Consultant for Documentation (Impact and Process Documentation – Video and Photo Story Book)

Terms of Reference (ToR)

Consultant for Documentation

(Impact and Process Documentation –

Video and Photo Story Book)

Project:

Enabling Actions for Community Health (EACH)

Implemented by

Nepal Red Cross Society (NRCS)

With the financial and technical support from the

IFRC/British Red Cross (IFRC BRC) and IFRC/Swiss Red Cross (IFRC SRC)

Summary

1. Background of the Project

Enabling Actions for Community Health (EACH) is a joint partnership project implemented by the Nepal Red Cross Society (NRCS) with the financial and technical support of the British Red Cross (IFRC BRC), and the Swiss Red Cross (IFRC SRC). The establishment of effective service delivery mechanisms for NRCS & local partners, improving access to quality health services & WASH infrastructures, and positive behaviour change in health and WASH are the three outcome areas of the project. The project started its intervention from 2022 and is running in its final year covering hard-to-reach geographical locations of Lumbini and Karnali provinces in above mentioned four rural municipalities of Kalikot, Dailekh, Gulmi, and Arghakhachi districts. Contributing for improving access to quality health services in these rural areas working together with HFOMCs and municipalities level at the supply and capacity building of HMGs at the demand has proved itself as a major milestone so far. Water, Sanitation, and Hygiene (WASH), another major component of the project which not only considers the construction physical infrastructures but also NRCS engages community members and stakeholders in the entire process through different initiatives (assessing existing stock of knowledge on behaviour- BCC, integrating climate sensitive approach working, building of pool of local volunteer including senior citizen- champions- for identifying their community issues) taking Disaster Risk Reduction and community-led climate change adaptation measures into consideration are some integral components of the project. As envisioned by NRCS 8th Development, the project has contributed significantly to two provinces which has proven itself in reaching some of the exemplary Province Office to some extent. Three-year periodic plan developed in conjunction with BOCA findings from four district chapters, Resource mobilization guideline, warehouse management, construction of physical infrastructures of branches are some of the major accomplishments establishing the strong foundation for the province and district branches of NRCS.

After implementing the project for 3 years, the IFRC SRC/IFRC BRC/NRCS intends to document the project's outcomes and learnings to replicate in similar projects in the coming days. Thus, the purpose of this consultancy is to produce high-quality video/book stories that effectively communicate EACH project process and the outcomes.

2. Scope of work 

With the support from the service provider, the learnings, evidence, and impacts generated from the EACH project will be systematically documented and disseminated within the Red Cross movement, community, local stakeholders, and wider network/ practitioners. The documentation generated from this task will provide a strong foundation for the IFRC BRC, IFRC SRC, and NRCS for designing and implementing similar nature interventions in the future. The documentation work will be carried out in the field following a standard process and protocol with following envision stages.

Pre-Production stage:

1. Conduct initial meetings with the project team to understand the project and its expected outcomes.
2. Develop a detailed work plan, including timelines and milestones.
3. Create scripts and storyboards for the videos.

Production Stage:

1. Collect videos demonstrating the project impacts in all four municipalities through interviews with stakeholders, and community members, and observations.
2. Story collection

Post-Production Stage:

1. Edit video footage to create engaging stories.
2. Incorporate graphics, subtitles, and other elements as required.
3. Provide drafts for feedback and make necessary revisions.

All the products should be backed by informed consent which will be the part of final deliverables.

3. Methodology

At the start of the contract, the service provider will consult with Document Management Team (DMT) which comprises representatives from IFRC BRC, IFRC SRC, NRCS HQs, and Province office to develop a common understanding of the kind and quality of deliverables expected, methodology, and process to be undertaken to deliver the outputs and agree on timelines for delivery of the various products. An immediate output of this consultation will be the submission of an inception report (not more than 3 pages) within 3 days of the signing of the contract adhering to the following timeline.

• Submission of EOI by Consultancy firm/consultant: 5 Dec 2024.
• Announcement of consultancy award tentative: 17 Dec 2024.
• Signing of contract tentative: 19 Dec 2024.
• Submission of the inception report together with the storyline: 21 Dec 2024. 
• Submission of the final products: 30 June 2025.  

For day-to-day work, the service provider will closely work with IFRC BRC’s dedicated focal person. The focal person will act on behalf the DMT for finalization of the deliverables. Before submission of the final deliverables, a sharing meeting will be organized 15 days ahead of final submission allowing space for the service provider to incorporate suggestions and feedback on the products.  

4. Deliverables/expected outputs

4.1. Design layout and produce softcopy storybook containing 32 impactful stories generated from project initiatives around Health, WASH, DRR CCA, and National Society Development:

• 28 community - level stories (seven per municipality) demonstrating the project impact at individual, institution, and access to basic services.  
• 04 good practices (two per province) demonstrating the strengthened capacity of NRCS province offices.

The content of each story should not exceed more than 200 words with photograph(s).

4.2 Produce 29 video stories suitable for online and offline dissemination with English subtitles and sign language.

• 24 short videos (maximum 3 minutes per story) which should include six stories from each rural municipality showcasing impact at individual, institution, and access to basic services.  
• 4 short videos (maximum 4 minutes for story) which should include one video per municipality showcasing service delivery mechanism at NRCS and local level.
• 1 process video (maximum 7 minutes) portraying the entire concept of the project and its contribution in increasing access to quality health services, WASH, DRR CCA, and NSD. Some infographics can also be part of this video to better show people and geographical locations reached by the project.

Each piece of the story should include 80%- A-roll and 20% B-roll in action video clips. The content of the storybook should not be repeated in the video stories. Template for all products and outline to be agreed upon in consultation with DMT.

5. Timeline

The tentative start date is 19 Dec 2024, and all deliverables are expected to be completed by 30 June 2025. A work plan with clear timelines for completing the entire documentation process will be agreed upon with DMT.

6. Payment schedule

The payment will be done as per follows:

• 80% upon submission of an inception report with the work plan.
• 20% upon submission of final products as mentioned in section 4.

7. Consultancy firm/consultant’s profile

Essential criteria

• At least 5 years of demonstrated experience in the production of learning/communication materials both written and visual in English and Nepali language. 
• Service provider/Key team member/s of a consultancy firm with a master’s degree in mass communications/journalism/cinematography.
• Technical expertise in capturing documentation around Safe Motherhood and Reproductive Health (SMRH), WASH, Behaviour Change, disaster resilience, institutional development, and Climate change.
• Experience in producing communication materials, and documentaries for humanitarian organizations using state-of-the-art equipment and technologies.
• Excellent written/verbal communication skills both in English and Nepali.

Desired criteria

• Knowledge and relevant work experience in the Karnali and Lumbini provinces mainly on SMRH, WASH, DRR, and CCA.
• Strong understanding of gender equality and social inclusion in Nepal (or demonstrably similar contexts).

8. Expression of Interest

Nepal-based consulting firms or individual consultants are encouraged to apply. The interested firm or individual consultant should submit an expression of interest including both a Financial Offer and a Technical Offer. These should include the following:

1. Financial Offer - This consists of a detailed financial proposal for the delivery of the services outlined above, with costs broken down significantly for each component and sub-component.
2. Technical Offer - A method statement/proposal outlining the proposed approach to ensure quality is maintained throughout the duration of the contract and how they propose to meet the Terms of Reference. 

To include:

a) Curriculum Vitae

• CV(s) of the consultant(s) or firm proposed for the task, with a focus on similar assignments. If multiple people are involved, an outline of roles/ responsibilities also needs to be included. 

b) Evidence of previous work

• Examples of similar communication pieces, learning capturing documents, analysis reports, etc.
• References from the organization(s) for whom those pieces of work were contracted.

c) Timeframe: Tentative start and end date for completion of all deliverables.

d) Approach paper, including work plan, budget, and availability (maximum 3 pages).

Female-led consultant teams or individual consultants are highly encouraged to apply for this work. There will be no discrimination on the base of caste, ethnicity, or ability during the selection process. The organization will take every possible step to ensure that everyone is treated equally and fairly.

9. Date of application submission 

Individual/consultant firms can apply within 14 days of the notice published in a newspaper and/or online portal.

10. a. Award Procedure

This section outlines and describes the procedure that the Red Cross will follow in selecting a consultant to enter into this Contract.

The purpose of the Award Procedure is to enable the Red Cross to assess the relative advantages of each submission meeting the Award Criteria. The assessment of bids in accordance with the Award Procedure will be based on the following criteria: 

• Technical offer-50% 
• Technical interview with presentation-30%
• Financial offer-20% 

The financial offer will be assessed because of the total quote submitted for the requirements detailed, rather than the component parts individually.

Following the submission of quotes, the bidder with the lowest total shall receive 100% of the weighting attributed to the Financial Offer (i.e. 30%) award criteria. All subsequent bids will be weighted by calculating a percentage of the lowest price.

The Technical Offer will represent 40% of the overall tender score attainable by Bidders. 

Bidders must note that there must be no changes to the key personnel proposed as part of any tender submission, without the approval and authorization of the Red Cross. In such circumstances, the replacement personnel proposed must be at least equally qualified and skilled as the personnel they are replacing.  Red Cross may veto the proposed replacement personnel with a full explanation as to why the proposed individual is not considered to be suitable.

The Technical Offer shall assess the Bidders response in relation to the criteria as detailed below:

Following the assessment of the technical offer, the score attained by each Bidder will then be added to their Financial Offer score to give a total tender score out of 70%.

The highest-scoring Bidders will then be invited for a technical interview/presentation which will make up the remaining 30% of the score.

10. b. Confidentiality and Intellectual Property Rights

“Intellectual Property Rights” refers to any patent, copyright, design right, community design right, registered design, rights in know-how, or any similar right in any part of the world and shall include any applications for the registration of any patents or registered designs or similar rights capable of registration in any part of the world.

Intellectual Property Rights

• All Intellectual Property Rights whatsoever in any work produced by the Contractor and/or the Individuals for British Red Cross shall belong to the British Red Cross, Swiss Red Cross, and Nepal Red Cross Society absolutely and the Contractor hereby waives and shall procure that the Individuals (or any individuals it uses in any capacity to provide or assist in providing the Services) waives any moral rights or any other rights whatsoever which it may have in such work and will, at the expense of British Red Cross, take or join in taking such steps to vest such rights in British Red Cross or enforce the same on behalf of British Red Cross as British Red Cross shall require.
• The Contractor shall indemnify the nominated representative (as appropriate) against any costs claims demands expenses or liabilities arising from a claim brought against the piece of work by a third-party alleging infringement of its intellectual property rights arising from use of British Red Cross of the Services provided by the Contractor.

The Red Cross emblem is a protective symbol, the use of which is restricted by international and national law. It may not be reproduced without prior authorization. For more information, about the emblem, please go to www.redcross.org.uk/About-us/Who-we-are/The-international-Movement/The-emblem.

11. Confidentiality

All information collected by the service provider (firm/individual/learning partner) will remain the property of IFRC BRC, IFRC SRC, and NRCS and require explicit permission by all parties for any use not stated here.

12. Application Procedures

Interested candidates should submit their application and supporting materials by 05 Dec 2024 to the following e-mail: aliza.baidya@ifrc.org

Please put the Application for “EACH Project Documentation” in the subject line. Application materials are non-returnable and only short-listed firms/candidates will be contacted for the next step in the application process. Application materials should include:

a) Curriculum Vitae

• CV(s) of the consultant(s) proposed for the task, with a focus on similar assignments. If multiple people are involved, an outline of roles/ responsibilities also needs to be included.

b) Evidence of previous work

• Examples of similar-style photo storybook, videos, impactful stories, and communication materials. At least one recent story book and 4 videos should be included for reference.
• Professional references from the organization(s) for whom those pieces of work were contracted.

c) Timeframe clearly mentioning the works breakdown structure.

d) Approach paper, including work plan, budget, and availability (maximum 3 pages).

13. Documents: (will be made available to the service providers prior the to start of the consultancy services)

• Draft case stories
• Project briefs
• Project activities list and project stakeholders