Terms of Reference
Assignment title:          Voice message audio content development and dissemination for selected project house hold beneficiary
Description: Under the Zurich Flood Resilience Project, one of the program activity is sending voice messages to the community during an impending disasters. Practical Action in Bangladesh is in contact with the Flood Forecasting and Warning Centre (FFWC), Bangladesh Water Development Board (BWDB) and Bangladesh Meteorological Department (BMD) to get early warning message. We then disseminate the message to the vulnerable communities that we work with as a contextual Bangla voice message which helps the community in taking preparedness measures. Based on our previous experience, from May to October (six months) we received frequent warnings and agro-climatic advisory from the national level authorities to disseminate the information at the local level.
In order to efficiently conduct this activity, Practical Action is looking for an IP Telephony Services Provider (IPTSP) firm for developing and disseminating the voice content on emergency basis.
Location: Faridpur Sadar and Sadarpur upazila
Duration and timing: Mid May 2022 to 31st October 2023 by developing 20 audio content and disseminating 2,00,000 successful voice messages.
Number of working days:  75 weeks for final work closing.

Background and purpose of the assignment:

Background

Objectives

The objective of the assignment is to help the community to make risk-informed decisions by providing individual household-level early warning voice messages.

Scope of services

The selected IP Telephony Services Provider (IPTSP) firm would continue with this assignment from Mid-May 2022 to 31st October 2023 by developing 20 audio content and disseminating 2,00,000 successful voice messages.

On the following issues, the firm will be obliged to:

  • Voice message development to disseminate within 45 minutes after receiving the approved script from the Practical Action
  • Dissemination of voice messages (call) at any time 24/7 on mail request.
  • Consider this action as an emergency and need to act fast, the firm should be focused to reach communities with the early warning messages and help them to be prepared before they are inundated with flood water, loss their valuables, and become the victims of flooding/hazard.
  • Before voice recording sufficient rehearsal, clear voice, no background noise, and professional female and a male voice for preparing the audio content
  • Voice over and recorded audio professionally edit where applicable
  • Every audio clip should be signed off by Practical Action before dissemination
  • After completing every individual assignment submit the successful voice message (call) receive and fail report for Practical Action analysis

Deliverables

The selected firm will

  • Deliver the recorded final audio file of each script as a Practical Action asset
  • Deliver a short report in a given format, after each show
  • Deliver the system generated success and failure report

Role of Practical Action

Practical Action will support the consultant by providing following support after awarding the contract. The main responsibility of Practical Action is to:

  • Provide support in preparing the audio content by sending approved script;
  • Provide mobile number (Vulnerable community mobile database);
  • Arrange an orientation session with the selected firm to clearer the objectives of the assignment;
  • Contacting and connecting with relevant people if needed;
  • Provide technical feedback and support throughout the contract;
  • Timely release of the split due amount after submitting monthly invoices throughout the contract;

Required competencies and experience:

Essential:

  • Minimum 2 years of experience in IPTSP service providing
  • Studio setup for voice recording, mixing, and editing
  • Having women and men members in the team for voiceover
  • Standard Report writing ability in English and Bangla
  • Updated company registration certificate, TIN and BIN

Desired:

  • Experienced in working with INGOs in similar works
  • Ability to work in stressful emergency situations

Application and submission procedure:

Interested party(ies) (consultants/firm) are requested to submit their technical and financial proposals separately with the details organisational profiles including reference of relevant work experience (applicable for consulting firm), relevant experience, budget details, time frame and CVs of experts and contact details.
The proposal from individuals/firms shall contain the following sections:

  • Understanding of the assignment
  • Methodology
  • Work plan and schedule
  • Team composition
  • Detailed Budget

The consultants/firm must submit the following documents along with Technical & Financial Proposal (including VAT and TAX) separately, as appropriate:
For Consultancy Firm:

  • Maximum 3-pages Firm profile highlighting related assignment completed with client name, contract person and contact number
  • Lead Consultant’s (who will lead the assignment) CV with maximum 3-pages highlighting related assignment completed, role in the completed assignment
  • List of key team members (who will be involved in the assignment) along with their short CV (maximum 3 pages for each member) highlighting related assignment completed and role
  • Firm’s Certificate, TIN and VAT registration

For Individual Consultant:

  • Maximum 3-page profile highlighting related assignment completed with client name, contract person and contact number along with detailed CV
  • TIN certificate and any other relevant document (if necessary)
  • Team composition and list of key team members (who will be involved in the assignment) along with their short CV (maximum 3 pages for each member) highlighting related assignment completed and role
  • TIN certificate and any other relevant document of each member (if necessary)

Electronic copy of the proposal duly signed should be submitted to: procurement.bd@practicalaction.org.bd with the subject line: “Voice message audio content development and dissemination” by no later than 25 May 2022.

Terms of Payment for the consultant/firm:

The payment will be made according to the following time frame/arrangement:

Instalments Amount Timeline
1st instalment 25% of the total amount After contract signing
2nd instalment 40% of the total amount After successfully developed 10 audio contents and 60,000 successful voice message dissemination.
3rd Instalment 35% of the total amount After completion the full work with proper reporting and digital content submission. Final confirmation from the assigned coordinator from practical Action.

Note: Tax and VAT will be deducted at source from the bills payable to the selected consultants/firm. In all cases, consultants/firm may only be paid their fees upon satisfactory completion of services.

Cancellation/termination of contract:

Practical Action in Bangladesh reserves the right to cancel, amend, and defer the contract agreement and/or work order.