Video Documentary of Covid - 19 Impact on the Plainland Adibashi and Dalit

1. Background

HEKS/EPER is a Switzerland based International NGO supporting people around the world through 248 projects in Switzerland and 32 other countries. HEKS/EPER Bangladesh Office cooperates with PNGOs active in the field of development of rural communities (DevCo) and conflict transformation (CT). Our support is targeted at social, ethnic and religious minorities, especially Plainland Adibashi and Dalit communities in the Northwest part of the country. The country programme aims at the social inclusion of Dalit and Adibashi in Northwest Bangladesh through inclusive market development interventions and awareness & advocacy interventions striving for equal chances and equal rights for Adibashi and Dalit communities. The programme’s cross-cutting issues are resilience building, gender and conflict sensitivity. At the same time, we also provide emergency relief and aid under the supervision of HEKS/EPER International division of Humanitarian Aid (HA) in case any natural disaster occurs.

During COVID-19 outbreak HEKS/EPER has observed that its Adibashi and Dalit communities in the Northwest are suffering in a wider range, which has impacted over their life and livelihood a lot from short to long range.. HEKS/EPER wants to capture the situation of plainland Adibashi and Dalit communities which is prevailing because of the outbreak of pandemic COVID-19 and how they perceive it and what are their strategy to cope with new normal situation. This assignment it requires to hire a firm/ an individual for developing a documentary on Dalit and Adibashi life, livelihood and susequently impact over the COVID-19.

2. Overall Objective

The overall objective of this assignment is to develop a video documentary to see how COVID-19 adversely affected the rights violation and livelihoods of  of the Plainland Adibashi and Dalits communities women, men, girls, boys, aged & people living with disabilities.

2.1 Specific Objectives

• To capture the perception of plainland Adibashi and Dalit communities about the pandemic of COVID-19
• To see the impact over current livlihood, income, food security, alternative livlihood options etc.
• To capture the struggle and coping mechanism of D/A may face in this COVID-19 pendemic situation relating on their access to rights on education, health, public services, justice,  and other entitlements.
• To capture the struggle of  women of Adibashi and Dalit communities and their special coping mechanism (any kind of gender-based violence issue) with the pandemic situation?
• To learn how they are coping with the new normal situation as well life reagarding employment, jobs, business etc.
• To document and explore new oppurtunities for them in new normal life.

3. Scope of the work

The video needs to be designed and developed in close collaboration with the HEKS/EPER Office Bangladesh (HOB) and the implementing partners as well as under the direct intervention of HOB funded PIDIM Project Coordination Committee (PCC). The documentary is aimed at community members with no or very little formal education and thus the production should be appropriate to this audience.
The following are the major tasks to be carried out under this TOR:

• After winning the bidding process, PIDIM will invite the agency for an introductory meeting immediately at HOB, Dhaka office
• Conceptualization of the assignment and submission of methodology and timeframe
• Field visit and consultation with D/A community
• Preparing the concept and script with key messages and finalizing by the approval of HOB.
• Video shooting at the community, voiceover, editing, gfx and color correction as required
• Present the rough cut of the video to the project for review and inputs
• Share the draft video with the Project Coordination Committee (PCC) to get their feedback
• Revise the video based on inputs from the PCC, HEKS/EPER and the project team
• Submit revised video in Bangla with English subtitles as required
• Complete production of video with printed cover
• Submission of the final video documentary in  .WebP, mpeg-4 and DVD format. Mpeg-4 format should include different quality version i.e. HD, FHD, 4k etc.
• On-air through renowned TV channels, social media.

4. Expected Outputs and deliverables

• A concept and script in both English and Bengali with key messages (the script must fulfill the points narrated in the objective section.) of the audiovisual documentation will be submitted to the HOB. In consultation with HOB focal person.
• The consultant will modify & resubmit the script, shooting plan, casting if required within 5 working days. And finalized script for the documentary including inputs from HEKS/EPER
• Master copies of both products in high quality cassettes and 50 DVDs branded with HOB and PIDIM project name with individual high quality boxes.
• Master copy of audiovisual and TVC (Final Cut)
• Master copies with English sub-title (Final Cut)
• Master copies without sub-title (Final Cut)
• Data files MP 4 with sub-title
• Data files MP 4 without sub-title
• Master audiovisual files on the product
• All versions must be suitable for - Broadcast on TV channels; Conference presentations on large screens; Internet and mobile internet use through platforms such as website, YouTube, and Facebook
• Web optimized version for all outputs
• On-air of the documentary with good number of viewers.

4.1 Language: Two versions in Bangla and English. Bangla version of final audiovisual but one with English sub-titles and one without.
4.2 Picture, Light & Sound quality: International broadcasting standard. And collection and recording of information and data:
4.3 All raw footages and  original sound score will be submitted seperately. All outputs must be original and copyright laws must be followed strictly.

5. Duration of the Product:

The length of final audiovisual document will be approximately 03 Minutes and TVC (commercial views) will be 15/30/60 seconds in line with the documentary.

Equipment (Preferable):

Video equipment to be hired and used by vendor includes a camera with high definition capability (1080i Display Standard: 1920x1080 pixel: Full HD), four lenses (including a 50 prima for interviews), an adequate lighting set and a sound recording device. Sound should be taken through XLR input and a lapel mic (similar to PMC77) should be used for interviews, rather than a wireless mic. Multi-Cam filming capacity.

The consultant will lead the video production, shooting and editing. Logistics (Camera, equipment, editing panel, camera man and team) will be under the consultant’s responsibility. The consultant will incorporate aerial shots to stablish the stories using drone, as per requirement and demand of the story. Attractive background music has to be added.

6. Completion criteria

• Finalized video documentary approved by the HEKS/EPER.
• All raw b-roll footage to be submitted.
• Signed document specifying that the HEKS/EPER has worldwide broadcast rights to use the footage.
• Edited general views of the areas (HD, 16:9 aspect ratio, Mp4 or MOV format).
• Translated, time-coded, shot-listed, edited footage of the film (HD, 16:9 aspect ratio, Mp4 or MOV format).
• Finished and finalized VNR in HD, 16:9 aspect ratio, Mp4 or MOV format for the assignment.
• Translating, time-coding, shot-listing and editing.
• A set of still photographs (minimum 30), people, audience to be included.

7. Special terms and conditions

• All material and footage will remain the property/copyright of the HEKS/EPER.
• All products to be in line with HEKS/EPER style and editorial guidelines, including correct use of HEKS/EPER branding and logo[s].

8. Location of the assignment

• Thakurgoan, Dinajpur, Noagoan, Rangpur and Dhaka

9. Timeframe

The services will be required for 20 work days over two months from the date of signing of the contract by the HEKS/EPER and the vendor/service provider. It is estimated that the overall work concerning all outputs would take around 20 full working days. The Vendor/service provider will be free to take any additional meeting and consultations with the relevant persons or the HEKS/EPER.

10. Work plan and duration

The work under this contract will be conducted during 20 work days spread over a period of about two months.

11. Schedule and reporting

The vendor/service provider will consult and coordinate with the Manager, Advocacy and Right Based Programme of HEKS/EPER  to accomplish the assignment successfully. The vendor/service provider needs to report on the progress of assigned task routinely.
The vendor/service provider will utilize 20 work days spread over two month from the date of signing of contract.

12. Budget and Payments: Payments will be based upon the following:

12.1. Budget:
Total Budget of the work 11,50,000.00 (Eleven lac fifty thousand taka only.) including vat and taxes.

12.2 Payment

• 10% (Ten Percent) After signing of the amount;
• 20% (Twenty Percent) of the total contract to be made upon submission of the final short concept note and script in both English and Bengali with key messages of the draft Video Documentary;
• 70% (Seventy Percent) of the total contract to be made upon submission of the final outputs/ deliverable within the contract period to the satisfaction of the HEKS/EPER.

13. Coordination

The HEKS/EPER CO team and PIDIM Project team will coordinate the whole documentation process and will have direct access to any shooting event for feedback.

14. Submission of RFP and Selection Process:

The HEKS/EPER invites Request for Proposal (RFP) from qualified firms having relevant experience in delivering similar services as mentioned in this Terms of Reference (TOR). Only a single technically responsive and financially viable vendor/ service provider will be selected following HEKS/EPER procurement rules/procedure on evaluation by an HEKS/EPER team of professionals, and awarded with the contract for the expected deliverables and outputs as per the TOR.
Cumulative Evaluation Method will used for this procurement exercise and Contract will be awarded to highest scorer in Cumulative analysis considering Technical and Financial Evaluation. The technical proposal will contain 70% and financial proposal will contain 30% weight whereas Technical Evaluation passing score is 70%. Any firm scores less than 70% in technical evaluation, the financial proposal of the firm shall not be considered for financial evaluation.

The vendors/service providers should submit the following:

• Vendors should provide links to samples of previous relevant work or on CD.
• Vendors should provide the contact details for two referees from similar work they have completed.
• Vendors should provide the CVs of the key staff involved in the production
• Vendors should provide price quotation following the attached Sample for Price Quotation;
• Vendor must have update Trade License, VAT, TIN and update Bank solvency certificate from authorized organization and authority;
• Minimum two years’ experience to deal with AV production.

NB:

• The bidder shall submit the financial proposal keeping the VAT in separate line.
• Bidders should follow the S/L given in the Price Format and quote accordingly

The proposals in hard copy with a cover letter to be submitted to: Finance and Admin Officer-PIDIM, HEKS/EPER Country Office, Bangladesh, Dhaka
Attention: Manager Advocacy & Rights Based Development Programme, HEKS/EPER, Country Office Bangladesh, House # 28 (New), 2nd Floor, Road # 11 (New), Dhanmondi, Dhaka-1209, Bangladesh

Proposal submission Procedure and Submission Deadline:

Proposals shall be reached to the above office on or before 15 October, 2020 by 4.30 pm. The proposal must submit to the Technical and Financial Proposals in separate sealed envelopes mentioning “Technical Proposal” and “Financial Proposal” on the top of respective envelopes as though the financial information could not be revealed before financial proposal Opening. Then a big envelope shall be used to cover the both proposals mentioning writing “Proposal for Audiovisual Documentary, PIDIM Project, HEKS/EPER, Dhaka” on the top of the big sealed envelope.

Unsealed Financial Proposal and proposal received after the deadline would be ground for rejection.