Request for Proposals – Professional Photography and Videography Services

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Request For Proposals
PROFESSIONAL PHOTOGRAPHY AND VIDEOGRAPHY SERVICES FOR DOCUMENTATION OF MOMENTUM TIYENI PROJECT ACTIVITIES

1.0 Background

MOMENTUM Tiyeni is a five-year USAID-funded project, which is supporting the Government of Malawi to improve access to, demand for, and use of quality maternal, newborn, child, and adolescent health; family planning and reproductive health; nutrition; malaria in pregnancy, water, hygiene and sanitation services and emerging health issues. The project is implemented in the districts of Chikwawa, Dowa, Lilongwe, Machinga, Mangochi, Mulanje, and Zomba.

The project provides technical, logistical and in-kind assistance towards strengthening capacity of health workers and quality management systems to expand availability and improve quality of health services through health facilities and community-based approaches.

2.0 Scope of Work

Palladium is seeking the services of a qualified and experienced firm or consultant to provide set photography and videography services to document MOMENTUM Tiyeni project activities and success stories. The collected high-quality images and videos will form a photo and video portfolio for MOMENTUM Tiyeni project activities for production and publication of reports and other information products to be shared with project stakeholders through various communication platforms.

The successful agency or consultant will be engaged on a retainer basis whereby they will be called upon to provide services as and when need arises.

The selected firm or consultant will be expected to undertake the following tasks:

Conduct technical planning and feedback meetings with Palladium for guidance, review and consensus on periodic technical plans for photo and video documentation and review of submitted materials.

• Develop and submit a production plan based on guidance and consensus from commencement meeting following award of contract.
• Collaborate with assigned MOMENTUM Tiyeni project staff to organize and conduct photo and video shooting. This shall include:
  • Identification and advance booking of activities, sites and subjects.
  • Collect and document written consent from and for all subjects featured in the images in line with Palladium guidelines and USAID requirements.
  • Developing synopsis, scripts and storyboards for video mini documentaries.
  • Identification and advance booking of activities, sites and subjects.
  • Collect and document written consent from and for all subjects featured in the images in line with Palladium guidelines and USAID requirements.
  • Capturing high quality photographs and video footage.
• Ensure effective and efficient provision of services, full confidentiality in all aspects of the assignment, management of information flow and follow-up on deadlines and commitments made.
• Ensure dignity of subjects, particularly in the context of children, women and other vulnerable populations.

3.0 Deliverables

The selected firm or consultant shall be expected to successfully deliver the following tangible outputs:

1. A collection of high-resolution photographs, short video clips and mini documentaries showcasing activities across all technical areas supported by the MOMENTUM Tiyeni project:
   • All photographs and video materials shall be submitted electronically through a zip folder or internet-based file transfer service or link to a SharePoint.
   • The vendor will submit raw and edited uncompressed copies of each photograph in RAW, JPEG and IPTC formats.
   • All images shall be embedded with captions entered in IPTC code format and provided on a separate Word document.
   • All images and videos will be saved following a MOMENTUM Tiyeni file naming protocol
   • Palladium will retain copyright over all images.
2. Consent forms signed by subjects, and guardians in the case of children as per Palladium guidelines should be delivered to Palladium.
3. The selected firm or consultant will not add or embed photos with branding captions or watermark signature on image files provided to Palladium.
4. Full resolution digital images will be uploaded to SharePoint with full usage rights and ownership given to Palladium.
5. Photographer credit will be provided as appropriate.

4.0 Logistics
Palladium will cover all travel, and accommodation needs during the undertaking of assignments.
The selected firm or consultant shall use their equipment and other facilities to execute assignments, and Palladium shall not be party to or liable to third-party hiring of any equipment or services.

5.0 Qualifications/Requirements

Applicants (individuals or firms) must have the following qualifications:

• Have a valid Business Registration Certificate, MRA tax clearance certification, PPDA registration certificate, recent bank statements (for individual consultants) and audited financial reports (for firms)
• At least five years’ progressive experience in professional photography and videography services preferably with experience in health focused organizations
• Demonstrable experience in capturing and producing photo and video documentation for comparable organizations and projects.
• Catalogue or samples of most recent successfully completed assignments on photography and videography documentation. Materials to be submitted on a zip folder or internet-based file transfer service or link to website and/or online repository of past work.
• Academic or professional training or certification in photography and video production.
• Possession of high-resolution state-of-the-art digital cameras and editing equipment.
• Demonstrated three years’ experience in using computer packages for photo and video editing.

6.0 How to Apply

Please submit a Technical Proposal in a zip folder or internet file transfer link containing the following:

• A Cover Letter containing the following:
• A confirmation that the Applicant intends to apply for the provision of photography and videography services in response to the RFP.
• A summary description of the capacity and suitability of the Applicant to deliver the assignment, including relevant professional credentials, skills and experience of the applicant.

A Technical Proposal containing the following:

• Administrative requirements: copies of a valid Business Registration Certificate, MRA tax clearance certification, PPDA registration certificate, recent bank statements (for individual consultants) and audited financial reports (for firms).
• A brief statement acknowledging the understanding of the assignment and requirements.
• Methodology or approach that the applicant will employ to successfully capture and produce high-quality images and videos for MOMENTUM Tiyeni project activities.
• A brief description of the Applicant’s professional background and experience
• (Profile of the Applicant).
• A statement that the Applicant has the skills and experience to provide photography videography services.
• CV of the Individual/CVs of the Applicant’s key technical personnel.
• A sample copy of contract or agreement from a most recently completed similar assignment undertaken for comparable organizations.
• At least three (3) copies of photographs and at least two (2) videos from previously completed assignments.
• A portfolio of previous work undertaken by the Applicant submitted on zip folder or internet-based file transfer service or link to website and/or online repository of past work.
• At least three (3) references for whom similar work have been conducted and who can be contacted by Palladium. References to include individual’s name, address, telephone number and point of contact information.
• At least three (3) references for whom similar work have been conducted and who can be contacted by Palladium. References to include individual’s name, address, telephone number and point of contact information.
• List of equipment and resources (e.g. cameras, editing computers and software) that the Applicant will utilize to effectively perform the services as per the requirement of this RFP.
• A comprehensive price list covering all aspects of professional fees, product and production costs. Also include costs for travel to attend creative meetings with Palladium and MOMENTUM Tiyeni staff. All prices / rates quoted must be inclusive of all taxes and quoted in Malawi Kwacha. Pricing is to be valid for not less than three (3) months from the date designated as the bid closing date for receipt of proposals under this RFP.
• Any other supporting documents in line with the requirements of this RFQ.

7.0 Evaluation of Proposals

All submissions will undergo preliminary review of following administrative requirements: a valid Business Registration Certificate, MRA tax clearance certification, PPDA registration certificate, recent bank statements (for individual consultants) and audited financial reports (for firms). Only submissions that will meet the administrative requirements will be competitively evaluated based on the following criteria:

8.0 Mode of Submission of Proposals

Interested bidders should submit their proposals electronically to the following address: procurement.momentum@thepalladiumgroup.com no later than November 15, 2024, before 05:00pm. Any offers received after this date will not be accepted.

Please note: This RFP represents only a definition of requirements and does not legally obligate PALLADIUM. Only the execution of a written contract shall obligate PALLADIUM in accordance with the terms and conditions contained therein. PALLADIUM will not compensate offerors for preparation of proposals.

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