REQUEST FOR PROPOSALS FOR PRODUCTION OF A VIDEO DOCUMENTARY EPC/PRO/RFP/005/2013-2014 TERMS OF REFERENCE MARCH, 2014
1. INTRODUCTION The Terms of Reference (TOR) serve as a Request for Proposals from firms/companies that are interested in production of a video documentary. Details regarding contents of proposals and submission procedures are explained herein. 2. BACKGROUND The Export Promotion Council is Kenya's premier institution established for the development and promotion of exports of goods and services, including harmonization of export-related activities. Established in 1992, the Council s primary objective is to address bottlenecks facing exporters and producers of export goods and services in order to increase the performance level of the export sector. To achieve its mandate, the Council works in collaboration with both the public and private sectors with financial support from the government and development partners. Kenya is a member of the International Bureau of Expositions (BIE), the body mandated to organize world Expos. Expos are unique events in which participating countries, international organizations, corporations, civil society and millions of individuals come together to interact, based on a given theme statement. Countries use this opportunity to showcase their trade, cultural and tourism potential. In 2012, Kenya confirmed participation at the Expo 2015 Milano, which will be held from 1 st May to 31 st October, 2015. The Expo will be driven by the theme Feeding the Planet, Energy for Life. The Kenya pavilion is located within the coffee cluster of the Expo. The Export Promotion Council is mandated by the Government of Kenya to coordinate all activities of the Expo. 3. OBJECTIVES The overall objective of the project is to communicate Kenya s evolving competitiveness in export of goods and services with coffee as one of the niche products offered by the country. 3.1. Specific Objectives: i) To promote Kenya s as a preferred source of quality products, its cultural diversity, landscapes and innovations; ii) To tell success stories of the Kenyan economy, its drivers, and with focus to export trade; iii) To showcase SME growth initiatives as platforms for industrialization, wealth creation and socio economic transformation; 4. TARGET AUDIENCE The documentary will be for the viewership of:- i) Visitors to the Kenya Pavilion at the Expo 2015 Milano ii) The Kenya public 5. SPECIFIC TASKS The media consultancy firm will be required to:- i) Develop the documentary film overall concept and scenario 2
ii) Interview selected interviewees for the film who will include County and National Government officials, industrialists, farmers, logistical firms, SMEs and other players in product development and export trade; iii) Develop the documentary script and story board to be used in the film; iv) Provide a detailed production and post-production schedule for filming process; v) Perform appropriate video filming and shoot interviews with the interviewees and site impressions; vi) Present a draft documentary to the Export Promotion Council for comments about contents; vii) Produce FINAL documentaries 6. OUTPUT/ DELIVERABLES i) Meeting with stakeholders to collect and film data; ii) Submit a storyboard and script for the documentary to the Export Promotion Council; iii) Present a draft documentary to the Export promotion Council after incorporation of all comments and views; iv) Produce an edited Video Recording of the scenarios captured, and the footage of the recorded stories; v) Present one 15 minute documentary film version with English voice-overs and sub-titles vi) Present one 15 minute documentary film version with Italian voice-overs and sub-titles vii) Hand over two master copies of each version to the Export promotion Council. The Documentaries must also be delivered in packages compatible with contemporary media equipment and applications. 7. DURATION OF THE ASSIGNMENT The assignment is expected to take 50 working days from the date of signing the contract. 8. PRINCIPLES The successful firm will be expected to work in close collaboration with the Export Promotion Council from planning stage to ensure that the message for and from the products are well understood, taken and implemented properly on the right track. 9. OWNERSHIP/INTELLECTUAL PROPERTY The edited documentary films as well as all footage filmed for this assignment will be the sole property of the Export Promotion Council. The selected media firm name and logo shall only be acknowledged in the closing credit. 10. SUPPORT AND FACILITATION The Export Promotion Council, as the Client, shall provide necessary support to the Consultancy firm in order to execute the assignment during the duration of the Consultancy. The support shall include:- i) Access to relevant information on product development and export; 3
ii) General introductory letters to interviewees and stakeholders; iii) Help in identification and location of interviewees, as well as sites for filming the documentary 11. REMUNERATION Payments to the Consultancy firm shall be based on the agreed financial proposal developed for this consultancy, as will be indicated in the contract. Payment shall be made in three installments of; i) 40% down-payment upon submission of an inception report acceptable to the Export Promotion Council; ii) 40% upon submission of an acceptable draft documentary; iii) 20% upon submission of the final outputs, incorporating suggestions and recommendations of the Export Promotion Council 12. QUALIFICATIONS AND COMPETENCES The media firm should have the following qualifications and competencies:- i) Proven and extensive experience in producing video films or Television programmes relating marketing and promotional matters. ii) Experience in working with public institutions and agencies; iii) Awareness of dynamics that influence socio-economic trends in the local, regional and international fronts; iv) Excellent technical capacities to ensure smooth and high-quality production. This includes, and not limited to, video production staff, own video production studio and related equipment; 13. SUBMISSION OF APPLICATIONS Interested media firms should submit their proposals that include: i) A Technical Proposal in form of a letter stating why you consider your firm suitable for the assignment; ii) Brief methodology on the approach and implementation of the assignment; iii) Personal CVs of technical personnel proposed for this project highlighting qualifications and experience in similar projects; iv) Work references contact details (email addresses) of referees (firms for whom you have produced similar assignments); v) A DETAILED list of equipment and facilities owned or available to the consultancy firm to facilitate delivery of the assignment. vi) Letters of Commendation from reputable institutions for similar assignments undertaken and concluded (with them); vii) Financial Proposal indicating consultancy fee and a breakdown of expenses (unit price in Kenya shillings together with any other expenses) related to the assignment; viii) Kenya Revenue Authority Tax Compliance Certificate; ix) Audited Accounts for the last three years; 4
The Technical proposal and the financial proposal must be in separate sealed envelopes and clearly marked Technical Proposal for Request for Proposal Reference No.... and Financial Proposal for Request for Proposal Reference No.... Both envelopes should be sealed in one large plain envelope that should be marked Request for Proposal Reference No.... Applications should be sent to the Export Promotion Council and addressed to: The Chief Executive Officer Export Promotion Council Anniversary Towers, 16th Floor, University Way P.O Box 40247, 00100 NAIROBI Or Be deposited at the Tender Box provided in the Administration Block, so as to be received on Monday 14 th April, 2014 at 12.00 noon. Late proposals will be rejected. The Requests for Proposals will be opened immediately thereafter in the presence of the bidders, or their representatives who choose to attend. 5