LTA Objective and Set-up The overall objective to set up this Long-Term Agreement (On Call) is to facilitate and expedite the process by which UNDP will hire the services of videographers, once there are specific assignments in the next 3 years. The assignments will typically be to shoot and edit videos - mobile first and broadcast versions – of UNDP’s work in the country. In all activities UNDP commissioned videographers are to ensure dignity of subjects, particularly in the context of people living or affected by HIV and children. It is anticipated that 60-70 assignments will take place per year. Scope of Work GENERAL: - Understanding UNDP branding guidelines;
- Complying with UNDP video guidelines, particularly for human interest stories;
- Receive briefing from the Communications and Programme teams in UNDP;
- Desk review of all documents and/or other material available - including previously produced films - where available;
- Attend (or participate via conference call) in pre-production briefing on the issues being covered and participate in preparatory research and production planning;
- Videographers will be required to interview people (beneficiaries, project managers, etc.) on their assignments and share the transcriptions in a word document;
- All final materials, master film and raw footage, to be delivered in a hard drive;
- Ensure consent forms are submitted when the subjects of the video are children or people living with or affected by HIV or violence;
- Finalize the script in consultation with UNDP (script development can happen either before or after the field documentation, depending on the story). All scripts require approval from UNDP and/or its partners;
- Edit a film into a high quality, engaging product including addition graphics where required and subtitling of sound bytes in English and Hindi required;
- Videos may vary in duration – mobile first, social media requirements, and broadcast - as required,
- As and when needed, add background music to the film;
- Recording of high-quality voiceover with good quality professional voices in English and/or other languages;
- Provide regular updates to UNDP regarding film development and major challenges, if any;
- Submit a rough cut of the film. UNDP may ask for changes upon the submission of the first rough cut. The videographer must comply with the changes an resubmit for approval;
- If requested, deliver shorter edits of the film;
- Shoot, edit, package and produce excellent films that tell a story;
- For event documentation, the videographer must ensure a multi-cam set up to record the event and capture video bytes of dignitaries who maybe speaking in the same venue;
- Ability to edit video footage ‘live’ into video capsules and deliver quality end products during tight timelines;
- If required, the videographer must be able to document the event and livestream the event sessions on social media – Facebook, Twitter and YouTube. The videographer must also possess the necessary skills and equipment required to do so;
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: 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. Duration of the Contract The assignment, under this Long-Term Agreement (On Call), is expected to have a duration of 3 years. The initial contract would be for one year (June 2019 – June 2020) with an option for renewal in subsequent years upon satisfactory performance evaluation. Geographic Requirements UNDP seeks to employ videographers working in all parts of the country and it is a requirement that videographers 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: Bihar, Chhattisgarh and Jharkhand
- Region 4: South India
- Region 5: East India (West Bengal, Odisha, North East)
- Region 6: Maharashtra
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. 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. Once the LTA is signed, if there is a specific requirement/event to be documented, the focal person in the Communications Unit would contact the top-ranking LTA videographers for that Region (ranking to be set up as per evaluation method and criteria section below). Should this person not be available for the event, UNDP will contact the second ranked videographer in the Region and so on. Upon receipt of this communication the LTA videographer would have to confirm their availability for the assignment within two days. 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 have been 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 used regularly, 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: videographers should respond and confirm their availability event within 2 days of UNDP’s notification by email/telephone.
- KPI 2: Quality of the video documentation taken are as per work order submitted.
- KPI 3: Accuracy of payment documentation. Videographer 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. Videographer shall communicate and provide reports in a timely and professional manner
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 videographer 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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