Consultant: Video Stories and Photography

Terms of Reference (ToR) for consultancy: Video Stories and Photography

Water Sanitation and Hygiene Promotion (WASH)

28 January 2025

1. Background

Nepal Red Cross Society (NRCS), with support from the International Federation of Red Cross and Red Crescent Societies (IFRC), is implementing the Water Sanitation and Hygiene (WASH) Project in Okhaldhunga district targeting 187 households. The project has been addressing the water, sanitation and hygiene needs of the vulnerable people living in the project areas through bringing safe drinking water, in combination of software activities in the target communities. The project has supported in the construction of three gravity-fed water supply schemes. The project communities are also supported in improving sanitation and hygiene practices based on the gaps identified. The hardware component, i.e. construction of water supply schemes is co-funded by the local governments and community households. The project has been instrumental in bringing positive changes such as improved health outcomes and increased access to clean water in the community. The project aims to capture some representative stories in video forms along with high quality photographs from the project communities targeting to internal and external audiences.

2. Purpose

The consultancy seeks to produce seven high-quality 4K video stories and compelling series of impactful photographs with detailed captions. These products will represent and highlight WASH support to the people and impact in life and they will be used in IFRC’s donor presentations, social media campaigns and for future advocacy

3. Audience:

The target audience for the videos and photos includes:

• Primary audience: Hong Kong Red Cross and IFRC members, potential donors (individual and organizations)
• Wider community: General audiences reached via online platforms, highlighting IFRC and NRCS's critical role in WASH and community resilience
• Media outlets: These are the secondary audiences that will help amplify our reach in showcasing IFRC/NRCS’s roles in addressing community challenges.

4. Location: 

Okhaldhunga (Siddhicharan Municipality and Molung Rural Municiplaity)

5. Duration 

The duration of the assignment will be for 35 working days between 15 Feb 2025 and 30 May 2025.

6. Photographs

A curated photo series of high-quality action photographs and environmental portraits in at least 300 dpi resolution, jpg format and at least 5 mb in size, that illustrate the significance of delivering WASH with a particular focus on vulnerable groups and their positively changing mindset and behaviors. Each photograph should include descriptive captions to contextualize the scene and its relevance to the audience.

7. Video products

Final video products should be in 4K resolution with 16:9 aspect ratio.

The video series will focus on the behavioural change of the community members after engaging in the WASH project (whenever applicable) and on the following themes tentatively:

The above theme can be changed based on the local context and relevance to the purpose.

8. Methodology

Pre-Production

• Conduct consultation meetings with the project team to understand the project’s scope.
• Stakeholder consultation with community leaders and beneficiaries to understand local context and understand cultural sensitivities in scripts and visuals.
• Develop a detailed work plan, including a shooting schedule, timeline, and a comprehensive questionnaire for interviews.
• Create and finalize scripts in English, later translating them into Nepali. Each video will have English subtitles.
• Prepare travel arrangements for on-site footage capture in coordination with the project team.

Production

• Record interviews with stakeholders and affected individuals to capture authentic stories.
• Use creative techniques to produce visually compelling narratives while ensuring participant consent and dignity.

Post-Production

• Edit the raw footage into cohesive videos, enhancing them with music, sound effects, and graphics.
• Include titles and subtitles in English aligned with IFRC’s accessibility standards
• Incorporate the relevant logos at relevant places as suggested by the IFRC Focal Person.
• Address team feedback to refine the final outputs.

9. Roles & Responsibilities

Consultant: Oversee video production, from pre-production to final delivery, while ensuring the highest quality standards. The consultant will also be responsible for getting consent from the interviewee in the videos.

IFRC Focal Point: Provide guidance, facilitate field visits, and offer necessary support during the consultancy period.

10. Deliverables

• Inception report of an approximately 4 pages including:
  • Timelines
  • Methodology
  • Field plans
  • Team member details
  • Tools to be used, etc.
• Seven high-quality 4K video products with aspect ratio of 16:9 each 1:30 - 2 mins in length. Final videos will include English subtitles and sign language interpretation.
• Should also submit the same seven final video products with their original sound and without any subtitles and background music so that these videos can be re-purposed in-house.
• At least 15 impactful high-resolution photographs with detailed captions and metadata (e.g. geotags).
• Obtain proper consent from all individuals featured in the photos and videos. Submit final consent forms to IFRC. The consent forms will be provided by IFRC Focal person.
• Ensure that all videos and photos align with IFRC diversity and inclusion standard

All music used in the video must be properly licensed, with a copy of the license provided to avoid future copyright issues.

11. Tentative Schedule:

*Note: This is a tentative timeline that is subject to change for unforeseen events and to adapt to our local situations which will be mutually agreed upon and decided.

12. Skills and Requirements

• An experienced team comprised of director, scriptwriter, videographer, and others as necessary. The role of each member in the production process must be clearly expressed in the proposal.
• At least five years of relevant professional experience in producing videos and documentaries. 
• A creative team who is passionate about storytelling and conveying messages through videos.
• Demonstrated ability to address feedback promptly and collaborate with diverse teams.
• Excellent knowledge of Nepali and English.
• Diversity and inclusion in team composition will be considered during the selection process.

13. Expression of Interest

The interested firm or individual consultant should submit an expression of interest including both a financial offer and a technical offer. These include the following:

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.

Price should be quoted in Nepalese rupee (NPR) inclusive of all taxes, wages, etc.  Please quote the best price inclusive of best discount and applicable government taxes (e.g. VAT) in your offer. Income tax and other applicable taxes will be deducted at source as per Govt. rule while making payment.

Payment: Within 30 days from date of receipt/delivery of final report with all supporting documents including commercial invoice. Please state clearly in your quotation if your payment term is different than the above.

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. 

• Curriculum Vitae
• Evidence of previous work:
  • Examples of similar communication materials including videos and print materials produced in recent past.
  • At least 3 references from the organization(s) for whom those pieces of work were contracted.
• Timeframe: Tentative start and end date for completion of all deliverables.

14. Travel expenses

The IFRC will cover all travel and accommodation costs as per actual basis & food-max NPR 1,800 per person per day as per IFRC policies.

15. Copyrights and Utilization Rights

The footage is strictly prohibited to use in any other video or social media. All materials arising out of the consultancy shall remain the property of IFRC. Original raw video, audio recordings and pictures captured should be submitted to the IFRC.  Any secondary use of materials (if required) will need IFRC’s prior written approval to prevent unauthorized distribution.

16. Selection Criteria

• Quality of samples submitted during the application process.
• Team composition and diversity, experience, and qualification.
• Commitment to quality of deliverables and timely delivery.
• Technical and financial proposal

17. Required Documents

Interested organizations or individuals should submit the following documents:

• Acknowledgement of Terms of Reference (ToR). (Please attach the signed copy of these ToR with your offer)
• The CV of the consultant/team member
• Business Registration (If applicable)
• Vat Registration (If applicable)
• Latest tax clearance certificate (If applicable)
• VAT or PAN number
• Relevant work samples; If possible, videos from the humanitarian field
• A financial and technical proposal
• Accompanied by a tentative work plan, including working days for main activities and milestones.

18. How to Apply

Interested individuals or company/organization can apply for the assignment. The full application package should be submitted to Aliza.BAIDYA@ifrc.org no later than 11 Feb 2025. The application email should mention “application for WASH photo and videography” in the subject line. Any incomplete application in all respects and applications submitted after the deadline will not be considered.

We thank you in advance for understanding that only short-listed candidates/companies will be contacted for the next step in the selection process.