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Terms of Reference Audio-Visual Production Services for the Workplace Learning Support Programme

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The Association for the Promotion of Education and Training Abroad (APEFE) is a Belgian organization that mobilizes its resources and expertise to serve the countries of the South for strengthening their capacities to implement their Development policy in the sectors of education, agriculture and environment, health, governance and the private sector. 

Consultancy services

Terms of Reference

Audio-Visual Production Services for the Workplace Learning Support Programme

Tender N°L-RW101/102/103 - 002/2020

For the “Workplace Learning Support Programme”

OPEN PUBLIC TENDER

Kigali, May 2020

1.    Background and rationale of the consultancy

1.1.    Introduction

The Association pour la Promotion de l’Education et de la Formation à l’Etranger (APEFE) is a Belgian 40 years old non-profit organization working for skills development in the southern countries. Close to the international relations of the Federation of Wallonie-Bruxelles and Wallonia, APEFE is also strengthening collaboration between institutional stakeholders of the Belgian cooperation. APEFE supplies national sectoral policies’ implementation programmes with technical assistance, methodological support, and material resources, to help achieve sustainable development goals. 

APEFE has been active in Rwanda since 30 years. 

The Government of Rwanda initiated the Workplace Learning Policy in 2015 to tackle the issues of lack of employable skills and youth unemployment in the country by integrating employers or companies in skills development in order to facilitate access of youth to the labor market.

To implement the policy, the Workplace Learning Support Programme – IGIRA KU MURIMO was initiated from 2017 to 2021 and is being jointly implemented by MIFOTRA and PSF under the support of the Belgium Directorate-General for Development Cooperation (DGD) through APEFE (Association pour la Promotion de l’Education et de la Formation à l’Etranger) to support the role of the private sector and training providers in the implementation of inclusive dual/apprenticeship training in Rwanda to ensure that youth employability skills are boosted in the trades of food processing, fashion, and beauty.

This training system is already initiated in 11 pilot TVET Schools and 165 companies from 11 pilot districts namely Huye, Gisagara, Gakenke, Musanze, Gatsibo, Nyagatare, Rutsiro, Karongi, Gasabo, Kicukiro, and Nyarugenge.

1.2.    Communication Plan

The communication plan was developed to raise and promote the awareness and visibility of the Workplace Learning Support Programme - “IGIRA KU MURIMO” and increase ownership of the programme among partners and beneficiaries.

The following objectives are considered while implementing the communication plan:

  • To uplift the visibility and brand of the programme in different intervention areas
  • To market the WPLSP approach in order to mobilize additional funds to be used during the implementation of the WPL policy in Rwanda.
  • To enhance the knowledge of the programme among partners and their involvement
  • To improve the use of communication tools and channels by the WPL support programme to ensure relevant and quality of intervention
  • To raise the awareness of Rwanda private sector, and parents to support learners during the apprenticeship
  • To create and maintain the communication system between the programme and partners
  • To increase ownership of the programme among partners
  • To share information with stakeholders in line with the progress of the programme implementation
  • To promote evidence-based decision making.
  • To showcase the programme achievements through different communications forms
  • To document the Programme information for prospect reference

Pursuant to this, the management of the Workplace Learning Support Programme is seeking a professional consulting firm for preproduction, video production, audio production, photography and postproduction services to promote the awareness and visibility of the IGIRA KU MURIMO Programme.

  1. The objective of the assignment

This consultancy service is meant to professionally produce pictures and the audio-visual documentation products of the Workplace Learning Support Programme – IGIRA KU MURIMO.

  1. Scope of Work

Each work will be assigned to the consulting firm by issuing a detailed Purchase Order depending on the programme event or activity requiring special photography and audio-visual production services.  Under the supervision of the Programme Communication Expert, the consulting firm will be required to professionally perform the following:

3.1.    For Photography:

  • Avail qualified staff and equipment needed
  • Capture high-resolution images of the IGIRA KU MURIMO Programme activities and various events
  • Edit still pictures and convert in various appropriate formats (for print, for web, for e-learning, etc.)
  • Caption each photograph with specific details such as the location taken, name of the person (for portraits), activity and any other relevant information.
  • Carry out the shooting of relevant photographs with little or no supervision.

3.2.    For audio-visual production services:

  • Avail qualified staff and equipment needed
  • Develop a detailed plan for the audio-visual production process and ensure timely delivery of the service
  • Develop the scripts for audio-visual production
  • Record the programme events/activities in audio-video format (in HD quality) as assigned by the programme management
  • Provide learning/tutorial videos for e-learning
  • Present draft products to the management of IGIRA KU MURIMO Programme, receive comments and ensure to incorporate feedback
  1. Deliverables
  • Provide the management of IGIRA KU MURIMO Programme the edited high-quality photographs per event/activity on inscribed flash disk as well as a high quality printed version in A3 photo album, one (1) week after each event/activity.
  • ­­Provide promotional videos lasting between 45 seconds and 1 minute for the programme event or activity (before, during and after the event or activity)
  • Provide summary videos lasting between 2 and 7 minutes for each event or activity
  • Provide learning/tutorial videos for e-learning lasting between 5 and 7 minutes
  • Provide raw videos for the whole event or activity
  • Provide the programme documentary films lasting between 10 and 15 minutes
  • Provide adverts videos lasting 45 seconds – 1 minute

Note:

  • All films are narrated in either Kinyarwanda, English or French with French, English or Kinyarwanda subtitles respectively
  • All audio-visual products must be of international quality standards, to creatively showcase the IGIRA KU MURIMO Programme interventions
  • The copyright for all photographs and audio-visual products remains for IGIRA KU MURIMO Programme.
  1. Submission of deliverables
  • Videos are required to be converted in user-friendly formats for all marketing channels.

Format required include but not limited to the following: AVI/ASF/MOV/QT/AVCHD/FLV/SWF/MPEG/MP4/WMV.

  • Images/audio/video files are required to be submitted to APEFE inappropriate offline media (USB Storage) as well as online platforms (Email, Google Drive) within a maximum of 1 week after each event/activity and 2 weeks for the documentary films and learning/tutorial videos.
  1. Documents Prepared by the Consultants to be the Property of the APEFE

- All Videos, Images/audio/video files, designs, reports, other produced documents and software prepared by the Consultants for APEFE under this Contract shall become and remain the property of APEFE, and the Consultants shall, not later than upon termination or expiration of this Contract, deliver all such documents to APEFE, together with a detailed inventory thereof.  The Consultants may retain a copy of such documents and software.  Restrictions about the future use of these documents and software, if any, shall be specified during the contract signature.

- Equipment and materials made available to the Consultants by APEFE, or purchased by the Consultants with funds provided by APEFE, shall be the property of APEFE and shall be marked accordingly. Upon termination or expiration of this Contract, the Consultants shall make available to APEFE an inventory of such equipment and materials and shall dispose of such equipment and materials in accordance with APEFE instructions.  While in possession of such equipment and materials, the Consultants, unless otherwise instructed by APEFE in writing, shall insure them at a reasonable price at the expense of APEFE in an amount equal to their full replacement value.

  1. Facilitation by APEFE

APEFE will:                                                                               

  • Provide the consulting firm with the topic subject to photos and audio-visual production by issuing the purchase order
  • Identify the appropriate locations/venues for photos and audio-video production
  • Arrange appointments for interviews
  • Provide transport facilities to all venues of photo shooting and audio-video production
  • Supervise the whole audio-video production process
  1. Duty station

All works will be done in the pilot districts of the IGIRA KU MURIMO programme namely Huye, Gisagara, Gakenke, Musanze, Gatsibo, Nyagatare, Rutsiro, Karongi, Gasabo, Kicukiro and Nyarugenge. However, the work could be carried out in different districts whenever necessary.

  1.  Duration

This service will be offered up to the end of 2021.

  1.  Payment Modalities

Payment will be done after the work submitted by the consulting firm, according to the purchase order, is approved by APEFE. No advance payment shall be done.

  1. Qualifications and professional requirements
  • At least 5-year experience in providing photography, audio-visual production and multimedia services at professional standards and quality both indoor and outdoor production
  • Able to work under pressure and adapt to challenges
  • Demonstrated ability to meet deadlines.
  • Fluency in English, French and Kinyarwanda
  • Good communication, interpersonal and liaison skills
  • Analytical skills.
  • Good listening skills
  • Ability to establish effective working relations in a multicultural team environment
  1.  Qualitative and administrative selection criteria

The following profile and requirements will be used for the selection:

  1. Be a legally registered consulting firm in the area of photography, audio-visual production, and multimedia services
  2. Have no tax arrears at RRA?
  3. Have at least 5 years of proven practical/technical experience in the field of photography, audio-visual production, and multimedia services
  4. The consulting firm should provide and demonstrate the skills and experience of their technical personnel (at least 5 years’ experience in the field of photography, audio-visual production and multimedia services)
  5. Have professional equipment for photography and audio-visual production including but not limited to Digital Camera (With at least 30.4MP full-frame sensor; 1,620,000 screen dots; 7fps Burst shooting; 61-point AF Autofocus; DCI 4K Video), Telephoto Lens (With at least 100-400mm), Tripod, Lighting Kit, Memory Card, Microphones, Battery, Headphones
  6. Excellent skills in using Adobe Master Collection software for photography and audio-visual production (Provide online reference link for company’s audio-visual products and photos)
  7. Excellent skills in photography, video scriptwriting, narrating, voiceover and subtitling (Provide online reference link for company’s audio-visual products and photos)
  1.  Composition of the offer

The company shall submit administrative documents, a technical proposal, and a financial proposal together with supporting documents.

a)     Administrative documents

  • Trading license
  • RRA tax clearance certificate
  • General profile of the company including 2 good completion certificates in audio-visual production
  • At least 5 years and above of proven practical/technical experience in the field of photography, audio-visual production and multimedia services

Only proposals that respond to the first step(a) will be analyzed in Step 2 (b) and step 3(c) based on the criteria and weighting below:

b)    Technical / Quality 70 points

  • Signed CV’s for technical personnel including Film/Content Director, Videographer/Photographer, Video Mixer, Light operator, and Journalist): 5 points
  • Signed availability letter of the consultant: 5 points
  • 2 online samples of similar videos produced in the last 5 years (provide video links): 10 points (5 points each)
  • Description of professional equipment for photography and audio-visual production as well as for live video streaming including but not limited to Digital Cameras (With at least 30.4MP full-frame sensor; 1,620,000 screen dots; 7fps Burst shooting; 61-point AF Autofocus; DCI 4K Video), Telephoto Lens (With at least 100-400mm), Tripods, Lighting Kits, Memory Cards, Microphones, Batteries, Headphones, Laptops (2.3GHZ with 4.1GHz Turbo Boost Model, 32RAM), Video-Mixer (4 channels): 10 points
  • Proposed work-plan describing the staff, equipment and product technical specifications for 10 points/ 2 points each)
  • Photography: 2 points
  • Promotional / advert video: 2 points
  • Summary video for event / activity: 2 points
  • Learning/tutorial video (Audio-visual recording of a trainer and didactic materials including video animation and picture motion): 2 point
  • Raw video for event and Documentary film/activity: 2 points
  • Description of approach and methodology for performing the assignment: 30 points

c)    Financial proposal: 30 points

  • Quotation, all in and tax inclusive.

*For photos, the quotation shall be made taking into account: The quality (HD) and printing size (A5, A4, A3) for each piece including Photo Album (A3); indoor or outdoor

*For videos, the quotation shall be made taking into account: The quality (HD), length, number of days for coverage, number of staff and equipment, coverage venue (indoor or outdoor)

13.1 Quotation table:

#

Items

Specification

Venue

Qty

Unit Price in RWF with VAT inclusive

1.       

Photo

HD – Printed on High gloss photo paper A5 with A3 Album for 100 pieces

Indoor

1

 

Outdoor

1

 

HD – Printed on High gloss photo paper A4

Indoor

1

 

Outdoor

1

 

HD – Printed on High gloss photo paper A3

Indoor

1

 

Outdoor

1

 

2.       

Promotional / advert video

HD (45sec – 1min) / 1day coverage

 

Indoor

1

 

Outdoor

1

 

3.       

Summary video for event / activity

HD (2min – 7min) / 1day coverage

Indoor

1

 

Outdoor

1

 

4.       

Learning / tutorial video

HD (5min – 7min) / 1 day coverage

Indoor

1

 

Outdoor

1

 

5.       

Raw video for event/activity

HD / 1day coverage

Indoor

1

 

6.       

Documentary film

HD(10min–15min) / 1day coverage

Outdoor

1

 

  1. Submission of offers

All documents and materials (in English or French) justifying the above profile and requirements are to be deposited in one (1) envelope by 8th June 2020 at 4:00 PM, at APEFE Headquarters, KN1 Street, St Famille Hotels, plot # 2360, Nyarugenge, Kigali, Rwanda. Contact: bureau.kigali@apefe.org

 

Marie-Pierre Ngoma

Faustin MWAMBARI

Faustin KARASIRA

Programme Administrator

Programme Director

Delegate to CO-Management

APEFE Rwanda                                 

MIFOTRA          

PSF