Terms of Reference (ToR) for Consultancy Service for video and photo documentation for RAIN Programme

Terms of Reference (ToR) for Consultancy Service for video and photo documentation for RAIN Programme

1. Introduction

1.1. PIN Nepal Overview  

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars.

1. Emergency response and recovery
2. Climate resilience, and
3. Civil society and inclusive governance

PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has become one of the pioneer organizations advancing programmes such as landslide disaster preparedness and early action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Under the Climate Resilience Pillar, PIN is implementing Pratibaddha and RAIN projects across several districts in Sudurpaschim, Karnali, Lumbini, Madhesh, and Bagmati provinces, supporting early warning systems, early action, community preparedness, and climate-resilient local decision-making.

1.2. RAIN Programme

RAIN (Resilience, Adaptation and Inclusion in Nepal) programme is funded by UK International Development, led by People in Need (PIN), co-led by DCA in Nepal, Community Self Reliance Centre (CSRC), Prerana - Support Group for Participatory Development, LI-BIRD, Youth Innovation Lab and technical partner Red Cross Red Crescent Climate Centre and UK Met Office. 

The programme aims to enhance climate resilience in Nepal’s Madhesh and Lumbini Provinces, regions frequently affected by floods and other climate-induced hazards. RAIN focuses on strengthening the capacity of vulnerable communities to better anticipate, prepare for, and respond to these risks. A central pillar of RAIN is the strengthening and promotion of Early Warning and Early Action (EW-EA) at the grassroots level.

2. Objectives and Scope of Assignment 

The Primary objective of this assignment is to produce high-quality visual documentation, and visibility materials (including videos, and photos) that highlight the learning, best practices and key initiatives of RAIN programme across its working areas. This will cover four thematic areas of the programme:

• Inclusion and Localization: (GEDSI mainstreaming through Disability Screening Camps, promoting the principle of “Leave No One Behind” and marginalized framework of PIN  
• Locally Led Early warning and Early Action 
• Access to Shock Responsive Social Protection through use of landless data: 
• Inclusive Evacuation, Safe Shelter Development and Community-Led Safe Shelter Management. 

3. Key Deliverables  

The specific objectives are as follows:  

A. Produce one high-quality final video of a maximum of 10 minutes in a storytelling format of proposed thematic areas, and best practices. 

• Prepare script and narration that is mutually agreed by PIN for overall video documentation.
• Visit the project working areas in Lumbini and Madhesh Provinces (Kapilvastu, Banke, Rautahat, Sarlahi, Siraha, Mohatari and Dhanusha district).as suggested by PIN and conduct interviews, capture video footages, with the targeted groups/stakeholders/beneficiaries to get the context required for the documentary, drone shots of the shelter, Nature based Solution intervention areas, floods (if occurred during the contractual timeline)
• Produce a final high-definition videos (1920 × 1080 pixels) ensuring that contents are well edited, documented and ready to be shared. 
• International Sign interpretation and subtitles to ensure inclusivity. 
• Videos should have subtitle in English and voice over in English and Nepali. 

B. Produce three videos for social media (Facebook, Instagram, LinkedIn and YouTube) on the agreed themes (shared in Objectives and Scope of Assignment), tentatively 3-5 minutes each on the work that has been done in the Madhesh and Lumbini Provinces

• Prepare script and narration that is mutually agreed by PIN for the concept.
• Produce high-definition videos (1920 × 1080 pixels) ensuring that contents are well edited, documented and ready to be shared. 
• Videos should have subtitle in English and Nepali and voice over in Nepali and English.
• Incorporate International Sign Interpretation in all videos. 

C. Photo book 

• 200 high-quality photos representing key moments, portraits, quotes and activities of the project.
• Accompanying descriptions, infographics, and quotes that provide context and insight.
• Full photobook design approximately 80 pages ready for printing in A4 size and a digital version for online publication and sharing. 

The consultant will work closely with the communications team and programme team to ensure alignment with project objectives and to refine the video and photobook concepts.

4. Reporting Line 

The consultant will work closely with the Communication and Advocacy manager. 

5. 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.

6. Experience and Qualifications

The consultancy/Firm should have more than 3 years of experience in similar project with strong background in:

i. Video Production and Editing:

• Proficiency in script writing, filming, editing, and post-production processes.
• Expertise in creating professional-quality videos that are visually engaging and informative.
• Experience in incorporating subtitles and sign language interpretation into videos.
• Familiarity with various video formats and platforms for distribution.

ii. Creative Direction and Concept Development:

• Ability to develop and refine video concepts that align with project objectives.
• Creative in script writing and conceptualizing.
• Strong creative vision to showcase the core elements of the RAIN programme in a storytelling format

iii. Photography:

• Proven experience in capturing high-quality, compelling photos that tell a story.
• Expertise in selecting and curating images that reflect the essence of the project and its impact.
• Ability to work with interview subjects and gather relevant quotes and insights for the photobook.

iv. Graphic Design:

• Strong design skills for creating a visually appealing photobook.
• Proficiency with design software (e.g., Adobe InDesign, Photoshop, or similar) for layout and final photobook design.
• Attention to detail for preparing the photobook for print, ensuring proper formatting and high-quality output.

v. Project Management:

• Strong organizational skills to coordinate multiple video production and photography tasks.
• Ability to meet deadlines and collaborate with the communications team to ensure timely completion of all deliverables.
• Excellent communication skills for gathering input from the team and stakeholders.

vi. Audio:

• The consultant should use original and/or royalty free audios/music
• No copyright audio should be used to produce these videos.

7. Duration of Assignment 

The project duration will be from 1st September 2026 to 30th January 2027 (including all the deliverables). The location of field visit will be mainly in Kapilvastu, Banke, Rautahat, Sarlahi, Siraha, Mohatari and Dhanusha district. The field visit must be carried out at least two times during the assignment period: one during monsoon period/ anticipated flood and another before or after monsoon based on the situation. The consultancy firm will submit a detailed work plan schedule which will be approved by PIN.

8. Intellectual Property   

All the produced videos and photos will belong to People in Need and will be credited with Photographer or videographer or company Name/People in Need in all publications and places where it is possible to give credit.  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 PIN’s Communication and Advocacy Manager in Nepal.

9. Ethics and safeguarding  

The consultant needs to strictly follow PIN’s ethics and safeguarding approach to the assignment, which protects participants from any form of harm. To this end, in terms of procedural ethics, during the entity of the assignment, the following will be ensured:  

• Maintain the database in the designated folder with access limited to the project team.  
• Follow the PIN’s data protection policy, Media Policy and Safeguarding Policy. 

10. Evaluation Criteria

A. Price (40%)

The evaluation result of this criterion equals the following formula: Price A/Price B * criteria weight. Price A = lowest price from all submitted offers; Price B = actual price offered by the tenderer.

B. Quality (60%)

The bids will be evaluated by a procurement committee considering the following criteria for a technical proposal. The total marks of the technical evaluation will be 60 whereas the weightage is given below:

The evaluation result of this criterion equals to the following formula: Points B/Points A * criteria weight. Points A = highest points score from all; Points B = actual points score received from committee.

11. Payment Terms 

PIN will provide the consultancy fees in three instalments, the first instalment (40%) will be provided immediately after the signature of the agreement, the second instalment (30%) will be provided after the submission of the 3 short videos, and the third instalment (30%) will be provided after the submission of all deliverables. As per GON policy, tax shall be deducted from the contractual amount.

12. Documents required 

Consultancy firms are required to submit the following: 

• Letter of interest 
• Submit a technical proposal which includes objectives and method with detailed timeline/tentative work plan.
• Submit a financial proposal in NPR including applicable VAT/TAX with detailed breakdown of the cost. The proposal should provide a detailed breakdown of all costs, including accommodation, field travel, transportation, and any other expenses related to the assignment.
• Team composition and their CV. Only include the ones who will be directly involved in this project.
• Company/firms registration certificate (if represented by company/organization) 
• Copy of PAN/VAT registration certificate. 
• Tax clearance Certificate (2081/82) or latest)  
• Tax exemption certificate (only if available in case of non-profit organization) 

Interested individuals/firms are requested to send their application by 20th August 2026 to nepal.securebids@peopleinneed.net