Terms of Reference For Communication Materials Production on Plan International Nepal's Earthquake Response and Recovery Program

Transcription

1 Terms of Reference For Communication Materials Production on Plan International Nepal's Earthquake Response and Recovery Program 1. Background Plan International Nepal is an independent development and humanitarian organization that advances children s rights and equality for girls. Plan International Nepal has been working in Nepal since 1978 to help most marginalized children, their families and communities for accessing their rights to survival, development, protection and participation. Plan International Nepal operated programmes through development partners in 42 districts including two earthquake affected districts in coordination with government, civil society organizations and schools. Child centred community development; human rights based approach is way of working that strongly inbuilt gender, inclusion and child protection in it s programs. From the very first day of earthquake hit, Plan International Nepal has been implementing its earthquake response program in four most affected districts namely Dolakha, Sindhupalchowk, Sindhuli and Makwanpur and two districts in Valley; Kathmandu and Lalitpur. Till date, Plan International Nepal has reached 295,411 including 120,345 children through its response and recovery program. Plan International Nepal s interventions are focused on shelter, WASH, education, livelihoods, protection, health and DRR. In addition to this, one school is built in Lalitpur and one is ongoing in Kathmandu. In a brief, Plan International Nepal has built 12 safe schools, 169 water supply schemes, trained masons, around 1000 livelihood support to young vulnerable women, 10,503 HHs with shelter support and one health post with birthing centre. For the remaining and new proposed period, Plan International Nepal project will be focused more in education, WASH, shelter, livelihood, DRR and child protection. As Nepal transitions into the recovery phase, Plan International refocused its activities on recovery interventions, focusing on areas (both geographically and thematically) that have impacted children. Plan International also ensured that interventions strengthen overall resilience and further aligns with longerterm development goals and strategies. The main goal of Plan International s post-earthquake recovery strategy in Nepal is that: Children, their families and communities are able to meet their immediate post-earthquake needs and are able to attain pre-earthquake status, as well as build resilience to withstand shocks and stress in future humanitarian emergencies. 2. Purpose of the assignment The overall purpose of the consultancy is to produce communication materials on "Nepal Earthquake Response and Recovery Program by Plan International Nepal." The produced communication materials will be used as key documentation materials to diverse audiences such as visitors, donors, staff, community people and other stakeholders. The objective of this consultancy is therefore to produce high quality and user-friendly communication materials, in the form of booklet, factsheet and a short video having a strong component of graphics with a fusion of word, photo, video. Product/materials should be creative, sharp, positive and proving Plan International Nepal s contribution towards national emergency response program. The program areas for the earthquake response are Dolakha, Sindhupalchowk, Makawanpur, Sindhuli, Lalitpur and Kathmandu. 3. Scope of work Under the supervision of the Communication Manager and Emergency Response Manager, the consultant/team will develop a booklet, graphical video and fact sheet which cover all the project activities and impact respecting Plan International's Safeguarding Child Protection Policy and following the branding guides.

2 The materials need to capture the milestones and engagement of Plan International from the beginning of Earthquake Response and Recovery Programme to date. The booklet should reflect the whole history of response program, progress made with including the most significant changes or impact including challenges, lesson learned and recommendations that will be a knowledge product and should be a reference book for future programming. These products will remain to Plan International Nepal as the final snapshot product for earthquake response program and will be attractive and bold enough for wide spread and dissemination to varieties of audiences. 4. Methodology Under the supervision of the Communication Team and Emergency Response manager (ERM) at Plan International Nepal Country Office, the Consultant/team will be required to: - Propose a strong and well-articulated methodology to carry out the assignment along with outline of booklet, factsheet and infographics. These outlines will guide further for information collection and final products - Review secondary information available with program team and gather information for the fact sheet and info graphics, the emergency response team will provide the required figures to the external team. - Draft a brief synopsis for the factsheet, photos and script setting out for the graphical video and booklet in consultation with Communication Manager - Visit the project sites Dolakha, Sinchupalchowk, Makawanpur, Sindhuli, Lalitpur and Kathmandu (May be not all the district, district can be selected based on the best practices or successful initiative and the team should work mostly on available raw footage and photos) to shoot project activities (areas to be finalised in consultation with ERM and Communication Manager, a tentative list of the project, its beneficiaries will be provided to the team) - Interview with senior management of Plan International, program team, partners staff and representative, stakeholders and beneficiaries to get the insights and include in the booklet. - Articulate some of the key facts/figures and progress through different means of presentations. (Graphics and interactive ways of communicating). - Work with communication and program team, explore the photos, videos taken earlier and use it to create a real flow of the program. Similarly, explore the case/success stories for the booklet. - Draw the facts/recommendations from the past studies and publications 5. Output/deliverables: a. A key documentation of the response work in a form of a book/report A book that reflects the history of Plan International Nepal's response in 2015 Earthquake in Nepal that should highlight the program (milestones), program areas, implementation modality, progress/achievements, most significant changes/impact (through Most Significant Change, case stories, success highlights stories), challenges, lesson learnt and recommendations for the future response. It should articulate areas of girls involvement in the program and demonstrates community engagement process too. The booklet should have a mix of high quality picture, tables, graphs and illustrations and be prepared in English. It is a sort of report but should be presented in a human interest way. The booklet must work as a key documentation about the response on earthquake by Plan International Nepal and provide a comprehensive information (narrative, short quotes and stories, staff and partners feeling, pride and difficulties, government official's say) package to the external audiences and should be able to draw the attention. The book should have 50 per cent text and remaining should be visual/graphical content. b. Fact sheet The fact sheet should contain overall program; working district, communities, partners, thematic areas, people reached (SADD a must). The fact sheet should show the overall progress and achievements of the response and relief work having attractive illustration with less text. The sheet

3 should no longer than 4 page in A4 size. It should be have appropriate content, well designed targeting for general public particularly- the policy. c. Short video The short video should focus on how community people those who were affected by the quake including girls, women, and children with disabilities have benefited from the project and depict the project's contribution towards improved their livelihood. The video should work as a key visual documentation of the response work of Plan International Nepal and should document how it brought change in the lives of the community people including women, disadvantage group, disabled after the project initiation through different activities. It should show the outcome level of the program. It should reflect the win themes or wow part of programming and show girls engagement and change in their behaviour part through various program. The video should use the existing footage/photos available at Plan International Nepal office and may be needed for having few fresh clips and the team should travel few days in the selected district. Video should be in English and not more than 5 minute having a mix of photos, videos (bites), text and must have the strong component of graphics. It should work as a strong visual documentation and how Plan International Nepal supported to Nepalese community after the 2015 quake including the key facts and figures. 6. Target audience Primary: Donors, humanitarian actors, Nepal Government Authority and Secondary: partners staff, media people, Plan International Nepal visitors 7. Final Deliverables The Final Booklet with design Interactive infographic/animated short presentation Fact sheet and booklet 8. Time frame and estimated working days The assignment should follow the following timeline for the completion. Total days: 31 working days. Activity Call for proposal for expert consultants Meeting with response team, discussion and preparation Review of existing and old reports and other documents Travel day and meeting with Plan field team in districts. Meeting and interview with Plan field partner and children at school, government officials. Date 26 Oct to 12 Nov Est. No of work days 14 November 1 Day November 7 Days November 7 Days Draft submission (booklet, factsheet, video clips) 7 December 10 Days Feedback incorporation 8-11 December 4 Days Submission of final product 14 December 3 Days 9. Consultant s Qualifications and experiences The consultant team should have at least 10 years of work experience in writing, documentation project/program achievements, and success stories for diverse audience. The team lead must have 15 years of experiences (outstanding knowledge, experience in producing communications materials on various themes, particularly for international audiences)

4 The team member should have field based experience on interacting with different stakeholders on the success initiatives. Good understanding of DRR including GESI and humanitarian approaches. Demonstration ability (through previous similar assignments for INGOs) to analyze, compile and synthesize information in coherent and succinct formats; Excellent knowledge, experiences and skills in producing infographics/factsheet/booklet for various audience, it should have the qualified and experienced persons in the team. Able to coordinate with team members to produce materials as indicated The team should have professional writer/editor, photographer, videographer, designer, visual editor, graphical editor who has proven capacity about writing, editing and producing short videos particularly for varieties of audiences. The team should have proven ability in producing such materials for global audiences (send the copies for references). 10. Ethical and Safeguarding Children and Young People Policy: Child protection is a term used to describe the responsibilities and activities undertaken to prevent or to stop children being abused or ill-treated. It is Plan s duty and responsibility to reduce the risks of abuse to the children who we have contact with and keep them safe from harm. Plan s Child Protection Policy, Say Yes to keeping children safe, is Plan International s overriding framework to protect children who come into contact with Plan International employees, volunteers, partner organizations and individuals, including consultants, who are working on behalf of Plan International. The consultant should include statements in the proposal on how he or she will ensure ethics and child protection during the commencement of the assignment and during the field work. The consultant should also specify other ethical protocols to be followed during the due course of the evaluation. The consultant is expected to take consent of the respondents and/or children s guardian before taking photographs and ask if their photographs, verbatim or case stories could be used in report and for public dissemination. Such consent must be documented and submitted to Plan International Nepal along with the final report 11. Submission of Proposal: The Offeror shall prepare both the Technical and Financial Proposal. Also include the electronic copy of Technical Proposal (in word version) in a CD inside the technical proposal envelop. In the cover letter of proposal the offeror must have to mention Production of communication materials of Nepal Earthquake Response and Recovery Program by Plan International Nepal." 12. Submission of Proposal The Offeror shall prepare both the Technical and Financial Proposal. 1. Sealing and marking of proposals The Offeror shall seal the Proposal in one outer and two inner envelopes, as detailed below. (a) The outer envelope shall be: Addressed to Plan International Nepal Country Office Maitri Marga, Bakhundole, Lalitpur, Nepal and, marked with Production of communication materials of Nepal Earthquake Response and Recovery Program by Plan International Nepal."

5 (b) The 2 inner envelopes shall indicate the name and address of the Offeror and should be clearly marked with Technical Proposal and Financial Proposal. In summary, there will be one separate sealed envelope for the Technical Proposal including all required legal documents and one separate sealed envelope for the Financial Proposal only. Note: If an offeror submits the financial proposal (budget) within or in the same envelop as the technical proposal, it will be automatically disqualified. 13. Deadline for submission of proposals Proposals must be received by Plan International Nepal at the address specified under clause Sealing and marking of Proposals no later than 04:30 PM on 12 th November, Selection criteria for hiring consultant Description of Item Weighting % Does the consulting firm/individual have past experience in similar task? 35% Does the team leader and its members have relevant academic qualification as per the 20% job assigned? Is the production methods proposed realistic and relevant to the objectives of 20% assignment? Is proposed time plan including field plan (timeline) realistic? 10% Is ethical consideration management included in proposal? 5% Does the team have own office, equipment's and required services to produce the materials? 10 % Total 100% 15. Supervision The Communication Manager will supervise the overall process of the production and be the first contact for the selected consultant team. The consultant team will work closely with the Program team, especially ERM and other relevant programme colleagues. Plan International Nepal relevant staff will accompany with the external consultant to make more productive fieldwork, if needed. 16. Cost and payment The consultant should submit the total budget in the proposal with detail breakdown including applicable taxes. 50% amount will be paid immediately after signing of the agreement, remaining 50% will be paid after the approval of final product. The final product will be reviewed by Plan International Nepal. 17. Intended users: The products will be used as to show the evidence of success to donors and visitors, and programme team at various occasions. 18. Rights to Copyright The produced materials shall be the absolute property of Plan International and ownership shall automatically vest in Plan International so all the copy right will be with Plan International Nepal. Materials collected during the field trip cannot be used by any other parties other than Plan International. The consultant irrevocably and unconditionally waives in favor of Plan International any moral rights that may exist in any of the works or materials, provided that Plan International uses all reasonable endeavors to ensure that the consultant (photographer is credited in all appropriate uses of a photograph provided as part of the service, provided that Plan International shall not be in breach of contract if credit(s) are accidentally omitted.

6 Consultancy Validity Check List: Applied For:.. Name of Company/Firm: Bid Submission Date:. S.No. Required document Yes/No 1. Scope of work 2. Methodology 3. Outputs/ deliverables 4. Timeframe and estimated working days 5. Qualification and experience of the consultant/ team 6. Ethical and child protection statements 7. Proposal signed and stamped 8. Separate sealed envelope for the Technical Proposal and separate sealed envelope for the Financial Proposal 9. Firm/company registration with renewal is attached 10. Registration with income tax office (VAT) is attached 11. Tax Clarence for latest FY 2074/075 is attached Note: Document received without having mentioned above documents will be considered as disqualified. Furthermore, individual bidding consultant must be VAT registered and must submit registration document. Consultant without VAT registered/tax Exempted organization will not be entertained.