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(EoI)-Consultancy for Photography and video production for Make-IT in Africa

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 Expression of Interest (EoI) Consultancy for Photography and video production for Make-IT in Africa

Contract identification number: 83386399

Introduction  

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology).

0.Brief information on the project

GIZ is implementing the 'Make-IT in Africa' project on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) in the pan-African region. "Make-IT in Africa" is currently in its second project phase (2020-2023).

Make-IT in Africa believes in African innovation and digital technologies for a green and sustainable development. In close collaboration with start-ups, local innovation enablers and political partners, we empower entrepreneurial and innovation ecosystems. Together we aim to strengthen an environment in which the full potential of digital innovation can unfold.

To this end, Make-IT in Africa works on three levels:

i. Micro-level – Start-upsThe start-up level is about aligning the business models of start-ups with market realities and making them fit for the future. Our approach is to strengthen the technical and market-oriented capacities and competences within the start-ups. In addition, the start-ups are empowered to strategically and tactically seek and shape partnerships with other – especially international – players.

ii. Meso level – Intermediaries: The intermediary level is about supporting intermediaries (e.g. business networks, innovation hubs) to provide a high-quality service to start-ups and other ecosystem actors that is financially sustainable and independent of donor funding. Our approach is to support the development of networks (e.g. investor networks) and connect national actors with pan-African partners. We also work closely with the African European Digital Innovation Bridge (AEDIB) - a project initiated by the European Commission, several EU member states and a network of partners to promote intercontinental innovation partnerships. AEDIB is establishing three African Digital Innovation Hubs (ADIHs) and linking them to the European Innovation Hub network.

iii.    Macro level – Policy frameworks: In terms of policy frameworks, the aim is to support the development of methodologies and tools to make national, pan-African and Africa-European approaches to digital innovation applicable across borders. At the same time, African policymakers are encouraged to create an enabling environment in their digital business and innovation ecosystem. To achieve this goal, we are developing target group-specific dialogue formats and instruments on, for example, start-up policy and funding instruments.

1.    Context

To address our different target groups on the different levels we are currently working out a new communication strategy for our second project phase. But we´ve already created relevant communication products which we can build on and communicate via several channels (LinkedIn, Twitter, Facebook, Website, see links below). For various communication purposes, high-quality, professional image material is needed again and again – for both digital and analogue communication products. This applies to both photographic and moving image material.

The links below give further information and insights in our communication channels. Our website is currently being revised and will soon (August 2021) appear in a new design and with new content.

Website: www.make-it-in-africa.org

Publications: Publications - Make-IT in Africa (make-it-initiative.org)

LinkedIn: https://www.linkedin.com/company/make-it-in-africa

Twitter: https://twitter.com/Make_IT_Africa

Facebook: https://www.facebook.com/make.it.in.africa.giz

2.Tasks to be performed by the contractor

In the long term, the contractor compiles creative image material (photo and video material) suitable for the target groups for Make-IT in Africa, so that a photo pool is created, which can be used under creative commons guidelines (according to CC0 or CC BY). For this purpose, the contractor can be booked regularly by Make-IT in Africa, for example, for events, campaigns, photo shoots and other situations and environments in which suitable footage can be captured. Furthermore, the service provider knows the visual needs of Make-IT in Africa and offers suitable image material for the transfer of rights. Furthermore, the editing of image and video material is part of the contract.

The contractor is responsible for providing the required professional equipment. The image material is made available to Make-IT in Africa in various formats (.jpg, .png, .ai, .indd, .psd, .mp4, .mov, .avi etc.), including the raw materials.

The produced material can be used under creative commons guidelines (according to CC0 or CC BY).

The contractor is responsible for providing the following services:

a.    Service package  I (Comprehensive service package, includes the other packages): Photo- and Video Pool

  • The contractor produces a long-term image pool, which can be used under creative commons guidelines. This refers to photo and video material.
  • The topics depicted relate primarily but not exclusively to the entrepreneurial and innovation ecosystem in Africa and political contexts. Topics could be i.e.: Innovation Hubs/Incubators/Innovation Spaces, Entrepreneur portraits, Digital for Agriculture (related to Climate Change), Smart cities, Female founders, COVID-19, eHealth, FinTech, Clean Tech, Open Innovation, Technologies (i.e. Artificial Intelligence, Big data, Platforms, drones/satellite imagery), Ecosystem Events (including Partner events), Political events, Tech related events, Symbolic pictures (i.e. arrangements, flags etc.).
  • The visual material captures the pan-African ecosystem approach. If specific images are required in certain countries, the service provider may also subcontract a local service provider after consultation with the client.
  • The contract also includes the recording of image and video material in cooperation and with the client's partners, e.g. in the form of a visit to an innovation hub or at partner events.

b.    Service package II: Events (25 Expert Days, of which 10 Expert Days are for the team leader)

  • The contractor can be booked regularly by Make-IT in Africa to capture footage at events in different contexts (e.g. political contexts, tech events) and several African countries. Hours are provided for this in the contract.
  • The contractor has the necessary authorisations to attend official and political events (e.g. press card).
  • The contractor shall take into account the legal framework for taking pictures according GDPR. He is responsible for obtaining the legally required declarations of consent from the persons depicted and handing them over to Make-IT in Africa (European law applies).

c.    Service package III:  Photo- and Video shootings (25 Expert Days, of which 10 Expert Days for the team leader)

  • The contractor can be booked regularly by Make-IT in Africa for Photo- and Video shootings in different contexts and as well as capture activities/moments from several African countries. Hours are provided for this in the contract.
  • The contractor shall take into account the legal framework for taking pictures according GDPR. He or she is responsible for obtaining the legally required declarations of consent from the persons depicted and handing them over to Make-IT in Africa (European law applies).

d.    Service package IV: Offer and research of suitable visual material (10 Expert Days, of which 2 Expert Days for the team leader)

  • The contractor knows the visual needs of Make-IT in Africa. Appropriately, he or she offers Make-IT in Africa suitable visual material (photo and video material) for legal adoption. A quota for this is provided for in the contract.
  • If specific pictures are needed, for example regarding to specific topics, the contractor also does a search in its own database and offers the client a selection of images to take over. This is also implemented for requests at short notice.
  • The contractor shall take into account the legal framework for taking pictures according GDPR. He or she is responsible for obtaining the legally required declarations of consent from the persons depicted and handing them over to Make-IT in Africa (European law applies).
  • The material can be used under creative commons guidelines (according to CC0 or CC BY).

e.    Service package V: Photo and Video editing (40 Expert Days, of which 10 Expert Days for the team leader)

  • If necessary, the contractor shall edit the photos taken after consultation with the client. He or she takes into account the corporate design of Make-IT in Africa, GIZ and BMZ.
  • The contractor edits video material into finished (short) videos. In consultation with the Make-IT in Africa project team, he/she creates a storyline and, if necessary, a storyboard. He/she includes subtitles into the video if necessary. Care is taken to use licence-free music and melodies. When editing the video material, he/she takes into account the corporate design of Make-IT in Africa, GIZ and BMZ. He/she includes predefined opening and closing credits.

Certain milestones, as laid out in the table below, are to be achieved by certain dates during the contract term, and at particular locations in Kigali/Rwanda:

Milestone

Deadline

Kick-Off Meeting

09.08.2021

Handover of the first image material (e.g. needed for Website relaunch)

16.08.2021

Working packages a-e

In the course of the project

Period of assignment: From 9th August 2021 until 31st July 2022.

  • Data protection

Any personal data included in this agreement shall be processed pursuant to the Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation/GDPR) to the extend this law is applicable. Such data shall be processed solely for the purposes of the performance, management and monitoring of this agreement.

§  Obligation of Data Confidentiality

In particular, the Parties acknowledge that - when establishing any joint works, personal data from the other Party might be disclosed, such as for instance address lists. In the case of any such disclosure of personal data, the Parties undertake to maintain data confidentiality according to Art. 5 General Data Protection Regulation, against everyone. The Parties will extend these obligations also to their employees to the extent dictated by law. Parties will therefore ensure that their own employees do not forward any personal data to third parties or otherwise use them for purposes which are not in accordance with this agreement. The aforementioned principles also apply in the event that a Party subcontracts third parties with their task fulfillment.

The obligations to maintain data confidentiality and data protection are essential duties of this agreement; they continue to exist indefinitely after completion of any joint work.

§  Freedom from third-party data protection rights

The contractor warrants that any data transmitted to GIZ has been processed in accordance with the applying data protection laws, in particular the General Data Protection Regulation and are free from any third-party rights that would prejudice the use of this data within the purpose of this agreement. The contractor ensures a valid legal basis for the processing of personal data transmitted to GIZ including but not limited to collecting data subjects’ consents. The contractor indemnifies GIZ against all claims arising from the violation of data protection laws or fines imposed by governmental agencies and shall reimburse GIZ for all costs incurred in connection with its corresponding legal defense.

3.Concept

In the bid, the bidder is required to show how the objectives defined in Chapter 3 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the bidder must describe the project management system for service provision.

Technical-methodological concept

Strategy: The bidder is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 3.). Following this, the bidder presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 3).

The bidder is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them.

The bidder is required to present and explain its approach to steering the measures with the project partners and its contribution to the results-based monitoring system.

The bidder is required to describe the key processes for the services for which it is responsible and create a schedule that describes how the services according to Chapter 3 are to be provided. In particular, the bidder is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Chapter 3.

The bidder is required to describe its contribution to knowledge management for the partner and GIZ and promote scaling-up effects (learning and innovation).

Other specific requirements

The bidder is requested to submit the following work samples:

  • Presentation of three results of photo shootings in the tech and/or innovation environment (with and without people depicted)
  • Presentation of two results of portrait photo shootings (preferably in the start-up scene)
  • Presentation of two results of event photography in the tech and/or innovation environment
  • Presentation of two results of event photography in the political environment
  • Presentation of up to ten further photos which fit to the requested topics and sectors (see Chapter 3.a)
  • Presentation of two videos which were captured and edited by the consultant and fit to the requested topics and sectors (see Chapter 3.a)

Project management of the contractor

The bidder is required to explain its approach for coordination with the GIZ project.

  • The contractor is responsible for selecting, preparing, training and steering the experts (international and national, short and long term) assigned to perform the advisory tasks.
  • The contractor makes available equipment and supplies (consumables) and assumes the associated operating and administrative costs.
  • The contractor manages costs and expenditures, accounting processes and invoicing in line with the requirements of GIZ.

The contractor reports regularly to GIZ in accordance with the AVB of the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH from 2018

The bidder is required to describe its backstopping concept. The following services are part of the standard backstopping package, which (like ancillary personnel costs) must be factored into the fee schedules of the staff listed in the bid in accordance with section 5.4 of the AVB:

  • Service-delivery control
  • Managing adaptations to changing conditions
  • Ensuring the flow of information between GIZ and field staff
  • Contractor’s responsibility for seconded personnel
  • Process-oriented technical-conceptual steering of the consultancy inputs
  • Securing the administrative conclusion of the project

4. Personnel concept

The bidder 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.

The below specified qualifications represent the requirements to reach the maximum number of points.

Team leader

Tasks of the team leader

  • Overall responsibility for the advisory packages of the contractor (quality and deadlines)
  • Coordinating and ensuring communication with GIZ, partners and others involved in the project
  • Personnel management, in particular identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts
  • Regular reporting in accordance with deadlines

Qualifications of the team leader

  • Education/training (2.1.1): University qualification (‘Diplom’/Master) in communication, graphic design, journalism, marketing, photography, video production, public relations, media or related fields
  • Language (2.1.2): Good business language skills in English
  • General professional experience (2.1.3): 5 years of professional experience in photography, video production and/or graphic design
  • Specific professional experience (2.1.4): 2 years in photography, video production and/or graphic design regarding tech and innovation topics
  • Leadership/management experience (2.1.5): 5 years of management/leadership experience as project team leader or manager in a company
  • Regional experience (2.1.6): 5 years of experience in projects in pan-African region, of which 2 years in projects in Rwanda (country)

Short-term expert pool with minimum 2, maximum 4 members

Tasks of the short-term expert pool

  • e. photography, creation of moving image material
  • editing of photos and moving image material
  • Editing raw material into finished videos
  • Research of own database of suitable images and offer of these images to the client

Qualifications of the short-term expert pool

  • Education/training (2.6.1): 2 experts with university qualification (‘Diplom’/Master) in communication, graphic design, journalism, marketing, photography, video production, public relations, media or related fields
  • Language (2.6.2): 2 experts with very good language skills in English
  • General professional experience (2.6.3): 2 experts with at least 4 years of experience in photography, video production and/or graphic design
  • Specific professional experience (2.6.4): 2 experts with at least 2 years in photography, video production and/or graphic design regarding tech and innovation topics
  • Regional experience (2.6.5): 2 experts with at least 4 years of experience in pan-African region

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

5.Costing requirements

Assignment of personnel

Service Package

Expert Days - up to Team leader

Expert Days –

  up to Short-term expert pool

Estimated total

expert days

up to

Service Package I

The package is an overall package. It contains the results of all other packages.

Service Package II

10

15

25

Service Package III

10

15

25

Service Package VI

2

8

10

Service Package V

10

30

40

Overall estimated expert days

Up to 100 expert days

Other costs

  • Amount of budget for the legal adoption of offered photo and video material from already existing image material

6. Submission and evaluation of your EoI

Please indicate this assignment number in your submission email: 83386399

EoI will be evaluated based on the following criteria:

  • Company or individual profile,
  • Relevant experience,
  • Company strategies to assure agility, flexibility and responsiveness,
  • Personnel and,
  • Financial offer.

The EoI should contain the following:

For Technical Proposal:

The structure of the bid must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 4) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The bid is drawn up in English.

The complete bid shall not exceed 10 pages (including the CVs, excluding the working samples).

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 2 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs needs to be submitted in English.

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

For the Financial Proposal: 

The Financial Proposal indicates the contract price, supported by a breakdown of consultancy fee per day + all other costs such us (if needed) daily allowance, accommodation expenses and other travel expenses. The cost must be in RWF and VAT excluded.  Follow the below table for finance offer.

Please submit electronically your EoI (technical & Financial offer)  in 2 separated PDF files  to this email: RW_Quotation@giz.de until latest Friday 30 July 2021 at 4:00 pm,

Please indicate this assignment number in your submission email: 83386399

Hard copies are not allowed this time

 

GIZ reserves all rights