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.
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