Procurement Notices

                                                                          Supplementary Notice 1

Bidders are kindly advised that the deadline for Consultancy for Multi-media communications support to advancing Papua New Guinea’s National Adaption Plan – RFP/PNG/002-2021 has been extended to 07th June 2021.  

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1. PROJECT DESCRIPTION

Climate Change continues to negatively impact Papua New Guinea (PNG). This affects PNG’s growth trajectory, and the socio-economic opportunities people may otherwise enjoy. Building resilience to climate change has featured in national dialogue and political commitments for over a decade. Recognised as an acute challenge for PNG, Government and partners have committed to mainstream climate action in their planning and delivery. Major policy initiatives such as Vision 2050 and the national Strategy for Responsible Sustainable Development , PNG’ Sustainable Development Goal 13 Roadmap and Papua New Guinea’s Enhanced Nationally Determined Contribution 2020, have broadened efforts to include better natural resource management, conservation, and sustainable growth. Growing legal architecture has supported these efforts. However, PNG’s geography, economic base, exposure to external shocks and limited capacity across Government present challenges to their implementation. As a result, a phased approach to adaptation planning is required.

Advancing Papua New Guinea’s National Adaptation Plan, was established with the objective to  reduce vulnerability to the impacts of climate change, by building adaptive capacity, resilience and integration of climate change adaptation into relevant new and existing policies and the development planning process. This project will support PNG in these areas through the following three project outcomes:

Outcome 1: The coordination mechanism for multi-sectoral adaptation planning and implementation at different levels is strengthened.

Outcome 2: Climate change risks are integrated into key national and sectoral policies and NAP is formulated; and,

Outcome 3: Financing framework for climate change adaptation action for medium-to long-term is established.

The project closely aligns itself with ongoing relevant programmes aimed at mainstreaming climate change and reducing vulnerability such as a) USAID’s Climate Change Ready Programme, b) GCF/GGGI supported GCF Readiness Support Programme, c) DfID’s Climate Change Information and Knowledge Management Programme and complements their activities thus increasing efficiency and avoiding duplication of efforts.The primary beneficiaries of the project are the Climate Change Development Authority (CCDA), the sectoral representatives and non-government stakeholders in the project’s Technical Advisory Group (TAG). The project will also benefit following key sectors: agriculture, health, transport, and infrastructure.

1. SCOPE OF WORK

The main objective of the assignment is to produce;

1. four short documentary films (approximately 10 minutes each in duration) that will contribute to raising public awareness about Climate Change in PNG, with a specific focus on adaptation with mention of the National Adaptation Plan. The documentaries will focus on presenting through a human-interest story format, real case study examples that highlight the impacts of climate change and the need for adaptation to address these impacts.
2. 4, 20 minute episodes on adaptation awareness for airing on Provincial and National Radio.
3. Video footage and photographs of regional/national workshops related to the National Adaptation Plan
4. Graphic design, and layout support for Newsletters, Factsheets, Posters and project reports that will contribute to raising public awareness about Climate Change in PNG with a specific focus on adaptation.

The contractor will work closely with the designated CCDA focal point (Adaptations and Project Division and CCDA Communications Unit) and the UNDP PNG Country Office (NAP Project and Communication Team) to ensure that the products will be delivered within the agreed timeline and an agreed quality.

In particular the contractor will perform the following duties.

Refine and present a methodology for implementing the assignment.

• This should include a detailed financial overview, pre-production, production and post-production schedule for filming, Radio and graphic design support and distribution plan (this should include airing of videos on National Television and radio content over 2021 and 2022)

FOUR SHORT DOCUMENTARIES ON ADAPTATION

Development of story board and scripts for four documentaries on Climate Change impacts and adaptation requirements

• With support from CCDA designated officer, collect footage related to climate change adaptation. CCDA Adaptation to assist in identifying which focus/theme areas that can be featured on these 4 documentaries before the scripts are developed   
• Submit 4 draft scripts (this includes summary of the collection of raw footage and profiling of potential candidates to feature in documentaries).

Submit the final concepts of the documentaries for approval.

• Final concept to be approved by CCDA and UNDP prior to production of documentaries.
• Feedback and comments from review by CCDA and UNDP to be incorporated into final version.

Provide first cut of the documentaries on DVDs and/or electronic USB storage device for review by CCDA and UNDP

• 2-minute Documentary trailers should be provided in two formats appropriate for use on television and on online platforms (Facebook and YouTube).
• The final 10 minute documentaries must follow these technical specifications;
•  3 - MP4 video format with H264 format and AAC audio/80P x 720P or 4k.
•  Subtitles: for clarity of accents or where tok pisin may be used in the video
• Lower third with consistent style throughout the videos (per UNDP & CCDA approved style guide)
• Instead of a whole paragraph of captions per frame, please add additional frames to prevent the viewer from feeling overwhelmed by text.
• Font color for caption and sub-titles: white - Add a 50% translucent grey text box layer underneath the text layer for additional ease in reading captions and subtitles.
• All ‘talent’ must have their full name, relevant position/title and organization captioned
• CCDA and UNDP logos and other logos and corporate information to feature in last frames as required

Liaise (and cover costs) with the most economical and widest coverage National TV station to air documentaries.

• Timing for airing of documentaries will be agreed upon by CCDA designated officer and UNDP.

4, 20 MINUTE EPISODES ON ADAPTATION AWARENESS FOR AIRING ON NATIONAL & PROVINCIAL RADIO

Development of scripts for four content for on Climate Change impacts and adaptation requirements on provincial and national radio

• With support from CCDA designated officer/Communications Unit, create 4, 20 minute radio package on climate change adaptation.
• These 4 episodes will be scripted so that there is a flow for the next episode. Include a jingle/community announcement to promote the airing of the episodes     

Submit the final concepts of the scripts for approval

• Final concept to be approved by CCDA and UNDP prior to airing on radio.
• Feedback and comments from review by CCDA and UNDP to be incorporated into final version.

Liaise (and cover costs) with the most economical and widest coverage National Radio station to air scripts.

• Final timing for airing of episodes will be agreed upon by CCDA designated officer and UNDP
• Package to be shared with provincial NBC stations for airing

VIDEO FOOTAGE & STILL PHOTOGRAPHS FROM REGIONAL/NATIONAL WORKSHOPS RELATED TO THE DEVELOPMENT OF THE NAP

Gather video footage and photographs from 8 regional workshops.

• Travel with workshop team to regional/national locations and compile video footage on workshops
• Footage/photographs to include interior of the workshop as well as nature – landscape and nature shots from the surrounding in the workshop location.

Submit final concept of the video footage and photograph images for approval

• Final concept to be approved by CCDA and UNDP

Provide first cut of the video footage on DVDs and/or electronic USB storage device for review by CCDA and UNDP

• Provide video footage and images on DVDs and/or electronic USB storage device for CCDA and UNDP

GRAPHIC DESIGN/LAYOUT SUPPORT FOR NEWSLETTER, FACTSHEETS, POSTERS & PROJECT REPORTS FOR AWARENESS ON CLIMATE CHANGE WITH A SPECIFIC FOCUS ON ADAPTATION

Graphic design, layout support in collaboration with CCDA

• Provision of editorial, layout and graphic design support to CCDA for development newsletter, factsheets, posters and project reports for climate change awareness, with a specific focus on adaptation.

Submit the final concepts for approval

• Submit the final drafts to CCDA and UNDP for approval before printing

1. EXPECTED OUTPUTS/DELIVERABLES

The contractor will deliver the following outputs.

1. INSTITUTIONAL ARRANGMENTS

The assignment will be undertaken in close partnership and with direction from the UNDP Country Office in PNG and CCDA. The contractor will bear full responsibility for production of outputs in line with expected outputs with deliverables outlined in section 3 of the agreement.

1. INTELLECTUAL PROPERTY

All information pertaining to this project (documentary, audio, digital, cyber, project documents etc) belonging to CCDA and UNDP which the contractor may come into contact with in the performance of his/her duties under the consultancy shall remain the property of the respective agencies who has have exclusive rights over their use. Except for purposes of this assignment, the information shall not be disclosed to the public nor used for any other purpose without written permission of the Client in line with the national and International Copyright Laws applicable.

1. DURATION OF THE ASSIGNMENT

The duration of the assignment is twelve months from May 2021 to May 2022. In accordance with the expected outputs and deliverables, the contractor submits reports to the designated UNDP focal Point for review of outputs, comments, certify/approval/acceptance of works afterwards. In case of any delays to achieve the expected outputs, the contractor should notify the designated UNDP focal point in advance to take necessary steps.

1. DUTY STATION

The duty station for the assignment is Port Moresby, Papua New Guinea

1. QUALIFICATION, TEAM COMPOSITION & EXPERIENCE

This assignment will be carried out by a multi-media company consisting of a team of experts with in-depth work experience in PNG. The vendor must also have created documentaries/shows, demonstrated graphic design/layout work of social, environment, cultural issues for a minimum of five years. Team members should comprise of the following;

Designated Leader – leads the conceptualization, scripting, production and post-production work and submits all relevant material on behalf of the team to the designated UNDP focal point. The team leaders should hold a minimum of post graduate degree in the field of television or film making and should have a minimum experience of 10 years in the field. He/she should have the experience working for International Development Organizations in similar or related fields of work. He/she should lead the overall consultancy work, taking conceptual leadership of the tasks and coordinating with team members and will be responsible for delivering all the outputs under this task. The leader should possess high quality consultative skills, organizational skills, and should have the ability to communicate effectively, in writing and orally (English)

Cinematography Expert – A minimum of five years of experience as a camera person, having worked on subject that deal with the climate and environment in general

Editing Expert – A minimum of five years’ experience as an editor, preferably with certification from an editing course.

Radio Presenter – A minimum of five years’ experience as an On-Air Presenter, preferably hosting a show consistently for the same amount of time.

Graphic Designer – A minimum of five years’ experience as a Graphic designer, preferably with experience in newsletter, factsheet and poster design.

Required Documentations:

☒ Company Profile, which should not exceed fifteen (15) pages, including printed brochures and product catalogues relevant to the goods/services being procured

☒   Tax Registration/Payment Certificate issued by the Internal Revenue Authority evidencing that the Bidder is updated with its tax payment obligations, or Certificate of Tax exemption, if any such privilege is enjoyed by the Bidder

☒   Certificate of Registration of the business, including Articles of Incorporation, or equivalent document if Bidder is not a corporation

☒   Official Letter of Appointment as local representative, if Bidder is submitting a Bid in behalf of an entity located outside the country

☒   Quality Certificate (e.g., ISO, etc.) and/or other similar certificates, accreditations, awards and citations received by the Bidder, if any

☒   Latest Audited Financial Statement (Income Statement and Balance Sheet) including Auditor’s Report for the past [2 years]

☒   Statement of Satisfactory Performance from the Top [3] Clients in terms of Contract Value the past [5 years]

☒   CV’s of all key personnel proposed for this tender

☒   All information regarding any past and current litigation during the last five (5) years, in which the bidder is involved, indicating the parties concerned, the subject of the litigation, the amounts involved, and the final resolution if already concluded.

1. APPLICATION PROCEDURES

Completed proposals should be submitted to procurement.png@undp.org, no later than  25th May, 2021. For any clarification regarding this assignment please write to procurement.pg@undp.org 

Please be guided by the instructions provided in this document above while preparing your submission.

Incomplete proposals and failure to comply with proposal submission instruction will not be considered or will result in disqualification of proposal.

UNDP looks forward to receiving your Proposal and thank you in advance for your interest in UNDP procurement opportunities. 

Returnable Bidding Forms / Checklist (refer Annexure for Forms)

Proposal Envelope:

Technical Evaluation Criteria