Long Term Agreement (LTA) for on-call Photographers (as Individual Consultants)


Location : India (Various Regions), INDIA
Application Deadline :11-Jun-18 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
10-Jul-2018
Duration of Initial Contract :01 year
Expected Duration of Assignment :upto 03 years

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.

For over five decades, UNDP has partnered with the Government of India, civil society and the people of India to help them find their own solutions to global and national development challenges.

With the rise of digital platforms, it is more important today than ever before to communicate through images. Photographs are one of the most effective, immediate and powerful ways through which UNDP can convey how our work improves people’s lives worldwide.

In this context, UNDP India is looking to contract multiple photographers based in different parts of the country to deliver powerful images that demonstrate the impact of UNDP projects and initiatives in a range of areas where we work. These include inclusive growth, systems strengthening and institutions, energy and environment, and others related to UNDP core principles. A key ask of the photographer will be to deliver quality images for sharing through UNDP’s global communications channels and to supply images for use by the Indian media. 

Under the Long-Term Agreement (LTA) photographers will be empanelled under three categories for:

  • Category I: Photojournalists documenting results from projects and partnerships all across the country
  • Category II: Multimedia documentation through photos, videos and use of innovative communication/documentation tools
  • Category III: Photographing events, workshops and high profile visits, initiatives and partnerships across the country

Applicants are encouraged to review work on the UNDP website for samples: in.undp.org

Some recent examples can be found on our website:

http://www.in.undp.org/content/india/en/home/ourwork/photo-essay/

Please also visit the global UNDP website: www.undp.org


Duties and Responsibilities

LTA Objective and Set-up

The overall objective to set up these Long-Term Agreement (On Call) Contract is to facilitate and expedite the process by which UNDP will hire the services of photographers in one of the three categories above, once there are specific assignments in the next 3 years. The assignments will typically be to photograph key outreach events and photo document the impact of UNDP initiatives.

Under the supervision of the Programme Management and direct guidance of the Communications Specialists, the photographer provides high quality still photography services. The photographer demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The photographer ensures effective and efficient provision of services, full confidentiality in all aspects of assignment, management of information flow and follow-up on deadlines and commitments made. In all activities UNDP commissioned photographers are to ensure dignity of subjects, particularly in the context of people living or affected by HIV and children.

UNDP has over 40 projects across India which from time to time, require photo documentation. To give interested applicants a sense of volumes, in the last six months, the Country office has completed photo documentation of 15 projects and partnerships. This does not include workshops and conference which are a regular and key knowledge sharing component in annual work plans of each project. It is anticipated that the following number of assignments will take place per year in each of the categories:

  • Category I: 40-50 assignments
  • Category II: 25-35 assignments
  • Category III: 100-130 assignments

Scope of Work

For each assignment, the typical scope of work and deliverables would be as follows:

  • Photograph projects, initiatives and events; submit edited photos; and videos (based on category), as directed by the communications unit; 
  • 80-100 high resolution, high quality images appropriately captioned and a suggested storyline per assignment (based on category);
  • Photos, and video content (raw and edited) to be submitted along with a suggested script for the project documented (based on category II);
  • Applicants will be required to interview people (beneficiaries, project managers, etc.) on their assignments and share the transcript in a word document;
  • Applicants will share select photographs/ video clips (based on category) through WhatsApp/or any other channel along with short captions for social media outreach; 
  • Captions to be embedded in the images and shared separately as a word document as well (based on category);
  • All selected images to be edited, subject to assignment and category;
  • All selected video files/ raw footage, subject to assignment and category;
  • Final CD with all images shot during the assignment to be provided to UNDP;
  • Final hard drive with all raw footage and final videos shot during the assignment to be provided to UNDP;
  • Ensure consent forms are submitted when the subjects of photographs/ videos are children or people living with or affected by HIV or violence;
  • Note: as per UNDP General Terms and Conditions for IC contracts (refer to Annex I for details), UNDP retains copyright over all images shot during the course of an assignment. Copyright will appear as name of photographer/UNDP India. 

Duration of the Contract

The assignment, under this Long-Term Agreement (On Call) Contract, is expected to have a duration of 3 years. The initial contract would be for one year (July 2018 – July 2019) with an option for renewal in subsequent years upon satisfactory performance evaluation.

Geographic Requirements

UNDP seeks to employ photographers working in all parts of the country and it is a requirement that photographers are already based in India.

Candidates are requested to clearly state in their technical proposal the region where they are based, according to the below categorization:

  • Region 1: New Delhi
  • Region 2: North India
  • Region 3: South India
  • Region 4: East India (West Bengal, Odisha, Bihar Jharkhand)
  • Region 5: Maharashtra
  • Region 6: North East

Note: Non-Indian passport holders are required to provide proof of a valid work permit in India at the time of submitting the application. Please note, applicants holding business visas will not be considered.   

Duty Station and Travel

The photographers on LTAs might be required to travel outside their duty station (as identified in their proposal) for specific events in which case the photographers would make their own arrangements for travel and lodging, if required. Payment of travel costs including tickets, lodging, etc. should be agreed upon, between the Communications Unit and the photographer 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 photographed, the focal person in the Communications Unit would contact the top-ranking LTA photographer for that Category/Region (ranking to be set up as per evaluation method and criteria section below). Should this photographer not be available for the event, UNDP will contact the second ranked photographer in the Category/Region and so on.
  • Upon receipt of this communication, the LTA photographer 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 photographer 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 photo-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 have been approved by the Communications Unit, the photographer 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 photographers used regularly, UNDP may agree regular (monthly or bi-monthly) payments to photographers 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: photographer should respond and confirm their availability event within 1 day of UNDP’s notification by email/telephone/WhatsApp.
  • KPI 2: Quality and number of the photographs taken are as per work order submitted.
  • KPI 3: Accuracy of payment documentation. Photographer shall provide complete payment documentation including accurate invoices with correct quantities, unit price, complete travel bills/vouchers for reimbursement, etc.
  • KPI 4: Communication and Reporting. Photographer shall communicate and provide reports in a timely and professional manner

UNDP would conduct performance reviews of these LTAs every 6 months, 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 photography skills and ability to deliver images that tell a story;
  • Excellent communication skills;
  • Ability to work with a multicultural environment and a multidisciplinary team;
  • Willingness to travel to project sites (within India), no matter how remote.
  • Demonstrates integrity and ethical standards;
  • Positive, constructive attitude to work;


Required Skills and Experience

REQUIRED SKILLS AND EXPERIENCE

CATEGORY I

  • Education Qualifications: Degree in communications, arts, media or any relevant field will be preferred
  • Minimum 5-7 years’ experience (nationally and internationally) delivering on high profile projects
  • Applicants with a background in photo journalism is preferred
  • Contributes to national and international media outlets (for e.g.: National Geographic; Getty images; Granta; BBC; Reuters; etc). This is not mandatory
  • Excellent communications skills, especially written for putting together captions, photo essays etc;
  • Ability to conduct short video/audio interviews;
  • Ability to shoot through innovative tools like drone, 360 degree and underwater photo/video would be preferred;
  • Contributes regularly to leading news agencies, bilateral and multilateral agencies, NGOs etc   
  • Preference to photographers with local language skills

CATEGORY II

  • Education Qualifications: Degree in communications, arts, media or any relevant field would be preferred but not mandatory
  • Minimum 3-5 years of experience, documenting multimedia projects and initiatives through innovative communication/documentation tools like drone, 360 degree and go pro photo/video is necessary
  • Good communications skills and ability to conduct short video/audio interviews
  • Applicants with multimedia experience is mandatory
  • Preference to photographers with local language skills
  • Owning necessary equipment such as drones, 360 degree and go pro, etc. to document projects and initiatives will be preferred (please list out such equipments in the proposal)

CATEGORY III

  • Minimum 3 years’ experience in photography
  • Significant experience in documenting events and workshops 
  • Good communications skills and ability to conduct short video/audio interviews
  • PIB accreditation preferred
  • Preference to photographers with local language skills

Candidates must clearly indicate in their Technical Proposal the Category(ies) they are applying for. Candidates applying for more than one category should only send one submission. There is no restriction on the number of categories to apply, i.e. a Candidate could apply to 1, 2 or 3 categories; however candidates are requested to go through the required qualification and experience requirements stated above and only apply to Categories where they meet such criteria. Evaluation will be based per-category as per details in below section.

Price Proposal and Schedule of Payments

Consultant must send a financial proposal based on Daily Fee in Indian Rupees. Note: this Daily Fee will be the basis for UNDP to calculate rates below one-day duration: half-day rate will be 60% of daily fee. Note: for contract purposes “daily” would be understood as 8 hours of work, and “half day” as 4 hours of work. 

Evaluation Method and Criteria

Individual Consultants will be evaluated based on the Cumulative Evaluation (technical + financial) methodology. The ranking of photographers shall be made based on proposals that are a) responsive/ compliant/ acceptable; and b) having received the highest cumulative score out of set of weighted technical criteria and financial criteria as per below weightages (technical-financial): 70%-30% (Categories I and II) and 60%-40% (Category III). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

It is anticipated that UNDP will only sign LTA agreements with the following maximum number of photographers as ranked according to their cumulative evaluation (technical + financial) score:

  • Category I: top ranked 3 photographers, per region
  • Category II: top ranked 3 photographers per region
  • Category III: top ranked 3 photographers, per region, except New Delhi region, for which would be the top ranked 4 photographers.

Technical Criteria for Evaluation (Maximum 70 points) – CATEGORY I

  • Relevant international and national experience and qualifications in the field – Max 20 points
  • Excellent communication skills with demonstrated experience in writing news stories, web stories, photo essays and other communications products – Max 30 points
  • Quality of portfolio – Max 20 points

Technical Criteria for Evaluation (Maximum 70 points) – CATEGORY II

  • Relevant experience and qualifications in the field- Max 10 points
  • Experience in documenting multimedia projects using innovative tools such as drones, 360 degree and go pro– Max 40 points
  • Quality of portfolio – Max 20 points

Technical Criteria for Evaluation (Maximum 60 points) – CATEGORY III

  • Relevant qualifications in the field and experience in photographing workshops/ events, in particular in-door events (experience as a PIB photographer preferred)– Max 40 points
  • Experience with international development organizations  – Max 20 points

Only candidates obtaining 70% of the total technical points (49 out of 70 points and 42 out of 60 points) would be considered for the Financial Evaluation.

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:

  • Letter of Confirmation of Interest and Availability.
  • Personal CV or P11, 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.
  • Technical proposal, including a) a brief description of why the individual considers him/herself as the most suitable for the assignment; b) Clear statement of the Categories s/he is applying for; c) Clear statement of the Region in India where s/he is based; d) Link to online portfolios (only mandatory for applications to Categories I and II).
  • Financial proposal, stating Daily Fee in Indian Rupees inclusive of equipment rental charges, if any, required to complete the project. Travel and other unforeseen cost should NOT be included in the financial proposal, at this stage.
  • 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

Note: Application will not be accepted, if all the above listed documents are not submitted.

The following templates / Annexes and IC General Terms & Conditions can be downloaded from UNDP India Website, clicking the link: http://www.in.undp.org/content/india/en/home/operations/careers.html

  • General Terms and Conditions for Individual Contract
  • P-11 form
  • Offerors Letter to UNDP Confirming Interest and Availability for the Individual IC Assignment, including Financial Proposal template

For any clarification, please write to ic.india@undp.org


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.


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