Procurement Notices

TERMS OF REFERENCE

Individual Contractor for the Development of EU-UNDP Project RECOVERY 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 a Category 5 hurricane. Rainfall rates reached 30 mm per hour, wind speeds registered at 315 km/h and storm surge 5-6 meters high hit the coastal areas. Over a 16-hour period, the “super typhoon” swept through six provinces in the Visayas, knocking out power, telecommunications and water supplies. Along the eastern coast of Samar, Eastern Samar and Leyte, extensive damage was caused by powerful storm surge akin to a tsunami. Entire villages were swept away by seawater, which claimed thousands of lives and caused heavy infrastructure damage in highly populated areas.

Official figures from government indicate that 1.1 million homes were destroyed, 16.1 million people were affected, and 4.1 million were displaced. At least 6,300 people have been confirmed dead across all the areas hit by the typhoon.

The United Nations Development Programme (UNDP) has been contributing to the rehabilitation and recovery efforts of Yolanda-affected areas in the Visayas region starting from the immediate emergency response to the early recovery phase, until the transition to longer-term recovery and rehabilitation. In July 2014, the UNDP and the European Union (EU) entered into a contribution agreement to implement Project RECOVERY, a recovery and resilience-building project funded by the EU in the amount of EUR 9,700,000 for a three-year implementation period from July 2014 to July 2017. Refer to the Project Document (Contribution Agreement) for additional details.

The project operates in three (3) UNDP Yolanda Response Hubs covering a total of two (2) cities and (13) municipalities in the provinces of Eastern Samar, Biliran and Leyte. The following table provides an overview of the coverage areas of Project RECOVERY.

The overall goal of Project RECOVERY is to leave behind national and local governments as well as communities with strengthened capacities in facilitating the timely and sustainable recovery of affected families in the Visayas (Region VIII) devastated by Typhoon Yolanda. This Project will complement and enhance efforts of the government in supporting Typhoon Yolanda-affected communities in transitioning from relief to recovery and development, while building their resilience to future natural disasters. The project seeks to attain this overall goal by working towards four primary results, as follows:

• Infrastructure rebuilt in a disaster-resilient way and to higher standards, including model public buildings constructed as evacuation centers
• Livelihoods in farming and fishing communities restored and sustainable decent jobs created
• Land management issues and shelter construction models addressed to ensure relocation of displaced populations
• Strengthened capacities for local governance disaster response and preparedness, including effective link to national level

The Project’s overall objective and expected results will be achieved through the following major components and corresponding outputs:

1. ACTIVITY DESCRIPTION

With Project RECOVERY due for closure in October 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 key messages for sustainability, enhancement and replication of initiatives under the different thematic areas. The final outputs shall be shared to the general public through the respective website and social media accounts of UNDP and EU.

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 majority, if not all, of the EU-UNDP Project sites. The itinerary for field deployment shall be discussed and finalized during preliminary meetings with key UNDP staff at the Country Office (CO) and the Project Management Office (PMO) in Tacloban.

1. RESPONSIBILITIES AND EXPECTED OUTPUTS

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

1. Review the Project Documents [including Addendum], progress reports and other related documents (e.g., feature stories), and participate in “story conferences” with the 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 the UNDP and EU, and obtain consent from all interviewees and photo/video subjects [for the recording and its subsequent releases for public view]
4. Organize a professional team to interview key informants (i.e., EU representatives, Project Board 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 EU
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 EU
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-EU communications and branding guidelines
3. PMO to convene the Activity Core Group [PM, MEO and C1-C4 Specialists] 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 EU and the UNDP Regional Office (if necessary) prior to the 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 Project RECOVERY (14-18 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

• 40 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.

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 Project RECOVERY 2017 AWP Budget Lines 4.1 and 5.16. 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.