Terms of Reference (ToR) Consultancy Service for video and case story documentation for WASH Systems Strengthening Projects in Terai and Hilly Region of Nepal

Terms of Reference (ToR)

Consultancy Service for video and case story documentation for WASH Systems Strengthening Projects in Terai and Hilly Region of Nepal

1. Background

Deutsche Welthungerhilfe e.v. is one of the largest private aid organizations in Germany with a dual mandate in both development cooperation and humanitarian response. Welthungerhilfe (WHH) fights against hunger and works together with civil society organizations in the countries where it operates. Welthungerhilfe’s vision is to create a world in which all people can exercise their right to a self-determined life in dignity and justice, free from hunger and poverty.

WHH has been operational in Nepal since 2012 and currently managing different project in eighteen districts under different thematic areas: Humanitarian Action, Water, Sanitation and Hygiene (WASH), Agriculture, Climate Resilience and Natural Resource Management, Nutrition and health, Economic Development, Civil Society empowerment and Innovation. The overall goal of WHH is to work hand in hand with civil society in Nepal to empower socially marginalized and economically poor citizens to reinforce their resilience and to ensure their right to adequate food and nutrition. WHH has continuing its implementation of WASH System Strengthening projects in Madhesh and Bagmati provinces in 12 local governments to strengthen the governance WASH system. The project “WASH systems strengthening and behaviour change in the hilly region of Makawanpur district in Nepal is implemented in Bagmati Province and the project “Up-scaling WASH systems strengthening approach in the Terai region of Nepal is implemented in Siraha and Saptari districts in Madesh Pradesh province with the support of BMZ and VCA. The project aims to strengthen WASH service delivery through enhanced governance at local government, evidence-based advocacy initiatives and knowledge sharing, community mobilization, WASH facilities improvement at community, schools and health care facilities, and the adoption of adequate and safe WASH and nutrition practices of vulnerable and marginalized households.

These strategic interventions are designed to systematically strengthen local WASH systems, enhance community infrastructure, and promote sustainable development practices that directly benefit marginalized populations.

2. Objective of the study

The main purpose of this assignment is to document 8 videos, 20 short reels, 15 case stories, and 30 high-resolution photos along with the caption showcasing the project's various approaches, successes, learnings, and challenges, focusing on the targeted groups.

3. Scope of the work

• Producing 8 videos (2-3 minutes), 20 short reels (30-40 seconds),15 case stories (Nepali/Maithili with subtitle in English)
• Providing 60 high-resolution photos along with captions( 30 in Phase 1 and 30 in phase 2)
• Interview participants, local stakeholders, and project staff to provide insights and validate the effectiveness of the approaches.
• Developing scripts and storyboards in consultation with WHH & partner teams to ensure the videos align with the project’s objectives.
• Editing and delivering the final videos in high-quality formats suitable for dissemination through various platforms.

4. Methodology

The methodology of the assignment will be as follows:

Preparatory phase: The preparatory phase includes:

1. Review project documents and reports to understand the context and objectives.
2. Hold initial meetings with WHH Nepal staff (WASH team and media and communication) and partners to align expectations.
3. Draft scripts and storyboards for each video and finalize them with inputs from WHH.

Field work: The task team will visit project areas to capture relevant footage, conduct interviews, and document case stories. They will coordinate with local stakeholders, communities, and even the provincial and  federal government to ensure a smooth filming process and capture diverse perspectives. To facilitate this, the team will first engage in rapport building, explaining the purpose of collecting voices and taking pictures to ensure trust and meaningful participation. Additionally, all participants will be requested to fill out a consent form before filming/ interviews/photos to ensure ethical documentation. The fieldwork will be conducted in two phases:

1. 1st phase- collect video, cases on listed approaches, document current scenarios which includes 5 videos, 10 reels &  10 case stories and 30 high resolution pictures
2. 2nd (final phase)- document the impact after completing all field-level activities(follow-up video of the 1st phase or 3 new videos  and remaining case which includes  10 reels , 5 case stories and 30 high resolution photos)

Drafting the documents: The task team will edit the case story, footage and draft the videos and share draft versions with WHH for feedback and incorporate feedback, and finalize all the deliverables. 

5. Deliverables

The following deliverables will be expected:

• High-quality, edited videos, case story, and reels showcasing the project's different approaches, successes, learnings, and challenges as mentioned in the scope of the study which includes Producing 8 videos (2-3 minutes), 20 short reels (30-40 seconds),15 case stories (Nepali/Maithili with subtitle in English) 
• 60 high-resolution pictures.
• Final versions of scripts and storyboards.
• All raw footage collected during the assignment.
• A brief report outlining the video production process and key highlights from each video.
• Signed consent form from participants

6. Assignment Location and Time Frame for assignment 

The assignment locations are Makwanpur, Saptari & Siraha districts at the field level, whereas to collect voices of the province and federal, the locations are Janakpur, Hetauda and Kathmandu, and it should be started after signing the contract and needs to be completed by November 15, 2025. The assignment consists of 20 working days (Phase 1 & Phase 2). Phase 1 must be completed by June 30, 2025 and phase 2 by November 15, 2025. The consultant should submit the detailed work plan with technical and financial proposals.

7. Consultant Requirements

The consulting team will be led by a senior Professional with more than five years of experience and expertise in case story collection, community voices, compilation, publication, photography, preferably working experience with development organizations and I/NGOs, especially in the WASH sector. Familiarity with the context of Madhesh province/Bagmati Province, especially the Chepang community, will be an added value. The composition of the team should have the expertise of the socio-economic context. The table below summarizes the role and responsibility of the task team.

8. Budget requirement 

Consultant/organization/consulting firm are requested to propose the required budget in a given financial proposal template below.

9. Payment of fees and associated costs 

The contractor will be paid the first installment, corresponding to the 30% of contract amount, upon submission of approved inception report. The remaining 30% value of the contract will be paid upon successful completion of the assignment (Phase 1) and the final remaining 40% value of the contract will be paid upon successful completion of the assignment (Phase 2) . The contractor has to submit original invoices/receipts and supporting documents of the cost for each installment. Applicable tax as per Nepal tax rule will be deducted from the payment.

10. Insurance of persons involved in the assignment 

Insurance and other related costs of the consultant and person(s) associated to this assignment will be solely the responsibility of the contractor.

11. Deadline for proposal and details of what is required 

The interested and qualified consultant/consulting firm must apply by 17:00 hours (COB) dated 6 April 2025 via e-tender portal:

https://eu.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=426551&PP=ctm/Supplier/publictenders&B=WELTHUNGERHILFE&PS=1

The proposal should include:

A brief technical proposal outlining how the work will be undertaken, the proposed methodology, the team composition, time schedule (around 5 pages maximum for the overall technical proposal). 

• A budget
• A workplan
• CVs of the proposed team members
• Company profile
• Valid registration documents along with VAT registration and latest tax clearance certificate.  
• 1-2 sample documents (Reels/videos/case stories)
• Duly filled up and signed supplier declaration form

Note: The consulting firm registered in Nepal are only eligible for the application.

Only short-listed applicants will be contacted for further evaluation process. Welthungerhilfe Nepal reserves all the rights to reject any or all application without providing any reasons.