Video documentary consultancy for Anticipatory Action in Babai Rural Municipality

DRC IFRC Nepal is looking for consultancy services to create video documentaries for Anticipatory Action in Babai Rural Municipality Enhancing Community Resilience (ENCORE) 

Interested applicant should submit their expression of interest along with the documents mentioned in ToR to Ms. Aliza Baidya at  aliza.baidya@ifrc.org

latest by 18th May 2023

Terms of Reference (ToR) for video documentary consultancy for Anticipatory Action in Babai Rural Municipality

Enhancing Community Resilience (ENCORE) 

AX no: 30033-01

26 April 2023

1. Background

Danish Red Cross is working with Nepal Red Cross Society (NRCS) to enhance community resilience with targeted interventions on community resilience, emergency response, preparedness and long-term programs focusing on community-based health, organizational development, livelihoods, and disaster risk reduction.

As a part of the Strategic Partnership Framework with the Danish Ministry of Foreign Affairs (MoFA), the Enhancing Community Resilience (ENCORE) project supports the community of Dang district to become resilient, better prepared for, and able to respond to disasters and crises. DRC and NRCS are supporting preparedness, anticipation and response to targeted communities while ensuring the meaningful participation and inclusion of the vulnerable communities in the decision-making processes.

DRC’s support to the community includes targeted interventions in Disaster Management, Health, Inclusion, Livelihoods and WASH. The ENCORE programme works with local authorities to strengthen the community structures, that includes self-help groups such as mother’s group, water users committee and community disaster and climate resilience committees. Based community-based risk assessments, the ENCORE project also supports building small scale mitigation structures, water supply schemes and maintenance of community evacuation centers.  In addition, the project helps poor and vulnerable families, particularly, single women headed households, people with disabilities and low-cast communities with livelihoods and entrepreneurships schemes.

At the institution level, the ENCORE programme supports municipality and local chapters of Nepal Red Cross Society to develop and implement preparedness and response plans. DRC’s support will further help the authorities to make their policies more inclusive with better participation of the vulnerable community, including people with disabilities, women, and senior citizens. Furthermore, the project strengthens the Early Warning system and its communication channels, so that the messages reach to the desired community in due time to take anticipatory actions.

2. Purpose, Objective and Audience

Purpose

• The videos will be used as a tool to disseminate anticipatory actions for emergency response by showcasing key steps and activities to be performed after flood threshold is triggered.
• The video will also be used to communicate and raise awareness about the emergency response activities carried out by Danish Red Cross.
• The video will be one of the communication and visibility products produced under the project. They will be disseminated through online channels such as Facebook, YouTube, websites, etc. They will also be screened during various meetings and programs with partner national societies, relevant stakeholders.

Objective:

• The main objective of this consultancy is to create two 3-6 minutes video documentaries of which one will showcase the key steps and activities to be performed after flood threshold is triggered in Babai Rural Municipality of Dang District and another video will showcase the positive impacts of the anticipatory actions and voices of the stakeholders and beneficiaries. 
• Shorter versions of the video will be created for social media platforms such as Facebook, Twitter, DRC Intranet and TikTok.

Audience:

• The primary audience for the videos and photographs will be the direct stakeholders who played key roles at various stages of the project. This includes the beneficiaries, project donor, consortium partner, and national and sub-national government authorities consulted during the project. The video will provide an overview to these stakeholders on the process, steps and impact of the anticipatory actions in Babai Rural Municipality of Dang District.

3. Methodology

Pre-production:

• Consultation meetings with the project team to understand the project in-depth and outline the key process, steps and impact of the anticipatory actions that needs to be showcased in the video.
• Prepare a detailed work plan, shooting schedule and timeline in coordination with the project team and also prepare a set of questionnaires for interviews.
• Develop and finalize scripts in coordination with the project team. The script will be finalized in English and later translated into Nepali. Each video will have English subtitles. Sign language interpretation video will also be included in the final video.
• Travel to capture footages.

Production:

• Shoot the footage project-supported activities.
• Take footage of the simulation exercise highlighting the key steps that are taken when the flood triggers are activated. Conduct interviews with the stakeholders and affected people, capturing their stories and experiences.
• Capture the essence of the anticipatory action and the impact it has had on the affected communities. These videos should showcase the efforts of the role of community, importance of inclusive communication channel and Red Cross during anticipatory action. Ensure sufficient coverage of different step and activities of anticipatory action.
• Ensure the safety and dignity of the people being filmed and obtain their consent in the format that will be provided by DRC.
• Use creative techniques and angles to make the visuals more engaging and informative.

Post-production:

• Edit the footage into a cohesive and compelling narrative, using music, sound effects, and graphics to enhance the storytelling.
• Ensure the quality of the videos and photos.
• Put titles and subtitles in each video. The subtitles will be English. Utilization of easy-to-understand and dignified terminologies.
• Incorporate sign language interpretation to the videos.
• Receive and address feedback and inputs from the team members to finalize the video throughout the process.

4. Roles & Responsibilities

• The consultant will be responsible to capture and showcase the best story for the videos production.
• The consultant will lead and execute the overall videos production process in close collaboration with Danish Red Cross.
• The consultant is responsible to ensure the selection of skilled team members and deliver quality final products.
• Ensure consent (GDPR consent forms) is received from individuals who are highlighted during the videos.
• Communicate with the assigned focal person from DRC on the agreed schedule.
• The consultant will be responsible for their own travel arrangements and logistics. The project team in the field will extend the required support if necessary.

5. Deliverables & Tentative Schedule

Deliverables:

• Inception report of a minimum of 4 pages which includes timelines, methodology, field plans, team member details and tools, etc.
• Two high-quality video documentaries (3-6 minutes long) showcase the key steps and activities to be performed after flood threshold is triggered in Babai Rural Municipality of Dang District and the positive impacts of the anticipatory actions. (Refer to Methodology section). The final deliverables two videos with English subtitles and sign language.
• Minimum nine shorter versions of the video for social media use, with captions and hashtags that maximize their reach and engagement.
• Original raw video and audio recordings captured during the video production.

The tentative consultancy period is for 1 June 2023 – 5 July 2023 requiring travel to the working district.

*Note: This is a tentative timeline that is subject to change. However, the delivery date for the final deliverable is fixed.

6. Skills and Requirements

• An experienced team comprised of a scriptwriter, videographers and others as necessary. The role of each member in the production process must be clearly expressed.
• At least three videos of relevant professional experience in producing videos and documentaries.
• A creative team who is passionate about storytelling and conveying messages through videos.
• Ability to collaborate and address inputs at each stage of production provided by the consortium members.
• Excellent knowledge of Nepali and English, and knowledge of local language and culture in the project area will be an asset.
• Knowledge of humanitarian communication, diversity and inclusion in team composition, previous work and experience will be given high priority during the selection process.

7. Financial Proposal

Submit a financial proposal in NPR including all applicable VAT/tax, with a detailed breakdown of cost and its related activity.

Format for financial proposal:

Tentative breakdown of cost (Two 3 to 6 minutes Video)

8. Travel allowance

The DRC will cover all travel and accommodation costs as per actual basis & food-max NPR 1800 per person per day.

9. Required documents

Interested applicant are requested to submit the following documents:

• 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.

10. How to apply:

Interested applicants are asked to submit:

• Submit a technical, financial, and timeline proposal demonstrating a thorough understanding of this ToR
• Submit detailed CVs and application letter showing why you are most suitable for undertaking the consultancy
• Submit names and contacts for 3 references

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

The full application package should be submitted to Ms. Aliza Baidya at aliza.baidya@ifrc.org no later than 18th May 2023. The incomplete application in all respect and applications submitted after deadline will not be considered.