Terms of reference ToR for documentary (Videography & Photography Service Provision)

Terms of reference ToR for documentary

(Videography & Photography Service Provision)

1. INTRODUCTION

About Forward Looking (FL)

Forward Looking, an NGO working for the person with disabilities (PWDs) to improve their quality of life through education support and economic empowerment. It has been implementing the Education Support Project (ESP) with grant support from Felm, Nepal.

The project aims to contribute to create an environment for the access to quality education for PWDs. Through the interventions of this project activities, ultimately the persons with disabilities have improved their dignified life, self-reliance and increases equal access to development benefits and services. Children with disabilities (CWDs) have increased their reach to quality education in an accessible educational institution. Persons with disabilities have improved their socio-economic status in conducive environment to enjoy their rights. Institutional and organizational capacity strengthened for policy, advocacy and disability inclusive development. The project has implemented in Kathmandu, Lalitpur, Dhading, Gorkha, Kaski, Baglung, Banke, Kailali and Surkhet districts.

2. Objectives

The overall objective of this assignment is to:

• Document project achievements, success stories, and key achievements through high-quality video and photographs.
• Produce a short documentary film and a photo archive that can be used for reporting, advocacy, awareness, and promotional purposes.

3. Scope of Work

The selected service provider will be responsible for:

i. Videography

• Shooting project achievement, interviews with beneficiaries, staff, and stakeholders.
• Capturing both planned and field-based activities (training, meetings, home visits, etc.).
• Editing and producing a professional documentary (10–20 minutes) and shorter clips (1–5 minutes) suitable for social media.
• Including subtitles, background music, voice-over/narration, and branding (logo, captions with sign language.

ii. Photography

• Capturing high-resolution photographs of beneficiaries, project interventions, and events.
• Providing edited, captioned photos suitable for reports, publications, and social media.

iii. Deliverables

• One full documentary film (10–20 minutes).2–5 short thematic clips (1–5 minutes each).
• Minimum [X] high-resolution edited photographs with captions.
• Raw footage and original photo files.

4 Time frame and location of the assignment:

• The assignment will begin from 1st of November and terminate on 10th December. The specific activities have been provided below.

• Fieldwork will be conducted in Particular and potential areas of Kathmandu, Lalitpur, Dhading, Gorkha, Kaski, Baglung, Banke, Kailali and Surkhet districts.

5. Expected Outputs

• Professional, rights-cleared, and ready-to-use documentary and photos.
• Materials that reflect the voices and realities of beneficiaries with sensitivity, dignity, and inclusiveness.

6. Qualifications of Service Provider

The consultant/company should have:

• Proven experience in professional videography and photography (portfolio required).
• Experience working with NGOs, development projects, or social causes.
• Technical expertise in video editing, subtitling, sound design and sign language.
• Understanding of disability-inclusive communication will be an advantage.

7. Submission of Proposal

Interested applicants are requested to submit:

• A brief technical proposal outlining methodology, work plan, and equipment.
• Financial proposal with breakdown of costs.
• Portfolio of previous similar work.
• Profile/CVs of key personnel.

9. Payment Modality

• Payment will be made in 2 installments – e.g., 40% upon signing contract, 60% after final approval of deliverables.

10. Submission of Technical and Financial Proposals

The potential and interested firms/consultants must submit technical and financial proposals sharing their keenness to conduct the Videography & Photography Service Provision of Forward Looking in the email address (thapasurya143@yahoo.com or info@flooking.org.np). The deadline for the submission of technical and financial proposals is 23rd October 2025. The documents required for the submission are as follows:

• The technical proposal along with the CVs of key personnel of the team.
• Organization Documents (in case of firm)
• Financial proposal
• Cover letter expressing interest and potentiality for the final evaluation.
• PAN/VAT certificate.

10. Ethical Considerations, Safeguarding, and Child Protection

The evaluation must fully comply with the ethical, safeguarding, and child protection policies of Forward Looking and Felm. The evaluator 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 evaluation must be approved by Forward Looking and Felm.

Do No Harm: Evaluators 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 persons with disabilities, psychosocial conditions, or minority backgrounds.

Safeguarding Compliance: Evaluators 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 evaluator agrees to uphold these standards throughout all stages of the evaluation.

Intellectual property, Copyright and Ownership as well as use of findings

All data, reports, and materials produced during the evaluation are the property of Forward Looking and Felm Nepal. The evaluator may not use, share, or publish any content beyond this assignment without prior written consent.

Forward Looking and Felm Nepal reserve the right to use and disseminate the findings for internal and external purposes. Unauthorized use by the evaluator may result in contractual or legal consequences.

Obey of Anticorruption Policy:

Forward Looking is committed to the highest standards of integrity and transparency. As part of our strict anti-corruption policy, we do not tolerate any form of bribery, fraud, or misuse of resources. All consultants and partners engaged in the final evaluation are required to adhere to FL’s anti-corruption guidelines, ensuring that all activities are conducted ethically and in compliance with our core values. Any suspicion or evidence of corruption must be reported immediately. FL promotes a culture of accountability and expects all evaluation team members to uphold these principles throughout the assignment.

The tender can be rejected or the contract terminated if the contract arrangement or the implementation of the contract involve bribery or corresponding unlawful activity