Terms of Reference For Producing communication materials On Girls Advocacy Alliance 1. About Plan International Nepal Plan International Nepal is an independent development and humanitarian organisation that advances children s rights and equality for girls. Plan International Nepal has been working in Nepal since 1978, helping marginalised children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International Nepal works in 42 districts in Nepal. Plan International Nepal aims to achieve lasting improvements in the quality of life of deprived children in developing countries, through a process that unites people across cultures and adds meaning and value to their lives. Plan International Nepal at present has its regular programs in Sunsari, Morang, Rautahat, Sindhuli, Banke and Bardiya districts and specific projects in Dang, Kailali, Kanchanpur, Baglung, Myagdi, Parbat, Sankhuwasabha, Dhankuta, Saptari, Siraha, Dhanusha, Mahottari, Sarlahi, Bara, Parsa, Nawalparasi, Rupandehi, Dolpa, Bajhang, Bajura, Darchula, Achham, Baitadi, Dadeldhura, Doti, Dailekh, Jajarkot, Rolpa, Pyuthan, Rukum, Salyan and Surkhet districts. Plan International Nepal also has its earthquake response programs in four of the earthquake affected districts; Dolakha, Sindhupalchowk, Makwanpur and Sindhuli. 2. Background The Girls Advocacy Alliance (GAA) program is a 5-years program (2016-2020) of Plan Nederland, Terre des Hommes Nederland and Defence for Children-ECPAT Nederland. The GAA program is led by Plan Nederland and is implemented in cooperation with the Dutch Ministry of Foreign Affairs. In Nepal, Plan International Nepal program is taking lead of GAA program and being implemented in partnership with national NGOs namely Child Workers in Nepal-Concerned Center (CWIN) and Women Rehabilitation Center (WOREC). The program is being implemented at national and local level with long term vision that girls and young women are free from gender based violence (especially child marriage and sexual abuse), have access to decent economic opportunities and spend dignified life. GAA Nepal program aims to achieve this by enabling civil society organization and communities, so that they can hold the governments and private sector actors accountable, and by mobilizing key decision makers to address social norms and values. In this regard, this Terms of Reference (TOR) has been prepared for producing the key communications materials related to project issues. 3. Objective of the assignment The overall purpose of the consultancy is to produce key public communication materials on gender based violence and economic empowerment of girls and young women: mainly design and develop TV spot and visualization of jingle against child marriage. 4. Scope of work The consultant team should produce high quality key communications materials under the guidance of the Communication Manager and Girls Advocacy Alliance (GAA) team. The products include design and production of two TV spots and visualization of jingle against child marriage following the Plan International Nepal s Child Protection and Safeguarding policy. These materials will be used to disseminate the messages against gender based violence and promotion of economic empowerment of girls and young women. The target audience of these materials would be diverse audiences such as visitors, donors, staff, partner agency, community people including children, adolescents and youth.
a. Two TV Spots production: - The TV spot is the key public communications product which should tell the public about individual and public role to reduce existing Harmful Traditional Practices (HTPs) and role of men in reducing gender based violence in the society. The TV spot should create a sense of responsibility among public at individual get aware about individual s duty to end the practices of HTP as they being part of the society. Two short TV spots have been planned. Both the TV spot should feature the well-known artist having strong simple effective message that influence the mindset of people in order to bring change in their behaviors. All the video product needs to be shoot in 4K format. TV spot-1: Role of individual to reduce HTPs in the society The Spot should highlight the role of individual in reducing the existing HTPs and take role to end such practices. This could be either dramatic form or in the form of short music video with the messages that inspires everyone to change their behaviours. It should have a clear message telling in a way that impact for the viewers. TV spot-2: I respect girls because I am a boy/man The theme for the spot is "I respect girls because I am a boy/man" this could be paraphrased to make audience friendly. Man and boys should play an important role to reduce gender based discrimination in the society. Gender Transformation is only possible by Respecting each other's rights and role in the society. The purposed TV spot should promote the key message about men's role. Technical details for both visual products: Duration: 2 minute for each (30 second version are also needed) Audiences: general public, particularly boys/men in the project areas Should be a mix of narration in Nepali, subtitle in English and sign language (on the box) Language: Nepali and English as subtitle Visuals and audio should be high-quality and should be filmed by 4K format Graphics should be added to support the visual and text. Should include Plan International Nepal logo at the end. Not limiting with the above, the creative producer may suggest more for value adding ideas for making a strong TV spot. Both the spot should have well known national one or two lead characters Short version: The shorter version (30 seconds) for both spots both in both English and Nepali should be produced for using TV stations in Nepal. The most of the visual will be same as of 2 minute long spot. Wording or subtitle may needs to be changed and adjusted with the key messages. The uses of the shorter version of tv spot is for tv channels and social media tools. Should help to establish a key message on the proposed theme of the TV spot. b. Visualization of child marriage jingle: Plan International Nepal has already produced a jingle on child marriage. Duration of a jingle is 59 seconds. This audio jingle needs to be visualised by using innovative ideas and well known national female celebrity including other popular characters and few girls from Plan International working areas which should be an appealing product. The visual should synchronise the lyrics of the jingle and make viewers friendly and highlight on call to action. Audience: general public, particularly girls Other elements: use graphics as per need Involvement of girls and youth from GAA working groups as much as possible Target audience: young girls and boys, their parents and peers and school students Shoot in 4k format
Pre-test of the production and incorporate the feedback Nepali version Translate the song into English and add the subtitle Purpose: share with TV stations, upload on social media 5. Methods; Clarify idea/concept on the production jointly with involvement of consultant and Plan International Nepal team members Present the ideas of TV spot, collect feedback and finalize Draft the story board, script for TV spot before the actual filming Pre-test of the production with intended audiences and get their feedback, discuss with Plan team and incorporate Get consent from team members and communities those going to be part of this process The team should attend/organise regular meeting for the discussion to give the shape for all products All communications product should be reviewed from gender equality and social inclusion lens The team should travel to field as needed to capture the clips 6. Final Deliverables 1. TV spot (2 minute long- and 30 second: HD quality for the use in meeting, workshop and interaction) one for social media uses in all formats (AVI and MP4) including clean version of each of them as well as final script. 2. Visualization of song against child marriage 7. Time frame and estimated working days The selected consultant is expected to complete the assignment by 31 st of October. The assignment should follow the following timeline for the completion. Activity Date Est. No of work days Finalization of proposal and agreement 26 October 1 day Meeting with technical team, discussion and preparation ( script submission to Plan International 29 October 1 days Nepal) Visualization 2 November 4 days Post Production of TV spot and visualization of song against CM and 15 November 9 days submission to Plan Feedback from Plan 16 November 1 day Feedback incorporation 19 November 3 days Submission of final document TV spots and visualization of song against CM Total days; 20 working days 22 November 1 days 8. Consultant s Qualifications and experiences The consultant team (all proposed members) should have at least 10 years of work experience in creative video and public communications productions including proficient command over English and Nepali languages.
The consultant team should have knowledge/experience of making creative multimedia content especially, TV spot, short commercials Significant experience in writing, editing and documenting best practices, human interest stories for different audience; global, national and community. Demonstration ability (through previous similar assignments- PSAs; communications materials productions) Excellent knowledge, experiences and skills in producing short but creative videos for diverse audience, (If any award winning productions- that would be an asset) Able to coordinate with team members to produce materials as indicated The team should have creative heads to write the script, direct the documentary of videos that fits into our given time frame. The team should have proven ability in producing videos for global audiences; (send the copies for reference- the best two only) The team should have own equipment's and editing labs and should be able to work on tight deadline without losing the quality. 9. Ethical and Child Protection Statements 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 s overriding framework to protect children who come into contact with Plan employees, volunteers, partner organisations and individuals, including consultants, who are working on behalf of Plan. 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. 10. 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 RFP Reference : Producing communication materials On Girls Advocacy Alliance (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. 2. 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 15 th October, 2018. 11. Consultant Selection Criteria Criteria Weighting % Does the consulting firm/individual have past experience in producing TV spots and short 35% commercials? 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 10 % materials? 12. Supervision The Communication Manager, Plan International Nepal will supervise the overall process of the production and regularly monitors the progress and work as the first contact for the selected consultant team. The consultant team will work closely with the GAA team at Plan International and its implementing partners team and the field team, when field travel is needed. Plan International relevant staff will accompany with the external consultant to support for linkage with them for rapport building or renew its association with them for a quality production. 13. Payment The consultant should submit the total budget in the proposal with detail breakdown including applicable taxes. 30% amount will be paid immediately after signing of the agreement, 30% will be paid after submission of the final product and remaining 40% will be paid after the approval of final product. The final product will be reviewed by Plan International Nepal. 14. Bidding Process The competent Nepalese individuals/organizations with expertise on above mentioned areas should submit technical and financial proposal for the consultancy. The applicants will be provided with: Terms and Conditions. Two sample videos The tender document and ToR can be obtained upon written application to nepal.procurement@planinternational.org Applicants will be required to submit: 1. Profiles of the consultant with all team members' CVs (should have singed by the proposed team members) 2. Previous work sample 2 with an evidence certified by the concerned agencies 3. A short proposal articulating consultant's understanding over the proposed assignment.
15. Evaluation and Award of Consultancy Plan International Nepal will evaluate the proposals and award the assignment based on technical and financial feasibility. Plan International reserves the right to accept or reject any proposal received without giving reasons and is not bound to accept the lowest, the highest, or any bidder. Only successful bidders/applicant will be contacted. 16. 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 (photo, videos) 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 (videographer, 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.