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


Location : India
Application Deadline :07-May-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Duration of Initial Contract :One Year
Expected Duration of Assignment :Three years, subject to satisfactory performance

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

Since 1951, UNDP has been working and partnering with different public private sector organisations in India to strengthen systems and institutions and promote Inclusive Growth and Livelihoods as well as Sustainable Energy, Environment and Resilience, with a focused agenda to leave no one behind.

UNDP India’s Communications department works closely with the verticals listed above, ensuring that the organisations’ communication reaches all its stakeholders – the government, private sector partners, implementation partners, beneficiaries and the general public. This is done by leveraging strategic communication tools, as well as by creating effective campaigns, community outreach, and media engagements.

Objective of the Assignment

With the rise of digital platforms, it is more important today than ever before to communicate through videos. Videos 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 videographers based in different parts of the country to deliver powerful communication video materials 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 videographer will be to deliver crisp, strong videos/short films in different formats – mobile first and broadcast.

Under the Long-Term Agreement (LTA) videographers will be empanelled under the following category:

  1. Individual videographers to shoot and edit short films documenting UNDP projects, key events and package them in an interesting manner. The nature of assignments will range between the following:
  • Document human interest stories reflecting the impact of UNDP’s work in India. This may include trailers, short films and animated short films
  • Shoot and edit video interviews/video bytes of key officials during events or international days
  • Cover high-level visits of key UN officials and produce short, crisp wrap-up videos for social media
  • Livestream events on social media platforms – Facebook, Twitter, YouTube


Duties and Responsibilities

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. It is anticipated that 60-70 assignments will take place per year.

Under the supervision of the Programme Management and direct guidance of the Communications Specialists, the videographer provides high-quality videography services. The videographer demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The videographer 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.

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
  • Finalise 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 soundbites 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 bites 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

Supervisor

Head of Communications, UNDP India

Duration of the assignment

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 (May 2021 – April 2022) with an option for renewal in subsequent years upon satisfactory performance evaluation.

Copyright

Copyright for all written, edited and designed material rests with UNDP India. No material may be used/published or reproduced without prior permission from UNDP India.

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 categorisation:

  • 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 videographers on LTAs might be required to travel outside their duty station (as identified in their proposal) for specific events in which case the videographers 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 be on 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 authorisation 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: Videographer should respond and confirm their availability event within 2 days of UNDP’s notification by email/telephone/WhatsApp.
  • 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.


Competencies

  • Ability to edit broadcast quality video and audio: HD 1920x1080 or better
  • Have Final Cut Pro X and/or Adobe Premiere editing skills
  • Have Apple Motion or Adobe After Effects skills
  • Have knowledge of different video formats and video file conversions
  • Have knowledge of converting of video files from multiple formats
  • Have online video publishing and file transfer skills
  • Have sound mixing and mastering skills
  • Excellent videography and communication skills
  • Shoot, edit, package and produce excellent films that tell a story
  • Knowledge of video specs across social media channels
  • 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

  • Education Qualifications: Degree in communications, arts, media or any relevant field is an asset
  • Minimum 5 years of experience (nationally and internationally) delivering on high-profile projects
  • Contributes extensively to national and international media outlets (for eg: National Geographic; NDTV, AJ+, Reuters, Bloomberg, etc.)
  • Experience with livestreaming events on social media platforms – Facebook, Twitter, YouTube
  • Excellent communications skills, especially written
  • Preference to videographers with local language skills

Candidates are requested to go through the required qualification and experience requirements stated above and only apply when they meet such criteria. Evaluation will be based as per details in below section.

Application procedure

Price Proposal and Schedule of Payments

Technically qualified consultants will be requested to submit their daily fee rate i.e. consultants who score more than 70% i.e. 49 marks with respect to the above-mentioned evaluation criteria. Consultant should not specify their consultancy fee on their CV or with the submission. The CV will not be evaluated further in case the consultant submits the same.

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. Hourly rate will be 20% of daily fee. Note: for contract purposes “daily” would be understood as 8 hours of work, and “half day” as 4 hours of work.

Price Schedule:

  • Per day Shoot rate: Consultant to quote
  • Per day Edit rate: Consultant to quote
  • Voice Over (VO): as per actuals
  • Hotel: as per actuals
  • Travel: as per actuals
  • Animation:  as per actual
  • Music: as per actuals

In the financial proposal, please quote per day fee inclusive of equipment rental charges, if any, required to complete the assignment.

Please quote per day rate for shoot and editing, separately. Charges for voice over, animation, music, etc. shall be reimbursed as per actuals. Cost towards travel shall also not to be included in the financial proposal at this stage. 

Evaluation Method and Criteria

Individual Consultants will be evaluated based 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 of weighted technical criteria and financial criteria as per below weightages (technical-financial): 70%-30%.  Minimum score to pass in technical evaluation is 70%, hence only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment. Total amount of per day rate for shoot and editing will be considered for Financial Evaluation.

UNDP will sign Long Term Agreement (LTA) with 3-5 top ranked videographers per region according to their cumulative evaluation (technical + financial) score.
Technical Criteria for Evaluation (Maximum 70 points)

  • Relevant experience and qualification: 30 points
  • Experience working with international development sector organization: 10 points
  • Quality of Portfolio: 30 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:

  • 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
  • Financial proposal - Only Technically qualified consultants will be requested to submit their daily fee rate i.e. consultants who score more than 70% i.e. 49 marks with respect to the above-mentioned evaluation criteria. Consultant should not specify their consultancy fee on their CV or with the submission. The CV will not be evaluated further in case the consultant submits the same.

Note: as stating Daily Fee in Indian Rupees inclusive of equipment rental charges, if any, required to complete the assignment. Please quote per day rate for shoot and editing, separately. Charges for voice over, animation, music, etc. shall be paid as per actuals. Cost towards travel shall also not to 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

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



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