Procurement Notices

TERMS OF REFERENCE

Individual Consultant for the Development of Koica-UNDP End-of-Project Communications and Advocacy Materials

1. BACKGROUND

Typhoon Yolanda (international name Haiyan), one of the strongest typhoons on record, hit the Visayas (Central Philippines) on 08 November 2013 with a force equivalent to that of a Category 5 hurricane. Rainfall rates reached 30 millimeters per hour, wind speeds registered beyond 315 kilometers per hour and massive storm surges reached as high as five to six meters along coastal areas. Over a 16-hour period, the “super typhoon” passed over six provinces in Central Philippines, knocking out power, telecommunications and water facilities. Along the eastern coast of Samar, Eastern Samar and Leyte, extensive damage was caused by powerful storm surges. Entire villages by the sea were swept away, claiming thousands of lives and causing heavy infrastructure damage in highly populated areas. Meanwhile, on the western coast and mainland areas of Samar and Leyte, severe winds flattened vast areas of farmlands planted with coconut and other fruit-bearing trees. Strong winds also caused damage, although to a lesser extent, along the coasts of Cebu, Panay and Coron.

Hardest hit in Eastern Visayas were the islands of Leyte and Samar, particularly Tacloban City, where about 90 percent of the infrastructure was destroyed. Official government figures indicate that about 1.1 million homes were destroyed, 16.1 million people were affected and 4.1 million were displaced. At least 6,300 people were confirmed dead across all areas hit by the typhoon.

In December 2014, the Korea International Cooperation Agency (KOICA) and the United Nations Development Programme (UNDP) signed an Arrangement that formalized a collaboration in providing assistance to the affected population, particularly for the recovery phase. The Arrangement defined the terms of the project entitled “Support to Typhoon Recovery and Resilience in the Visayas: Waste Management, Vocational Training and Cash-for-Livelihoods.” The Project has a total KOICA funding of USD 3,180,000 and implemented by the UNDP in the hard-hit municipalities of Basey (Western Samar), Guiuan (Eastern Samar) and Hernani (Eastern Samar). Refer to the signed Arrangement (Project Document) for more details.

The overall goal of the project is to contribute in enabling the recovery and building the resilience of selected local government units (LGUs) and communities in the Visayas affected by Typhoon Haiyan, while its objective is to strengthen the post-disaster environmental and economic resilience of its target areas. Implementation period is from December 2014 to December 2017 and is expected to lead to the following outputs:

• Output 1: Improved waste management system
• Output 2: Increased access to vocational training towards livelihood diversification
• Output 3: Optimized use of typhoon-damaged coconut trees to create cash-for-livelihood opportunities
• Output 4: Improved community disaster preparedness and reduced number of families living in danger zones

The objective and target outputs are expected to be achieved through the following:

1. ACTIVITY DESCRIPTION

With the KOICA-UNDP Project due for operational closure in September 2017, the Project Team intends to engage the services of a communications professional for the development of end-of-project communications and advocacy materials. These materials shall highlight the accomplishments of the Project vis-à-vis its targets, contribution to the overall recovery and rehabilitation needs of LGUs and affected communities, results of various interventions, and the key messages for sustainability, enhancement and replication of initiatives under the different thematic areas. The final outputs shall be shared to the public through the respective website and social media accounts of UNDP and KOICA.

For this activity, an Individual Contractor (IC) shall be engaged to produce the communications and advocacy materials. A Videographer/Photographer/Writer Consultant—hereinafter referred to as VPW Consultant—shall handle the pre-production, production and post-production of audio-video presentations (AVP) as well as photo-documentation (i.e., high-resolution photographs with captions) of the Project.

The VPW Consultant shall be engaged for a total of 30 working days, spread over the period covering 15 July 2017 to 25 September 2017, to produce the required outputs. The Consultant, and his/her production team, is expected to travel to the three (3) KOICA-UNDP project sites. The itinerary for their field deployment shall be discussed and finalized during preliminary meetings with key UNDP staff at the Country Office and the Project Management Office in Tacloban.

1. RESPONSIBILITIES AND EXPECTED OUTPUTS

Under the direct supervision of UNDP through the Communications Associate of the Management Support Unit (MSU-Country Office), Programme Associate of the Resilience and Peace Building Unit (RPBU-Country Office) and Project Manager at the Project Management Office (PMO-Tacloban), the VPW Consultant shall:

1. Review the Project Documents [including Addendum], progress reports and other related documents, and participate in “story conferences” with UNDP focal persons to clarify expectations, define the contents/subjects and develop the story line
2. Finalize the story line, video and photo shooting script as well as production plan (i.e., deployment schedule, locations and subjects) based on discussions and agreements at story conferences
3. Follow the communications and branding guidelines of UNDP and KOICA, and obtain consent from all interviewees and photo/video subjects [for the recording and its subsequent releases for public view]
4. Organize a team to interview key informants (i.e., KOICA representatives, Project Steering Committee members, regional and local government personnel, implementing partners and beneficiaries) and shoot/take video footages and photos at  pre-identified sites [Note: all needed equipment and editing software to be provided by the team]
5. Transcribe the interviews, translate to English and include as subtitles or quote in captions
6. Capture and highlight in the output materials the mention and/or use of logos of UNDP and KOICA
7. Handle post-production tasks which shall include video editing/splicing, B-roll compilation, musical scoring [original or open-source], voice over and motion graphics/subtitle/caption development
8. Present, edit and finalize the video and photo materials based on inputs and comments of reviewers from UNDP and KOICA
9. Submit all raw files and final copies of the audio-video and photo materials to UNDP on or before 25 September 2017 [Note: Provisions on the entitlement to intellectual property and other proprietary rights shall be explicitly stated in the Contract]

The UNDP, in turn, shall be responsible for the following:

1. MSU and RPBU to take the lead in the overall management of this activity
2. MSU and RPBU to facilitate the procurement process for the engagement of IC (i.e., publication of the job notice, assessment of proposals) and briefing the selected IC on UNDP-KOICA communications and branding guidelines
3. PMO to prepare the draft story line which shall highlight the core elements of the Project, area and sub-projects to be covered, key informants to be interviewed, and the core messages or themes to be emphasized
4. Prepare the list of projects and subjects to be covered by photo-documentation
5. Develop the initial guide questions and itinerary [to be finalized with the selected VPW Consultant]
6. Coordinate with target respondents (key informants) and other stakeholders of projects to be visited
7. Cover all related expenses (i.e., budget economy airfare, accommodation, vehicle rental and meals) during field deployment of VPW Consultant and production team
8. Accompany the VPW Consultant and production team during video and photo shoots
9. Provide editorial guidance and comprehensive feedback to the draft outputs of the IC
10. Secure the approval of KOICA and the UNDP Regional Office (if necessary) prior to final approval and issuance of the Certificate of Acceptance of the IC’s outputs
11. Reproduction and dissemination of the final version of IC’s outputs

Expected final outputs for this engagement are the following:

• 1 summary video of KOICA-UNDP Project (10-14 minutes)
• 12 video teasers/short testimonials (20-30 seconds each) covering all Project components

Note: Summary and teaser videos subject to 2-5 rounds of editing based on feedback of reviewers; final version of the videos in .MOV and .MP4 formats; and, all raw video footage of interviews and B-roll to be submitted also to UNDP

• 30 high resolution images with captions (covering all Project components)

Note: Digital alteration or manipulation not allowed, only minor photo editing (e.g., color correction, contrast/ exposure adjustment); caption of photos in 2-5 sentences (including quotations); file size, resolution and format ideal for good quality A3 printing; and, raw format of all photos taken during location shoots to be submitted also to UNDP

1. REQUIRED COMPETENCIES OF THE INDIVIDUAL CONTRACTOR

1. TIMEFRAME

The development of communications and advocacy materials is expected to take about two (2) months, with all related activities (including submission of final outputs) expected to be completed by 25 September 2017. Below is the indicative timeline for this project:

1. SUBMISSION OF PROPOSAL AND BASIS FOR SELECTION

Submission of proposals is open to all interested and qualified individuals. The proposal shall contain both technical and financial components and submitted to the address indicated in the Procurement Notice. The technical proposal shall include the: (1) CV of the individual; (2) portfolio of work [link(s) to be provided and specific role(s) to be indicated] to give the UNDP Proposal Assessment Team an idea on the individual’s output quality; and, (3) Plan of Approach and Methodology.

The Plan of Approach and Methodology shall contain the: (1) description of the production/design framework and methodologies to be employed to deliver the required outputs within the given timeframe; (2) list of all hardware [with specifications] and software to be used to produce required outputs; (3) indicative schedule of activities-tasks-milestones-deliverables; and (4) number and responsibilities of production team members or assistants to be engaged.

The financial proposal shall contain the: (1) Letter of Confirmation of Interest and Availability using the template of UNDP; and, (2) breakdown and total costs of the engagement. The financial proposal should not include allocations for roundtrip airfares, food and accommodation expenses, vehicle rental and fuel cost. These items shall be handled by UNDP.

All proposals should be forwarded to procurement.ph@undp.org and registry.ph@undp.org on or before the indicated deadline of submission in the procurement notice.

The combined scoring method will be used to select an IC. Technical and financial proposals shall be rated based on the following:

Technical

• Background and Experience of IC                                     ………..     20%
• Portfolio of Work                                                                 ………..     20%
• Plan of Approach and Methodology                                ………..     30%

Financial

• Maximum Rating for Lowest Bid Amount                       ………..     30%

1. FUNDING SOURCE AND SCHEDULE OF PAYMENT

Funding for the engagement of an IC to produce the required outputs will be drawn from KOICA-UNDP Project 2017 AWP Budget Lines 4.7 and 5.2. The selected IC shall be remunerated based on the following payment schedule:

All proposals should be forwarded to procurement.ph@undp.org and registry.ph@undp.org on or before the indicated deadline of submission in the procurement notice.