Terms of Reference – Expression of Interest (EOI) Development and documentation of Knowledge Product ENGAGE Project

Terms of Reference – Expression of Interest (EOI) Development and documentation of Knowledge Product ENGAGE Project

1.  Background

VSO began its operations in Nepal in 1964. Using its unique Volunteering for Development approach VSO has brought thousands of people together over the years to generate insights, ideas and, above all, action on eliminating poverty and different forms of exclusion. Through our unique Relational Volunteering approach, VSO projects integrate the expertise and passion of national, international and community volunteers to deliver lasting impacts in development with specific focus on marginalised communities.

The proposed development and documentation of knowledge products consultancy work targets Empowering a New Generation of Adolescent Girls with Education in Nepal (ENGAGE) project to showcase project learnings and outcomes. The ENGAGE project aims to help improve learning opportunities and outcomes for thousands of highly marginalised out of school marginalised (OOSM) girls and children with disability. 2,525 girls will be bolstered with new skills for learning and employability, experience new-found confidence and self-esteem, and become able to influence and control their own sexual and reproductive health, entrepreneurship, protection and safeguarding. Till date, the project has

• Empowered the out of school (OOS) 10-19 years marginalized girls and children with Disabilities through literacy, numeracy, formal education and entrepreneurship.
• Supported to increase the parental support and engagement for promoting children’s learning
• Promoted gender-responsive and child friendly learning through developing and utilizing teachers’ capacity and providing mentoring and coaching support to the teachers and primary actors by mobilizing international and national volunteer experts.
• Supported primary actors in developing life skills through Personalized Social Support (PSS) scheme.
• Supported different levels of government on policy, planning, programming and data base management to enable them developing and implementing evidence based plans and programme aiming to mainstream inclusive education.

2.  Objective

Document and promote the successes and lessons from the ENGAGE project for various audiences which will include key information as follows:

• Effectiveness of the project to address the educational and skills need of highly marginalised out of school (OOS) girls and children with disability
• Effectiveness of mentoring, coaching and PSS in girls promoting girls education and their learning achievements
• Demonstrate how effectively project learnings are documented and utilized

The above-mentioned content should be incorporated in all formats of the Documentation and

Knowledge Products:

• 3  short video (2-3 minutes) capturing major outcomes/stories from the project
• A story book (collection of stories- 10 stories at least)
• A consolidated documentation from previous learnings/reports with infographics-5 learning documents.
• 3 media pieces/article (to be published in national English dailies)

These all products must follow VSO visibility and brand requirements.

3. Deliverables:

3.1 Videos( 3 short video which include)

• Inception report which includes scripts/storyboard and work plan
• Approval before preceding
• Develop the concept of video (visual style + a visual idea of the activities that will be filmed + musical style)
• Approach/scale detailed plan. This must include interviews with # of persons (community, government, staff, volunteers and other stakeholders).
• Shot List – ie, planning of shoots including B roll footage (in conjunction with VSO team members; some travel may be required)
• Shooting raw digital video footage and still photos including purchased stock photography and b-roll according to the Shot List
• Score selection – Find and acquire/adapt as needed music files (copyrights license to music if applicable)
• Edit into two lengths of format with music (dual English/Nepali language subtitles and voiceovers where necessary)
• Package and delivery
  • Final formats: 1) HD, 2) non-HD versions, and 3) Web-ready versions
  • Design and print DVD jewel case cover and output 2 DVD copies
  • Archive package of all usable footage including production design files and B roll.

3.2 A Story Book (10 story)

• Consulting firm required to collect these stories from field and document them as a story book
• All stories and book branding must be approved by VSO

3.3 A consolidated documentation from previous learnings/reports with infographics

• There will be at least 5 learning documents/papers prepared based on the reports/reference documents provided by VSO.

3.4 Three media pieces/article (to be published in national English dailies)

• These pieces are based on project learnings and outcomes which needs to be approved by VSO before publication.

4.  Production Process

• Obtain briefing on the project from VSON
• Review VSO brand guidelines and representative samples of compelling videos from around the VSO network.
• Submit proposed project work plan and timeline for approval
• Meet with national and district-based partners, government agencies, I/NGOs.
• Interact with local community members (including primary actors) in various municipalities
• Deliver proposed storyline, plan VSON for feedback and approval
• Coordinate to shoot required footage and images and collect data/anecdotes as required
• Deliver draft of all products for VSON for feedback and approval
• Handover all assets including final files, raw footage, and layered production files (including music)

5.  Reporting Line

The Consultant will report to VSO Nepal’s Mr. Shyam Krishna Mandal, ENGAGE Project Consortium Manager.

6.  Equipment for the Assignment

All the equipment needed for this assignment will be provided by the contractor, no equipment to be purchased under this assignment.

7.  Required Qualifications and Experience

The consultancy firm will be required to have;

• Minimum 3 years’ experience in learning documentation and video production both in production and post-production at national and international level standards
• Must have proven track record in all required areas of expertise including script writing, planning, cinematography, editing and mixing for videos
• Extensive experience in storytelling, documenting and producing documentaries for international development organizations. Experience in Disability and Inclusion is preferred.
• Ability to remain positive, upbeat, and hopeful in challenging development settings while also being respectful of the plight of those suffering
• Well-equipped with updated software and hardware to ensure smooth and high-quality documentation and video production.
• Additional experience in development communication will be an added advantage.

8.  Duration of Assignment

The consultancy period will be for a period of two months effective from contract signing date.

Consultant will submit a detailed work plan schedule which will be approved by VSON.

9.  Remuneration and Payment Procedures

The consultancy firm’s payment will be based on the financial proposal developed for this consultancy. The estimated budget for this work is as per VSO rules and should covers the inception, video/data collection, documentation and reporting for the documentation and knowledge products development. This budget should be inclusive of all costs covering team member costs, travel, study costs and any other costs associated in the completion of the work including where required costs for reasonable adjustment. Bidders are required to organize and fund their own duty of care arrangements as required. Please provide a fully costed proposal in the form of a price schedule that as a minimum should include:

• Sub-total of fees for the delivery of any task or deliverable;
• Sub-total for number of days per partner organization (as applicable);
• Expenses and overheads broken down by the project cost categories
  • [Recipient to provide];
• Reasonable adjustment costs; and
  
• Total costs before and after any taxes that are applicable.

Payment will be made in two instalments:

a.  1st instalment of 30% payment will be made upon signing the contract and completion of Inception Workshop

b.  2nd instalment of 30% will be made after submission of all draft of specified 4 deliverables.

c.  Final installment of 40% will be made after successful delivery of the final approve products to VSON.

10.  Intellectual Property

The contract will be work for hire. Therefore, all planning and work products and all final outputs of this project will be the property of VSON. Except for purposes of this assignment, no information about the planning or production of the videos may be disclosed or used by the consultant without the written permission of the VSON Monitoring, Evaluation and Communications Manager.

11.  Application Procedure

Consultancy firms are required to submit the following:

• Letter of interest (LOI)
• Technical proposal which includes objectives and method with detailed timeline.
• CVs of professional personnel proposed for the project
• Financial proposal indicating consultancy fee and a breakdown of expenses.
• The technical and financial proposals must be submitted separately.
• Copy of company registration certificate (not required for independent persons/freelancers)
• Copy of PAN/VAT registration certificate, Business PAN/VAT for individual
• Copy of Latest Tax Clearance Certificate of FY 076/77
• 3-5 sample of previous productions in line with the technical and creative requirements of the project.

Application submission

The submission closed date is 30th July 2021.

Submissions should be addressed to: procurement.nepal@vsoint.org