REQUEST FOR PROPOSALS MAY 2023 -TERMS OF REFERENCE FOR VIDEOGRAPHY AND PHOTOGRAPHY SERVICES – REACT HS, ETHIOPIA

REQUEST FOR PROPOSALS MAY 2023

TERMS OF REFERENCE FOR VIDEOGRAPHY AND PHOTOGRAPHY SERVICES – REACT HS, ETHIOPIA

1.0 About AECF

AECF (Africa Enterprise Challenge Fund) is a leading non-profit development organisation that supports innovative enterprises in the agribusiness and renewable energy sectors with the aim of reducing rural poverty, promoting resilient communities, and creating jobs.

We catalyze the private sector by surfacing and commercializing new ideas, business models, and technologies designed to increase agricultural productivity, improve farmer incomes, expand clean energy access, reduce greenhouse gas emissions and improve resilience to the effects of climate change. We finance high-risk businesses that struggle to access commercial funding; we are committed to working in frontier markets, fragile contexts, and high-risk economies where few mainstream financing institutions dare to go.

To date, we have supported over 400 businesses in 26 countries in Sub-Saharan Africa, impacted more than 30 million lives, and created over 27,000 direct jobs.

AECF is headquartered in Kenya with offices in Cote d’ Ivoire and Tanzania.

2.0 About the REACT Household Solar Programme

The Renewable Energy and Adaptation to Climate Technologies – Household Solar (REACT HS) is a programme funded by the Foreign, Commonwealth & Development Office (FCDO) and implemented by the AECF. The REACT HS Programme seeks to address the challenges of availability, acceptability, affordability and accessibility of energy for low-income households through supporting private sector delivery of solar home system products and services in Malawi, Ethiopia, Zambia, Zimbabwe, Nigeria, Senegal and Sierra Leone.

The programme seeks to increase access to clean, affordable energy for low-income people in Africa by promoting a market-based approach for private sector delivery of solar home system products and services in the target countries in sub-Saharan Africa. Solar home systems are stand-alone photovoltaic systems that offer a cost-effective mode of supplying clean, renewable energy for lighting, appliances, and cooking, to remote off-grid households for better wellbeing and livelihood opportunities for rural poor people.

3.0 Purpose and Objectives of the Assignment

The purpose of the assignment is to showcase the impact of the work from the investee funded under the programme. The investee is Winsol – Ethiopia.

5.0 Scope of Work

For this assignment, you will be required to:

• Develop interview questions that will be used to conduct interviews with the AECF investee company’s staff and management as well as the company’s beneficiaries.
• Conduct video interviews of the AECF investee staff and management that highlight prior growth challenges faced by the investees before AECF funding, growth steps taken and achieved, and position they are in today.
• Conduct video interviews of the investee’s beneficiaries that highlight how the company has been able to transform the lives of local communities, smallholder farmers as well as women and youth.
• Capture b-roll or cutaways or supplementary footage of the business, its activities and work with beneficiaries. These cutaways should be action footage of the company’s operations, its staff interacting with customers, and beneficiaries going about their normal lives.
• Capture photographs that show the work of the investee, their operations and their impact in local communities.
• Capture photographs of beneficiaries ensuring that these are action shots with people going about their day-to-day activities.
• Ensure all photo and video subjects sign consent forms for the videos and images taken.

6.0 Deliverables

The consultant will be required to deliver the following:

1. 1. Interview questions for at least two (2) investee officials and two (2) beneficiaries.
   2. Conduct at least two (2) video interviews of the investee’s company’s officials. The interviews should be no less than five (5) minutes each.
   3. Conduct at least two (2) video interviews of each investee’s company’s beneficiaries. The interviews should be no less than five (5) minutes each.
   4. Capture b-roll or supplementary footage of the business, its activities and work with beneficiaries. This footage should be well-framed and should be action footage.
   5. Capture at least thirty (30) edited photographs of each investee, with at least ten (10) being those of beneficiaries.
   6. Provide an edited video that adequately tells the investees story of change and growth. The video should be a maximum of 5 (5) minutes long and should include intro, outro and lower third graphics.

7.0 Guidelines for submission of products:

Footage to be captured – a guide.

• Record interviews of beneficiaries in different formats including long shot, medium shot and up-close. These interviews can be in English or vernacular language (provided they can be accurately translated).
• Record interviews of AECF investees providing insight into the support provided and how it transformed their companies.
• Capture footage that shows the investee companies core activities, including warehouse, factory, sales and marketing, interaction with customers etc.
• Capture footage of the wider community, showing how people live, where possible capture footage of the environment, infrastructure such as roads and the general terrain.
• Where possible, capture footage of investees (it is on-the-ground officials and support staff) going about their work.

Photos to be captured – a guide.

• Quality: AECF uses images for a variety of purposes, requiring that digital images be of sufficient quality – resolution – to ensure quality print, as well as web reproduction.
• High Resolution Images: Digital originals, images should be shot at the highest possible resolution that the camera permits. The minimum accepted resolution is 2000 x 3000 pixels or 6 megapixels with zero compression shot as a RAW file, or as a JPEG file format at compression rate no greater than ‘medium’ (never more than 30% of what is possible). Maximum compression causes too much quality loss when the image is re-opened by the recipient.
• Approval: Submit all digital images for AECF’s selection before final edits are undertaken.
• Sequencing: Maintain images in the sequence in which they were shot, so the shoot logic can be easily traced
• Captioning: The photographs will be properly labelled/captioned (including topic, date and location and the name/identity of person in the case of portraits) for easy identification.
• Copyright: Copyright solely belongs to AECF. All images (whether used for online or print purposes) will bear the consultant’s photo credit. The consultant may not use, reproduce, or otherwise disseminate photos without prior consent from AECF.

Areas to be considered.

• General Demeanour: The Consultant is expected to always maintain demeanour and behaviour consistent with highest ethical standards and as a representative of AECF.
• High Resolution Footage: The footage should be recorded at the highest possible resolution that the camera permits. The minimum accepted resolution is 1080p.
• B-Roll: All recorded and unedited footage needs to be handed over to AECF at the end of the assignment.
• Captioning: The footage will be properly labelled/captioned (including topic, date and location and the name/identity of person in case of interviews) for easy identification.
• Copyright: Copyright solely belongs to AECF. The consultant may not use, reproduce, or otherwise disseminate footage or photos without prior consent from AECF.
• Deadlines: All video footage together with the photos should be submitted to AECF no later than 5 days after the field visit.
• Equipment: Consultant will be expected to use own Cameras and accessories, computer, and communication technologies (internet access/email etc.).
• Travel: Consultant will be expected to arrange for their own transport, accommodation, and meals to all video sites. These costs can be factored into the Consultant’s overall costs.

8.0 Qualifications and experience

• Professional experience with coverage of development projects, preferably in agribusiness, renewable energy, and climate change;
• Proven professional experience of at least five (5) years in the provision of photography and videography services for international organisations or media in the development context for mixed audiences;
• Ability to film and edit broadcast quality video and audio: HD 1920×1080 or better;
• Ability to capture and edit high quality imagery;
• Have knowledge of different video formats and video file conversions;
• Have knowledge of converting video files from multiple formats;
• Have online video publishing and file transfer skills;

9.0 Duration

This is a one-week contract from the date of signing.

10.0 Reporting

The Consultant will report to the Communications Manager.

11.0 Proposal submission

Qualified consulting firms and /or individual consultants are invited to submit a proposal including the following requirements:

Documents to be submitted.

FIRM

• Company registration.
• Company profile and experience of the team.
• Methodology to undertake the assignment.
• Previous experience in similar assignments on communications content development.
• Sample works relevant to the assignment.
• A detailed financial budget (in USD) and work plan.
• Reference letters.

INDIVIDUAL

• Full CV with a list of previous similar work demonstrating experience in similar assignments on communications outputs.
• Methodology to undertake the assignment.
• Sample works relevant to the assignment.
• A detailed financial budget (in USD) and work plan.
• Reference letters.
• Identification documents.

The technical and financial proposals will need to be submitted as separate documents

12.0 Pricing

The service provider’s payment shall be based on the financial proposal developed for this consultancy. Payment shall be made in one installment of 100% upon submission and acceptance of all outputs.

The AECF is obliged to withhold taxes on service contract fees as well as ensure 16% VAT, is charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position with regards to provisions of relevant in-country tax legislation when developing their proposals.

13.0 Evaluation Criteria

An evaluation committee will be formed by the AECF and shall include employees. All members will be bound by the same standards of confidentiality. The consultant should ensure that they fully respond to all criteria to be comprehensively evaluated. The AECF may request and receive clarification from any consultant when evaluating a proposal.

The evaluation committee may invite some or all the consultants to appear before the committee to clarify their proposals. In such an event, the evaluation committee may consider clarifications in evaluating proposals. In deciding the final selection of a qualified bidder, the technical quality of the proposal will be given a weighting of 70% based on the evaluation criteria. Only the financial proposal of those bidders who qualify technically will be opened. The financial proposal will be allocated a weighting of 30% and the proposals will be ranked in terms of total points scored.

The mandatory and desirable criteria against which proposals will be evaluated are identified in the table below.

NO.

CRITERIA FOR ASSESSMENT

Weighted Award

1. TECHNICAL PROPOSAL

70

1. An understanding of the terms of reference

Demonstrate understanding of the assignment and expected outcomes.

5

Methodology and delivery approach of undertaking the assignment in the provided timelines.

10

1. Methodology and work-plan that will deliver the best value on the assignment

2.1

Demonstrate relevant experience to undertake the given assignment with a minimum of five years.

20

2.2

Demonstrate relevant services provided in the last three years with sample of work.

10

2.3

Provision of registration documentation and other relevant statutory document.

5

2.4

Geographical Reach: Demonstrate relevant geographical experience, knowledge and reach to effectively carry out the assignment.

5

1. Qualification and Experience

Qualifications and competence of the key staff related to the study Bidders must provide descriptions and Documentation of staff/teams’ technical expertise, experience, and assignment to the task.

15

1. FINANCIAL PROPOSAL: Clarity, relevance, reality to market value/ value for money of cost for the assignment (inclusive of any applicable tax, reimbursables and travel).

30

Total Score

100

14.0 Application

The AECF is an Equal Opportunity Employer. The AECF considers all interested candidates based on merit without regard to race, gender, colour, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.

• AECF invites qualified consultants/firms to send a proposal to aecfprocurement@aecfafrica.orgclearly marked “CONSULTANCY – VIDEOGRAPHY AND PHOTOGRAPHY SERVICES, ETHIOPIA (REACT HS)” The AECF shall not be liable for not opening proposals that are submitted with a different subject.
• The proposal should be received no later than 1st , June 2023, by 5.00 pm East Africa Time (GMT +3) addressed to The AECF, Procurement Department. All clarifications and or questions should be sent to aecfprocurement@aecfafrica.org. Kindly** note bids received will be evaluated on a rolling basis due to the urgency.
• Applicants should be based in Ethiopia.

15.0 Disclaimer

The AECF reserves the right to determine the structure of the process, the number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.