Terms of Reference One UN/UNDP Long-Term Agreement for Audio-Visual Services for the One UN in Rwanda

Transcription

1 Terms of Reference One UN/UNDP Long-Term Agreement for Audio-Visual Services for the One UN in Rwanda 1.0 Introduction As part of the overall UN reform process, the Delivering as One (DaO) in Rwanda was launched at the beginning of 2007 with the broad objective to improve the UN s impact, coherence and efficiency. The first year (2007) was a year of preparation of the four pillars that are central to the Delivering as One initiative, namely: One Programme, One Budgetary Framework, One Leader & One Voice, and One Office. The United Nations Development Assistance Framework (UNDAF) as well as the Common Operational Document (COD) was developed as central piece for the Delivering as One. In Rwanda s context, the Delivering as One is strongly built on the principles of national ownership and leadership and aims at enhancing effectiveness, efficiency, and relevance of the UN in support of national development and poverty reduction efforts. The Delivering as One also aims to reduce transaction costs for Governments as well as decreasing overhead costs for the UN system and its partners. The four Pillars of Delivering as One The Delivering as One (DaO) initiative involves all UN funds, programmes and specialised agencies in Rwanda in a joint reform process based on fundamental pillars, the Four Ones : One Programme, One Budgetary Framework, One Office, One Voice/One Leader. The reform process carried out along the five pillars aims at strengthening the overall impact of the UN system at the country level, ensuring a closer alignment of programmes and funding to national priorities, while increasing transparency and accountability. The UNDAP

2 The United Nations Assistance Framework (UNDAP) is the 5-year common strategic framework for all UN programming interventions in the country. The contents of the UNDAP are strictly aligned with and respond to the priorities identified by the Rwanda s Economic Development and Poverty Reduction Strategy (EDPRS-2), also covering the same programming period , and Vision Various evaluations of the DaO in Rwanda such as the Country-led Evaluation and a comprehensive Comparative Advantage and Stakeholders Analysis (referred to as the Focus Study) have yielded anecdotal evidence of gaps in the UN communication activities and strategies UN Communications In line with the newly released Standard Operating Procedures for DaO countries, Communicating as One must include a joint communications strategy, development and use of common tools, and common messaging and advocacy. Communicating as One ensures coherent messaging from the UN. It should assist with improving the quality of the dialogue with the Government of Rwanda, increase advocacy and help with highlighting results achieved by the UN at the country level. Communicating as one is critical for ensuring clear and consistent positioning of the UN and its vision at the national level; developing messages and policy positions; strengthening the outreach of the UN system by pooling efforts; supporting communication about the UN comparative advantages in the country to both internal and external stakeholders and avoiding message duplication, inconsistencies and fragmentation. It implies developing common messaging and joint communication on key issues where the UN is active in Rwanda. Communicating as One improves the efficiency and effectiveness of common messages and communication products; by pooling expertise and resources. It also plays an important role in building support for the successful implementation of Delivering as One with external partners and UN staff. The UN Communications Group is mandated to implement the UN Communications Strategy. Pursuant to this, the UN Communications Group is seeking a professional company for Preproduction, video production, audio production, live streaming, photography, and, postproduction services. 2.0 Purpose of the consultancy The consultancy is meant to provide media related services to One UN Rwanda for at least five high level events in Rwanda. The live streaming and video production will allow for a wider reach and a larger audience. The events generally last up to two days, and the recorded sessions are usually hours and take place on multiple days.

3 Specific Objectives 1. To establish a Long-Term Agreement with highly professional audio-visual services company to implement related parts of the work plan of the One UN communications strategy; 2. To produce and disseminate professional audio-visual products to the stakeholders of the One UN in Rwanda; 3.0 Scope of Work Key responsibilities 1. Set-up the locations/venues appropriately for the event in consultation with UNDP- Rwanda 2. Record the events in audio-video format (in HD quality) 3. Provide at least two professional/hd video cameras for each venue 4. Provide lighting at the venue suitable for HD recording (suitable to up to 100 participants) 5. Provide high quality sound system at the venue (including return audio from participating locations) 6. Provide UPS and computers with minimum configuration - Quad Core i series CPU or better, 8GB RAM, 5Mbps or better upload bandwidth, Dedicated video card, 512MB VRAM, Windows Vista / Windows 7 for the venues 7. Provide image/video projector and projector screens for each venue (suitable to up to 100 participants) 8. Provide appropriate generator and related services at the venues as back-up power supply 9. Record audio as direct feed (should not contain echo or ambient noise) 10. Live stream the events on the internet and record it online (while live streaming) for ondemand video 11. Obtain appropriate subscriptions for live streaming services from specific service providers in consultation with UNDP-Rwanda 12. Provide moderators/master of ceremonies and production manager for the events in consultation with One UN/UNDP Rwanda 13. For each event, the company shall provide the CVs/profiles of personnel who will be working on the on the event for approval of One UN/UNDP Rwanda 14. Provide covert earpieces and associated training to moderators and production manager. 15. Provide IFB audio backchannel for communications between participating locations, for coordination of the event(s)

4 16. Obtain dedicated internet bandwidth (Min 5 Mbps) for live streaming 17. Setup group video calls between various venues using either social media tools such as Google+ Hangout (or Skype, FaceTime and Facebook Video Chat etc.) or other technologies or alternatively set up broadcast video connections between various venues using broadcast TV technology 18. Create Virtual Private Network (VPN) or Virtual Local Area Network (VLAN) at the venue and between the venues (in case of multi locational events) for securing the uninterrupted and high speed communication between locations 19. Design and develop the web interface embedding live stream player, chat, SMS integration, social media (Twitter /Facebook/GooglePlus etc.) feeds and other contents in collaboration with One UN/UNDP Rwanda 20. Take still pictures (in RAW format) of the events 21. Edit still pictures and audio/video in consultation with One UN/UNDP Rwanda and convert in various appropriate formats (for print, for web etc.) 22. Provide high quality voiceover services (narration and music) for edited video clippings in consultation with One UN/UNDP Rwanda 23. Transfer the images/audio/video files to One UN/UNDP Rwanda in appropriate offline media (CD/DVD/Solid State Storage) within maximum 2 days after each event. 24. Arrange for own transport to the event locations and food, drinks, and accommodation for production crew members 4.0 Methodology The audio-visual services will be provided at professional standard quality (broadcast quality). For each event, the bidder is expected to provide project management, including pre-event logistics and planning. The bidder will provide the technical equipment needed for the live streaming, production, and post-production. The bidder will have a rehearsal for the streaming and audio and live streaming services for the entire program that is being streamed. The bidder will handle all technical and audio aspects of the streaming. There could be multiple live streamings per event in which all tasks would need to be provided for all streaming events. The bidder will digitize the footage for online viewing. After the streaming, the bidder will provide editing of the materials that were streamed and provide DVD or other media of the event to UNDP-Rwanda. The bidder will also provide compression of the video so that it is web ready. The audio, steaming, and post production are expected to be high quality and the DVDs or other media are expected to be complete within a reasonable time (Maximum 2 days after each event). 5.0 Timeframe and deliverables Activity Deliverable Time allocated

5 Set-up the locations/venues appropriately for the event in consultation with One UN/UNDP Rwanda Professional event/stage management Record the events in appropriate audiovideo format (in HD quality) Broadcast audio and video quality provided Provide lighting at the venue suitable for HD recording Professional lighting at events in place Provide high quality sound system at the venue Professional PA system at events in place Live stream the events on the internet and record it online (while live streaming) for on-demand video Uninterrupted and high quality live-streaming of audio-visual data Setup group video calls between various venues using either social media tools such as Google+ Hangout (or Skype, FaceTime and Facebook Video Chat etc.) or other technologies which are integrated with live-streaming services Social media tools are included in livestreaming of events Design and develop the web interface embedding live stream player, chat, SMS integration, social media (Twitter /Facebook/GooglePlus etc.) feeds and other contents in collaboration with UNDP- Rwanda Web interface in place

6 Take still pictures (in RAW format) of the events and edit still pictures and audio/video in consultation with One UN /UNDP Rwanda and convert in various appropriate formats (for print, for web etc.) Photo files are delivered within two days of the event Provide high quality voiceover services (narration and music) for edited video clippings in consultation with UNDP- Rwanda Edited video files are delivered within two days of the event 6.0 Duty station The duty station of the work is in Kigali, Rwanda. However the company may be required to travel outside of Kigali. 7.0 Scope of price proposal and schedule of payment The company shall be paid the consultancy fee upon completion of the following mile stones: 30% before each event 70% after each event The company fee will be paid as Lump Sum Amount (all inclusive of expenses related to the consultancy and tax obligations). The contract price will be fixed regardless of changes in the cost components. 8.0 Required expertise and qualification An international/local company with the following expertise and qualifications: The assignment will be undertaken by a reputable firm with a competent team as per the requirementsbelow: The Team Substantial experience in providing audio-visual services at professional standards and quality. Able to work under pressure and in response to changing needs. Demonstrated ability to meet deadlines. Tangible reference of previous similar assignments a must.

7 Languages Fluency in English Strong knowledge of French Good knowledge of Kinyarwanda an added advantage Skills Good communication, interpersonal and liaison skills Analytical skills. Good listening skills Ability to establish effective working relations in a multicultural team environment Excellent computer, drafting and editing skills Eligibility All qualified and reputable/credible firms 9.0 Management Arrangements UNDP will contract the company on behalf One UN in Rwanda. The consultant company will report the UN Communications Group (UNCG) The company is expected to use its own equipment and other resources required. The firm/consultants will work under the overall guidance of the UNCG Chairperson or any other UNCG member charged with the responsibility, and will also maintain close liaison with UNDP Rwanda 10.0 Time Frame The consultancy will be conducted for a period of one year for completion of the assignment (renewable). Interested companies should by presenting the following documents: Letter of expression of Interest and Availability using the template provided by UNDP; Similar references indicating all past experience from similar projects for the lead consultants and other consultants, as well as the contact details ( and telephone number) of the Candidate and at least three (3) professional references; Brief description of why the company considers itself as the most suitable for the assignment, and a methodology, on how they will approach and complete the assignment. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. 13. Selection Criteria

8 Submissions will be evaluated in consideration of the Evaluation Criteria as stated below: The offer will be evaluated by using the Best value for money approach (combined scoring method). Technical proposal will be evaluated on 80%. Whereas the financial one will be evaluated on 20%. Below is the breakdown of technical proposal on 100% which will be brought to 80%: Criteria Weight Max. Point Technical Proven experience and capacity in provision of audio-visual services in Rwanda, including social media such as google hangouts. 30 % 30 Experience in webcasting or live streaming services embedded on websites 30% 30 Overall Methodology 20% 20 Experience in radio and tv productions 20% 20 TOTAL 100% 100