Terms of Reference (TOR): Photos and Video Documentary Development

TERMS OF REFERENCE (TOR)

PHOTOS and VIDEO DOCUMENTARY DEVELOPMENT

Improved Food System Project

BACKGROUND

Kalika Self-Reliance Centre (KSSC-Nepal) in consortium with FORWARD Nepal is implementing Project “Grassroots Civil Society Organization as the Promoters of Improved Food System and Equitable Livelihood Opportunities-NPL1083-22” in partnership with Welthunghilfe (WHH) and with funding support from Bundesministerium für Wirtschaftliche Zusammenarbeit und Entwicklung (BMZ).  The project's overall objective is to improve the food and nutrition security of targeted 5000 households in three rural municipalities of Kapilvastu district, focusing on vulnerable groups (Dalit, Muslim, and OBCs).  

The project contributes to the empowerment of civil society to support the transformation pathway to resilient, equitable, and sustainable food systems at local, provincial, and national levels. The project's objective is to enhance livelihoods for improved food and nutrition security of 5,000 targeted households with a special focus on nutritionally vulnerable groups (Infants, young children, pregnant / breastfeeding women, and adolescent girls). It is intended that smallholder farmers and landless have improved availability and access to diverse foods, targeted households adopt improved nutrition, care, and hygiene practices, civil society organizations have strengthened capacities for community engagement and advocacy and governance systems are strengthened to address food and nutrition security at all levels.  5000 households will be directly involved in food and nutrition security interventions (4500 smallholder farming households and 500 landless households).

OBJECTIVE OF THE WORK

The objective is to hire a consultancy firm that will be responsible for documenting all the evidence of the best practices through high-quality videos and photos, and disseminating solutions and lessons learned from the NPL 1083-22 Project.

This will ultimately be used to improve the food and nutrition security of targeted households in three rural municipalities of Kapilvastu district, focusing on vulnerable groups through the empowerment of civil society to support the transformation pathway to resilient, equitable, and sustainable food systems at local, provincial, and national levels.

SCOPE OF SERVICES

The requested scope of services encompasses the following activities to support the transformation pathway to resilient, equitable, and sustainable food systems at local, provincial, and national levels. This initiative aims to enhance food and nutrition security for targeted households in three rural municipalities of Kapilvastu district, with a particular focus on vulnerable groups through the empowerment of civil society.

a) Policy Review

• Conduct a comprehensive review of various policies and plans implemented by the Government of Nepal aimed at promoting food system transformation including Project Proposal (NPL 1083-22).
• Examine and ensure familiarity on  traditions, cultures and customs, and practices, with a particular focus on their impact on food security and local livelihoods.
• Analyze reports and publications related to food systems, traditions, and agricultural practices to integrate cultural aspects into food system transformation efforts.

b) Script Development

• Draft and share the script with KSSC-Nepal and FORWARD Nepal before actual field movement and also after recieveing feedback after submission, and refine the narration based on final approval.

c) Field Visits

• Undertake trips to designated areas to develop the script for the documentary.
• Obtain Prior Informed Consent (PIC) from individuals and communities featured in the video.
• Engage with Project participants, including small-holder farmers, and landless youth trained with Vocational education, 15-49 yrs WRA, relevant stakeholders, and government officials to understand and highlight the efforts of project intervention in the lives of targeted people in ensuring food and nutrition security.

d) Video/Photo Shoot

• Capture video footage in line with the finalized script.
• Ensure authentic representation of community members and locations of the Project Area (Suddodhan RM, Mayadevi RM & Yashodhara RM of Kapilvastu District).

e) Documentary Production

• Ensure adherence to high market standards, featuring high-definition, fast-paced, and vibrant visuals.
• Incorporate stylistic elements such as the KSSC-Nepal logo and appropriate acknowledgments.

f) Production Process

• Manage the entire film production process, including writing, filming, editing, and voicing/narration.
• Ensure the final product complies with broadcast standards and is delivered in HD format (16:9).

g) Equipment Utilization

• Utilize high-definition video cameras and professional editing software for recording and editing.

h) Draft Submission

• Prepare and submit video documentaries to KSSC-Nepal and FORWARD Nepal for final review and feedback.

i) Documentary Finalization

• Incorporate feedback received from KSSC-Nepal and FORWARD and finalize the documentaries for publication.

j) Aerial Footage Collection

• Capture high-quality aerial footage using drone cameras for the destinations of the project area (Suddodhan RM, Mayadevi RM & Yashodhara RM of Kapilvastu District)

k) Copyright Compliance

• Ensure that all produced videos do not violate copyright, trademark, moral rights, or privacy rights of any individual or organization.
• Maintain respect for publicity and intellectual property rights, with strict adherence to copyright laws.

l) Video Ownership

• All rights to the videos produced will be retained by KSSC-Nepal, FORWARD Nepal, WHH.

m) Budgetary Constraints

• Funding will be allocated based on the selected quotation by KSSC-Nepal.
• The contractor shall not be responsible for providing services beyond the agreed budget and will not bear additional expenses outside the contract period.

n) Documentation of Communication

• All notices, requests, and acceptances under this agreement must be provided in writing.
• Communication will be considered effectively delivered upon receipt at the specified address.

o) Confidentiality

• The consultant agrees not to disclose any videos or related information without prior approval from KSSC-Nepal.
• Confidentiality must be maintained regarding all aspects of the agreement.

For the Self Declaration # स्व घोषणापत्र, Please click on the link below:

Link: https://drive.google.com/uc?export=download&id=1rtV3nfTmzouF9-MlBbE7BptLqZq62IYY

KEY  DEVERABLES: 

The Contractor is required to produce high-quality videos and photos highlighting best practices of the project themes, aligning with the Project's outcomes. Following are the key deliverables that the contractor must submit to the KSSC-Nepal

• Inception report after the first orientation of the contractor’s proposal, along with methodology (script) and timelines covering all  themeatic areas [Agriculture   and livelihood interventions, Nutrition interventions, Advocacy-related activities]
• Provide final script of each vidoes in B-roll form. 
• Provide impact level 10 short videos (2-3 minutes of length), 5 short reels (30 seconds), and 1 long video (20-25 minutes). The video should be in two different languages (Awadhi and Nepali) with English subtitles. High-quality cameras must be used. Use of drone during video capturing will be an advantage.
• Each video should have a sign language speaker in the corner.
• The long video should be broadcasted on the National television in prime time. The consultant must demonstrate prior experience or linkage with television networks.
• Submit the final videos in editable format as well. 
• Develop and submit high-quality photos. Provide 50 high-quality action-oriented photos.
• Submit raw footage, photos, and completion report.

TIMEFRAME/SCHEDULE

• The selected consultant(s)/consulting firm will be expected to sign a contract with KSSC Nepal and commence the activity on 15th Aug 2025. 
• The contract will be effective for a period of 1 year from the date of contract signing. During the contract period, the consultant is expected to visit project sites as per the project’s needs to cover various events and aspects of the project. 
• A minimum of 4 visits must be conducted by the consultant during the contract period; the frequency of which will be mutually decided between the project team and the consultant.

EXPERTISE OF THE CONSULTANT/CONSULTING FIRM

• The consultant or consulting firm claims expertise in developing communication strategies, creating multimedia content, and mobilizing mass media
• The team leader must have  at least five years of experience in video documentary development in various themes. Preferences will be given to consultants with prior work experience with I/NGOs in video documentary development, and have a good understanding of development and humanitarian programs and issues.
• The consultant or consulting firm should have excellent English language skills, both in writing and speaking.
• Previous experiences working in similar geography and community setting of Kapilvastu district, and fluency in Awadhi will be an advantage. 

TECHNICAL FINANCIAL OFFER AND LEGAL DOCUMENTS

• Technical proposal including a brief description of the overall project  plan including methodology, materials, tools, activity plan, timelines etc.should be sent to KSSC-Nepal through email (ksscnepal.procurement@gmail.com). The technical proposal must not exceed 6 pages. 
• Financial offer detailing the proposed budget for the activity should be sent separately. It should state the fees per working day (plus applicable taxes), the number of working days proposed, materials costs, and any other costs.
• CVs of team leader and team members.
• Legal documents (registration & tax clearance in case of consulting firm and PAN/VAT registration card for individuals). 
• Organization profile
• Sample reports of similar activities conducted by the organization/team leader (if available).
• Sample videos of previous works will be an advantage

The deadline for submission of proposal will be within 15 days from the date of publication of the request for proposal (RFP).