Background

UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. With offices in more than 170 countries and territories, we offer global perspective and local insight to help empower lives and build resilient nations.

UNDP has worked in India since 1951 in virtually all areas of human development from democratic governance to poverty eradication to sustainable energy and environmental management.

Please visit our website: www.in.undp.org for more details.

Objectives

UNDP requires the services of videographers from time to time to video record key outreach events, capture views of leading experts on development issues, document impact of UNDP initiatives and support government requests.

UNDP requires individual videographers with the ability to shoot, edit and independently package small videos and multi-media products, often with very quick turnaround times. This requires a one-person unit with the flexibility to travel to various locations around India.

Duties and Responsibilities

LTA Objective and Setup

The overall objective to setup the Long Term Agreement (on call) contract, is to facilitate and expedite the process by which UNDP will hire the services of videographers, as and when there are specific assignments in the next 3 years.

For this purpose, UNDP invites videographers for the following:

  • Shoot, edit, package and produce video capsules as required;
  • Travel as required across India and independently undertake small video projects.

Deliverables:

  • Produce video capsules shot in full HD;
  • Videos may vary in duration from 2 – 5 minutes;
  • Ensure high quality packaging including sub-titles, animation, opening and closing credits, voice over and music as may be required;
  • Create animation as required;
  • Write high quality scripts and sub-titles.

Copyright:

  • All videos shot as part of the shoot to be submitted to UNDP;
  • A detailed report on all filming locations, including names and contact details of all individuals interviewed, and logged tapes to be handed over to UNDP;
  • All copyright over footage rests with UNDP. The videographer may not use, reproduce or otherwise disseminate or authorize others to use, reproduce or disseminate such works without prior consent from UNDP.

Locations - Various regions in India:

  • Out station shoots will be as per standard UNDP reimbursement guidelines. Prior approved travel expenses would be reimbursed as per actuals in line with UNDP rules.

Travel:

The selected Videographers might be required to travel across India for specific events in which case the Videographers would make their own arrangements for travel and lodging. Payment of travel costs including tickets, lodging etc. should be agreed upon, between the Communications Unit and the Videographer prior to travel and will be reimbursed on actuals.

LTA Contracting modality and Call-off mechanism

The LTA to be signed will a fixed daily fee for one year; however UNDP does not warrant that any quantity of services will be purchased during the term of the LTA as this will depend on forthcoming needs. A percentage increase on the daily fee would, if justified, be agreed at the end of each year at the time of extension of the LTA for up to a maximum of 3 years.

Once the LTA is signed, if there is a specific requirement/event to be video graphed, the focal person in the Communications Unit would contact and check the availability of the LTA videographer.  Upon receipt of this communication the LTA videographer would have to confirm their availability for the assignment. If positive, s/he would inform UNDP of the expected travel/lodging costs (if applicable if the event requires travel). Upon review of the same, UNDP will send the videographer a written communication confirming the requirement in the form of a work order or purchase order sent by email. The order will include details on the location of the video-shoot, number of hours/days to be worked and other practical details. Price in the order will be based on daily fee included in the LTA contract and on the agreed travel costs. After the work order has been sent, no further costs would be reimbursed by UNDP (increased number of work days/hours, or increased travel costs) unless there is prior written authorization by UNDP.

Once the services are completed and approved by the Communications Unit, the Videographer will send the following documentation for payment purposes: a) complete invoice indicating number of hours/days worked and travel costs (if any); b) supporting documentation (bills/vouchers) for reimbursements of travel costs if applicable; c) copy of the UNDP order for the assignment.

Note: for videographers called regularly (for multiple assignments within a month), UNDP may agree regular (monthly or bi-monthly) payments to videographers for payments of all work orders done in the period.

Contract Management

UNDP Communications Unit would request LTA holders to report on a quarterly basis.

UNDP will regularly monitor the performance of these LTA holders, based on the following Key Performance Indicators (KPIs):

  • KPI 1: Responsiveness: videographer should respond and confirm their availability event within one day of UNDP’s notification by email/telephone;
  • KPI 2: Quality and number of the videos taken are as per work order submitted;
  • KPI 3: Turnaround time taken to submit product;
  • KPI 4: Communication and Reporting. Videographer shall communicate and provide reports in a timely and professional manner;
  • KPI 5: Submission of footage.

UNDP would conduct bi-annual performance reviews of these LTAs, which might include meeting with the LTA holders and feedback from other stakeholders.

If the photographer fails to meet UNDP’s performance requirements detailed above, s/he will receive in the first instance a warning to improve their performance. Continued failure to meet performance requirements may result on termination of the LTA.

Competencies

  • Excellent communication skills;
  • Excellent videography skills and ability to deliver videos that tell a story;
  • Ability to work with a multicultural environment and a multidisciplinary team;
  • Willingness to travel to project sites (within India), no matter how remote;
  • Demonstrate integrity and ethical standards;
  • Positive, constructive attitude to work.

Required Skills and Experience

Education:

  • Graduate degree in film making, social sciences, journalism.

Experience:

  • At least 3 years’ experience in filmmaking;
  • Excellent communication skills;
  • Previous experience working in development sector including UN agencies, television channels etc..

Language:

  • Fluent in English.

Price Proposal:

Prospective Videographers are expected to quote as per the price schedule below:

Activity                                   Quote in INR

Per day shoot rate 

Per day edit rate   

Cost of Voice Over (VO)

Please include samples of previous films through online links. Applications without online portfolio will not be considered.

Following will be paid to the Videographers on actuals, upon submission of invoice:

  • Cost of music (if composed or purchased);
  • Cost of animation (if required).

Note:

  • Daily Fee will be the basis for UNDP to calculate rates below one day duration: half-day rate will be 60% of daily fee;
  • “Daily” would be understood as 8 hours of work, and “half day” as 4 hours of work.

Evaluation Method and Criteria:

  • 70 % -- Technical;
  • 30 % -- Financial.

Individual Consultants will be evaluated on the Cumulative Analysis methodology.  The ranking of videographers shall be made based on proposals that are (a) responsive / compliant / acceptable; and (b) having received the highest score out of set weighted technical criteria and financial criteria as per below weightages:-

Technical criteria for evaluation:

  • Degree in relevant field – Max 5 points;
  • Experience in broadcast news, documentary films, national and international – Max 10 points;
  • Excellent communication skills with demonstrated experience in writing scripts and promos, shooting – Max 15 points;
  • Quality of portfolio – Max 40 points.

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the financial evaluation.

Financial criteria for evaluation:-

  • Shooting – max 15 points;
  • Editing – max 9 points;
  • Voice Over – max 6 points.

Documentation required

Interested individual consultants must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload maximum one document.

  • Updated Personal CV indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  • Non-Indian passport holders are required to provide proof of a valid work permit at the time of submitting the application. Please note, applicants holding business visas will not be considered;
  • Technical proposal, including (a) a brief description of why the individual considers him/herself as the most suitable for the assignment; (b) Link to online portfolios (samples of previous films);
  • Financial proposal, as per the format (price proposal) above in Indian Rupees. No other costs (e.g. for travel) should be included in the financial proposal at this stage.

Incomplete proposals will not be considered.

Annex  - Individual IC General Terms and Conditions

Annex can be downloaded from UNDP India Website, Procurement section at the following link:

http://www.in.undp.org/content/dam/india/docs/UNDP_General_Conditions_for_Individual_Contracts.pdf

Inquiries

For inquiries please write to manikandan.srinivasan@undp.org specifying subject of ToR in the email.