Terms of Reference to Prepare Video Documentary of SAMAHIT Project

Terms of Reference to Prepare Video Documentary of SAMAHIT Project

1. Background:

KOSHISH is a non-government organization, established in 2008, and working for the promotion of mental health and psychosocial well-being in Nepal. KOSHISH has been implementing the SAMAHIT project in partnership with FELM in Karnali and Sudurpaschim province since 2022. The project aims to mainstream mental health and psychosocial disability in government plans and policies through advocacy by the right holders.

Persons with mental health problems and psychosocial disabilities continue to face discrimination, stigma and stereotypes; which has been exacerbated by existing discriminatory laws; legal and social barriers in Nepal.  Such situation constitutes a violation of their human rights as guaranteed by the UN Convention on the Rights of Persons with Disabilities (UNCRPD) and other relevant national and international frameworks.

The meaningful inclusion of persons with mental health problems and psychosocial disabilities within families and communities remains a significant challenge, primarily due to persistent stigma and stereotypes. These barriers continue to restrict their access to financial resources, skill development opportunities, and broader social participation. Despite some efforts, government initiatives remain not sufficient in effectively addressing and integrating their needs into national and local plans and policies.

To bridge this gap, the SAMAHIT project has been actively working at the grassroots level, engaging directly with persons with mental health problems and psychosocial disabilities. The project has facilitated the formation of Peer Support Groups, providing a safe space for individuals to discuss issues related to mental health, well-being, and disability rights. In parallel, the project has been working closely with family members, community members, and local groups to raise awareness and sensitize them about the stigma associated with mental health and psychosocial disabilities. These efforts aim to foster greater understanding and promote the meaningful inclusion of persons with mental health problems and psychosocial disability within their families and communities.

Another key component of the project is advocacy targeting local, provincial, and federal governments to ensure the mainstream of the issues related to mental health problems and psychosocial disability into government plans, policies, and budgets. In addition to government engagement, the project has actively collaborated with various stakeholders, including the National Federation of the Disabled Nepal (NFDN), the Federation of Journalists, the National Human Rights Commission (NHRC), and the Planning Commission, to strengthen collective efforts in advancing the rights and inclusion of persons with psychosocial disabilities.

2. Objective of the Task ( video documentary):

The main Objective of the task is:

• The purpose of this consultancy is to conceptualize, produce, and deliver a high quality video documentary of the SAMAHIT project by capturing the project results, achievement, best practices  and changes  in the project area (Dhangadhi Sub Metropolitan city of Kailali and Birendranagar Municipality of Surkhet)

3. Scope of the Task and Deliverables:

The result matrix (outcome and outputs) will be taken as the main basis of the task. The video documentary process encompasses the necessary actions to collect and capture the project results, achievements, and impacts in:  

• The lives of persons with mental health problems and psychosocial disability
• Family and community including short background of SAMAHIT Project.
• Duty bearers (with special focus on municipal authorities and ministry of social development)
• Policy advocacy and changes
• Major interventions carried out by the project and result made in individuals, Peer support Groups, OPD,  and duty bearers
• Grass root momentum, capacity building and advocacy, livelihood and skill development support to the right holders.
• Perceptions of the duty bearers on the issue of mental helath and psychsocial disability  
• Perceptions of community people, family  on the issue of mental helath and psychsocial disability. 
• Individual bytes and case stories.
• And overall, processes and best practices for these changes.

In addition, the consultant will deliverables following activities:

• Review of the project documents and other relevant documents and interact with project team to have clear understanding of project.
• Conduct preparatory workshop with KOSHISH team
• Prepare an inception report / Story Board  based on the review of the document and interaction with KOSHISH team.
• Prepare draft documentary scripts, methodologies, time schedule, and process to carry out documentary process.
• Review and finalize the documentary script after collecting feedback from KOSHISH team.
• Prepare the detail respondents of the videos and field visit plans.
• Project site visit for capturing videos, photos, bytes etc covering all project areas as per agreed plan by using high quality cameras and other instruments technology.
• Capture 30 – 40 action-oriented, project-based photographs.
• Prepare two documentaries separately one 15-20 minutes, capturing project achievements and another 3-4 minutes short video highlighting project key activities and achievements.
• The production process should include color correction, graphics, typography and alignment, copyright-free music, and on-screen text designed according to KOSHISH’s standard colors and branding guidelines. 
• Incorporate the caption (in English) and sign language in the prepared documentaries.
• Finalize documentary after incorporating all feedback received.
• The consultant will be responsible for ensuring ethical standards, obtaining informed consent provided by KOSHISH, and producing high-quality edited outputs in both English and Nepali.
• The consultant shall submit the final project file along with all raw footage and background music used in the production Phase.

4. Tendering and Selection Process

Selection Criteria:

Following are the criteria set to select the possible candidate:

• Technical Proposal (relevance, methodology, approach etc)- 40 %,
• Relevant experience and qualifications of the consultant/team -25 %, 
• Financial proposal (cost effectiveness and value for money) -10 %,
• Understanding of the project context and disability inclusion- 10 %,
• Proposed timeline and feasibility -15 %

5. Key Responsibilities of  KOSHISH:

KOSHISH will be responsible for the overall management and coordination for the toolkit development process. Specifically, KOSHISH will:

• Provide project-related information, coordination, documents including project plans, result matrix, and other relevant information.
• Arrange required meetings, and consultations with OPDs, duty bearers, community people, stakeholders and beneficiaries.
• Review and provide feedback on scripts, methodologies and tools.
• Provide the agreed amount as per the contract.

6. Assignment Period:

The tentative period of the assignment will be 30 calendar days including field visit, consultations, and report preparation.

7. Consultant Qualifications:

The consultant or consulting team must meet the following criteria:

• At least 5 years of experience in development of documentary, particularly in the sector of advocacy and disability.
• Degree or diploma in Film, Media, Multimedia, Visual Communication, or related fields.
• Strong portfolio with examples of high-quality videos demonstrating creativity, technical skill, and storytelling.
• Familiarity with NGO or social sector storytelling.
• Proficiency in speaking and writing in Nepali and English language.
• Readiness to adhere to the ethical principles working with person with mental health and psychosocial disability.
• Strong communication and collaboration skills to work with project teams.
• Enthusiastic, passionate and have aptitude to work in the field of mental health and receive feedback 
• Legal registration and renewal  PAN/VAT documentation.

8. Independence and Conflict of Interest:

The consultant must maintain independence throughout the proposed task process. Any potential conflicts of interest must be disclosed in writing prior to signing the contract. Failure to disclose conflicts may result in termination of the contract. If KOSHISH identifies a breach of this ToR, it will notify its partner organization (FELM) and initiate a joint discussion with the consultant to resolve the issue. KOSHISH’s management retains the final authority to make decisions, with documented justification.

9. Confidentiality:

All information obtained during the proposed task is strictly confidential and may not be disclosed, published, or cited without prior written approval from KOSHISH. The consultant must sign a confidentiality agreement as part of the contract.

10. Intellectual Property, Copyright, and Ownership:

All data, tools, reports, and other outputs produced during the proposed task are the sole property of KOSHISH. The consultant must transfer all materials to KOSHISH upon completion of the assignment. Use of project data or outputs for any purpose, including publications or presentations, is prohibited without KOSHISH’s explicit written consent.

11. Ethical Considerations, Safeguarding, and Child Protection

The proposed task must fully comply with the ethical, safeguarding, and child protection policies of KOSHISH and Felm. The consultant  is responsible for ensuring the safety, dignity, and voluntary participation of all individuals, with particular attention to vulnerable groups such as children, persons with disabilities, and marginalized populations.

Key principles include:

• Informed Consent: All participants must give informed, voluntary consent. For minors or individuals with limited capacity, assent and guardian consent are required.
• Confidentiality: All information must be kept confidential. No identifying data may be shared without prior written permission. Any use of data beyond this proposed task must be approved by KOSHISH and Felm. 
• Do No Harm: Consultants must avoid any emotional, psychological, or physical harm and ensure referrals to support services where needed.
• Respect and Inclusion: All engagement must be respectful, culturally sensitive, and inclusive of people with disabilities, psychosocial conditions, or minority backgrounds.
• Safeguarding Compliance: Consultant s must complete safeguarding orientation. Any violation of safeguarding standards will result in termination of the agreement.
• Data Protection: Data must be securely collected, stored, and disposed of in line with data protection laws.

By undertaking this assignment, the consultant agrees to uphold these standards throughout all stages of the proposed task.

12. Termination Clause:

KOSHISH reserves the right to terminate the contract with seven days’ written notice if the consultant fails to meet the agreed deliverables, timelines, or ethical standards, or if performance is deemed unsatisfactory. Termination will be documented with justification, and the consultant will be entitled to payment only for satisfactorily completed work up to the termination date.

13. Dispute Resolution:

Any disputes arising from this contract will be resolved through good-faith negotiations between KOSHISH and the consultant. If unresolved, disputes will be referred to mediation under the laws of Nepal. KOSHISH’s decision, made in consultation with FELM, will be final.

14. Anticorruption Clause

Both parties commit to upholding the highest standards of integrity and transparency, and agree to fully comply with anti-corruption policies and principles as respected and practiced by KOSHISH and FELM. Both parties shall ensure that no bribery, fraud, or any form of corrupt practices are engaged in or tolerated throughout the duration of this agreement. Each party commits to adhering to the anti-corruption standards and ethical practices upheld by KOSHISH and FELM.

Application Process

Interested qualified consultants/firms are invited to submit the following:

• A technical proposal including all the elements mentioned in methodology:
• A financial proposal outlining the cost structure including expected working days and cost of the team members
• Organizational Profile and CVs of key personnel highlighting relevant experience.
• Examples of similar work conducted in the past.
• Copy of legal registration and tax clearance certificates.

Application procedure

All the eligible Individuals/consultants, companies/firms are requested to submit the proposal along with the required documents via email procurement@koshish.org.np to KOSHISH's central office located in Balkhu, Lalitpur. The deadline for submission of proposal is 12-October- 2025 before 5:00 PM.