videos + pictures) to successfully display the work undertaken on behalf of their commissioning parties. The objective of this assignment is the delivery of photography and videography services.

2. Tasks to be performed by the contractor

In the following, all deliverables to be provided by the contractor are listed. These deliverables are foreseen to be completed over the course of the contract term from 1 August 2024 to 31 July 2025 as stated below.

It is not guaranteed that all deliverables will ultimately be requested, therefore all numbers are up to numbers based on the estimated needs of the projects within the SED portfolio of GIZ Rwanda.

Any project within the SED Cluster in Rwanda may request the completion of a deliverable specified below. For this, the respective projects will share with the contractor a short briefing further specifying the tasks at hand, the specific timeline, and particular requirements to the deliverables.

2.1. Videography

The contractor is responsible for providing the following services:

• The contractor shall undertake all steps necessary to provide up to 19 videos at up to 4 minutes.
• Prepare an additional abbreviated version of each of these 19 videos at ca. 90 seconds (for social media purposes).

The contractor must note/take care of the following with regards to the delivery of these services:

• Adhere to the concrete specifications provided by GIZ projects as part of each deliverable’s brief ( timeline, specification of the project, GIZ or project specific communication and visibility guidelines, and visual language, interviewees etc.).
• Prepare a storyboard and script for approval by respective project, including interview questions for featured individuals, after familiarizing themselves with the topic of the respective video.
• Interview and film the protagonists on location as specified in the brief (estimated 75 % outside Kigali, across Rwanda).
• Film additional atmospheric shots or b-roll footage as specified in the brief and agreed upon as part of the script/storyboards.
• The language of the videos is usually Kinyarwanda and/or English, as required and unless specified differently in the brief. The contractor must transcribe and subtitle in English. The contractor is responsible for quality assurance of the English translations/subtitles.
• Production/post-production of each video: Edit, tune, subtitle; add voice overs/off-speakers according to the specific design guidelines provided by the projects.
• Produce signed consent forms from all subjects visible in the videos. A template will be provided by GIZ. The contractor must ensure that all forms are accurately completed and signed. They must also clearly allocate the forms to the persons in the videos. All forms are gathered and handed to the respective project after video footage is produced.
• Obtain the necessary permits to film at the respective locations including for b-roll footage, which may include drone footage.
• Ensure that all products are compliant to GIZ’s/ project’s communication and visibility guidelines and manuals (incl. copyright, disseminating/publication rights etc.)
• Provide all the necessary technical equipment for video, audio and post-production processes.
• The video format should be in line with up to date standards (e.g. mp4) and videos are to be delivered in high quality, via file transfer and/or USB stick (as agreed with the respective project).

Additional notes:

GIZ has all rights to all audio-visual products (incl. raw footage etc.) produced as part of this assignment and they shall not be used in whatever form, without written permission by the requesting project.

2.2. Photography

The contractor is responsible for providing the following services:

• The contractor shall undertake all steps necessary to provide up to 1,300 high resolution photographs at up to 130 different events/occasions.

The contractor must note/take care of the following with regards to the delivery of these services:

• Adhere to the concrete specifications provided by GIZ as part of each deliverable’s brief (incl. timeline, specification of the project, GIZ or project specific communication and visibility guidelines, and visual language).
• Capture various motives in line with the brief and post-produce the captured photos. Photos must be of high resolution (at least 300 pixels per inch).
• Travel to the required location defined in the brief (estimated 75 % outside Kigali, across Rwanda across Rwanda).
• Produce signed consent forms from all subjects visible in the photographs. A template will be provided by GIZ. The contractor must ensure that all forms are accurately completed and signed. They must also clearly allocate the forms to the persons in the photographs. All forms are gathered and handed to the respective project after each event or occasion where photos are taken.
• The file names of all photographs must include the date of the shoot, the event/occasion and the name of the photographer. Further requirements on the naming may be laid out in the brief of each deliverable.
• Post production of final selection of images produced as part of the above tasks (incl. colour correction and cleaning)
• The file format should be in line with up to date standards and photos are to be delivered in high quality, via file transfer and/or USB stick (as agreed with the respective project).
• Provide all the necessary technical equipment for photography and post production.

Additional notes:

GIZ has all rights to all visual products (incl. raw data etc.) produced as part of this assignment and they shall not be used in whatever form, without written permission by the requesting project. They copyright of the final selection of pictures will remain with GIZ, however, credits will be mentioned to the photographer.

Period of assignment: from 1 August 2024 to 31 July 2025.

3. Invoicing

The tenderer is permitted to submit invoices on a quarterly basis listing each completed deliverable. In addition to an EBM invoice, the tenderer is required to submit a commercial invoice that lists the performed works per project number (12-digits) and the point of contact in the respective GIZ project.

4. Technical-methodological concept

In the tender, the tenderer is required to show how the objectives defined in chapter 2 are to be achieved.

Note: The numbers in parentheses correspond to the lines of the technical assessment grid (see below chapter 8 for requirements on the format of the bid).

Strategy (1.1): The tenderer is required to consider the tasks to be performed, with reference to the objectives of the services, and to critically examine the tasks (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible, including reference to the tenderer’s existing experiences, to technical equipment and technical standards (see chapter 2) (1.1.2).

Steering structure (1.3): The tenderer is required to present and explain its approach to steering the measures with the project partners. The tenderer should outline how to ensure a permanent focal point for communication with the contracting party and outline how the tenderer ensures availability of staff for requests on short notice and parallel requests by different projects (1.3.1). The tenderer should describe the approach for coordinating with the requesting project, especially focusing on quality assurance and requests for changes (1.3.2).

Processes (1.4): The tenderer is required to describe the key processes for the services for which it is responsible, with a special focus on the requested videography work outlined in chapter 2, including a standard implementation plan (work steps, schedule) (1.4.1.).

5. Personnel concept

The tenderer is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see chapter 8), the range of tasks involved and the required qualifications.

Note: The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Key expert 1: Videographer

Tasks of key expert 1

• Videography in line with the specification outlined in chapter 2.1.

Qualifications of key expert 1

• Education/training (2.2.1): Tertiary education (TVET or university level) in film and photography
• Language (2.2.2): C1 Fluent in English
• General professional experience (2.2.3): 6 years of working experience in the conceptualisation, shooting and post-production of video clips (including subtitling and use of off-speakers)
• Specific professional experience (2.2.4): 1 year of videography working experience in cooperation with organisation/institutions in the field of development cooperation/international cooperation
• Leadership/management experience (2.2.5): none
• Regional experience (2.2.6): none
• Development Cooperation (DC) experience (2.2.7): none
• Other (2.2.8): Professional portfolio of two videos, illustrating the expert’s proficiency in filming and (post-)production

Key expert 2: Copywriter

Tasks of key expert 2

• Preparation of storyboard and script, including interview questions for featured individuals in line with the specification outlined in chapter 2.1.

Qualifications of key expert 2

• Education/training (2.3.1): University degree in journalism or formalised practical training in creative writing
• Language (2.3.2): Fluent in English
• General professional experience (2.3.3): 5 years experience in an agency or online/print publishing house as a copywriter/editor
• Specific professional experience (2.3.4): 3 years experience in conducting interviews, creation of scripts or interview texts for various clients in the past 2 years
• Leadership/management experience (2.3.5): none
• Regional experience (2.3.6): none
• Development Cooperation (DC) experience (2.3.7): none
• Other (2.3.8): Professional portfolio of three scripts or interview texts (transcription) of approx. 1 to 2 pages each, evidencing the expert’s proficiency in copywriting for film

Short-term expert pool with minimum 2, maximum 3 photographers

For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see below chapter 8 for requirements on the format of the bid) for the assessment.

Tasks of the short-term expert pool

• Photography in line with the specification outlined in chapter 2.2.

Qualifications of the short-term expert pool

• Education/training (2.6.1): All experts with university degree or formalised practical training in photography
• Language (2.6.2): fluent in English
• General professional experience (2.6.3): All experts with 5 years of working experience in photography
• Specific professional experience (2.6.4): none
• Regional experience (2.6.5): none
• Development cooperation (DC) experience (2.6.6): none
• Other (2.6.7): Professional portfolio for each proposed expert, including 20 photos evidencing each expert’s proficiency with a focus on action portraiture, and including reference to published photography and imagery (e.g. in newspapers or organisations’ publications)

The tenderer must provide a clear overview of all proposed short-term experts and their individual qualifications.

6. Costing requirements

Since the contract to be concluded is a contract for works, we would ask you to offer your services at a lump sum price, which covers all relevant costs (fees, costs etc.). The assessment of the financial bid is based on the lump sum price tendered.

Locations – both for photography and videography – are spread across Rwanda. An estimated 75 % of filming and photography are foreseen to be outside of Kigali.

Photography: Any cost for transport, which is to be organised by the contractor, needs to be budgeted into the cost estimate per photo provided by the contractor.

Videography: For calculation purposes, one filming day at a distinct location can be budgeted per minute of final video. Any cost for transport, which is to be organised by the contractor, needs to be budgeted as an average into the cost estimate per video provided by the contractor.

In addition, any cost related to the technical equipment must be included in the cost estimate per video and per photo provided by the contractor.

Therefore, please state the lump sum 1) per finished minute of video per video as well as 2) per picture at a single event.

7. Inputs of GIZ

GIZ is expected to make the following available:

• Deliverable’s brief provided by each requesting project for each video as well as pictures at one location/occasion, covering concrete specifications.
• Template for consent form to be signed by each subject to be visible in the videos/ photos for the contractor to use.

8. Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToRs. The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English.

The complete tender must not exceed 10 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

In addition, please submit the following references as external content (links):

• For the evaluation of the previous professional experience in filming and (post-) production, the expert must provide access to two videos that adhere to similar criteria as the one outlined in section 2.1. Files can be provided via a web link as part of the technical proposal.
• For the evaluation of the previous professional experience in copywriting, the expert must provide a work sample of a written interview or film script (1,000-2,000 words) as part of the technical proposal via a web link as part of the technical proposal. The topic can be chosen freely.
• For the evaluation of the previous professional experience in photography, the expert must provide access to 20 photos for each proposed expert, that evidence their proficiency in photography with a focus on action portraiture. Files can be via a web link as part of the technical proposal. 

Please identify the external content with its date of creation. This date may not lie outside the tender deadline.

The CVs of the personnel proposed in accordance with chapter 5 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long.

Please calculate your financial tender based exactly on the parameters specified in chapter 6. As the contract to be concluded is a contract for works, please offer a fixed lump sum price that covers all relevant costs (fees, travel expenses etc.). The price bid will be evaluated on the basis of the specified lump sum price. In addition, please also provide the underlying daily rate and the price per minute of video and per picture. A breakdown of days is not required.

9. Outsourced processing of personal data

The execution of the contract may be associated with processing of personal data by the contractor for the client. Such data processing shall always be carried out only on behalf of and in accordance with the instructions of the client.

Therefore, the client and the contractor shall conclude a contract for order processing (AuV) in accordance with Article 28 General Data Protection Regulation (GDPR). It shall be annexed to these tender documents.

The bidder must set out the technical and organizational measures (TOM) it takes to ensure a high level of data protection and data security in an annex to its bid. This also applies if the bidder has already been audited by the contractor in the past. Details on the relevant TOM can be found at the end of the AuV (see section "Note on technical organizational measures (TOM)"). The TOM of the bidder/contractor must reflect the state of the art, the nature, scope, context, and purposes of the processing of personal data, as well as the risk to the rights and freedoms of the data subjects. After a positive review, the contract is concluded with Annex AuV.

The contractor should also indicate in its bid all relevant certifications it has (e.g., according to ISO 27001).

In addition, the contractor must advise the client on compliance with data protection formalities. This includes to the contractor's obligations as a processor, to record the processing of personal data carried out for the client in a list of processing activities accordance with Article 30 (2) of the GDPR; if the contractor lacks the information required for this, it shall request this from the contracting authority.

10. Submission of the offer

Technical Proposal

Participating companies must submit the following documents:

• A completed “Self-declaration of eligibility for the award form” (attached) together with the required documents. Non-submission if the completed form and required documents by any bidder will lead to a rejection of the entire bid.
• Technical Proposal (attached template for technical proposal MUST be used)
• Up to date CVs of proposed experts

Financial offer

Financial offer indicates the all-inclusive total contract price.  The costs must be in RWF and VAT excluded (Price sheet attached MUST be used).

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 9^th July 2024. Eligibility documents are submitted together with Technical proposal in 1 email.

Please you must write on each email subject this sentence: 83468095-Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time

GIZ reserves all rights

Annexes

1. Eligibility assessment grid
2. Technical assessment grid
3. Price sheet
4. Technical proposal template
5. Self-declaration of eligibility for the award
6. Outsourced processing of personal data (AuV)