Terms of Reference for Hiring of Firm to Support SPO in the Development of Product Awareness/Communication Material
Video Documentary – SPO’s 30 Years of Excellence
Country: Pakistan
Location: Punjab, Sindh, Balochistan and Khyber Pakhtunkhwa
Contracting Period: 29, January 2024 – 29, March 2024
Strengthening Participatory Organization (SPO), with great enthusiasm and pride, is announcing the initiation of a special video documentary project in celebration of our 30 Years of Excellence. As we reflect on three decades of impactful contributions and achievements, we are seeking the expertise of a distinguished video production firm to craft a video documentary encapsulating the essence of our journey.
This documentary would help us with the key highlights, achievements, progress, results, developments, and impacts of our projects in Pakistan through testimonials, highlights, and interviews.
- Background and Rationale:
SPO is a non-government, not-for-profit, rights and responsibilities-based organization registered under Section 42 of the Companies Act 2017 of Pakistan, serving to improve the well-being of communities and citizens of Pakistan by creating their awareness of basic rights and ensuring their access to those rights. Since 1994, we envision “a democratic, socially just, and ecologically sustainable society” with a mission to support and strengthen disadvantaged communities and public interest institutions for sustainable development. We have dynamic teams based in 28 regional and field offices in all provinces of Pakistan who work with a diverse spectrum of groups from grassroots communities to various tiers of governance at local, district, provincial, and national levels.
SPO has a vast portfolio in social and economic development, gender equality and protection, WASH rights, health and education, climate change, and humanitarian emergency response. The organization is recognized for its nationwide footprint in 80 districts in Pakistan. SPO’s success is attributed to its ability to mobilize, strengthen, and capacitate development partners, including community organizations and networks of leading rights-based civil society organizations. The organization accentuates the thematic areas of Social and Economic Development, Climate Change Adaptation, Cultural Heritage and Tourism Promotion, and Digital Knowledge Transformation and has vast experience in humanitarian, disaster relief, and rehabilitation projects. We strongly believe in the values of mutual trust, dynamism, volunteerism, transparency, equality, inclusivity, adaptability, innovation, and ecological consciousness. SPO believes in the continuity of efforts that guarantee participation, innovation, and ownership of the local communities, thus finding sustainable solutions at all levels.
In order to highlight this and furthermore success, SPO seeks to develop a video documentary to reflect our 30 years of journey and the impact of our projects.
- Objectives of assignment:
The main objective of this video documentary is:
- To capture our 30 years’ journey and highlight the successes of our projects and impacts
- Specific tasks of assignment:
The firm will be required to carry out the assignment in the following areas:
3.1. Development of an informative documentary:
Full High Definition Quality video documentary of 1920×1080 pixels with 50 frames/second
- Develop the storyboard of the video documentary
- Develop the script for the video documentary
- Seek briefings from technical SPO staff major stakeholders for technical understanding.
- Interview of Chairperson SPO
- Interview of Vice-Chairperson SPO
- Interview of Chief Executive SPO
- Interviews of 04 Members of the Board of Directors of SPO
- Interviews of 02 Country Heads/Directors/Representatives of SPO Partner Organizations
- Interviews of SPO Regional Managers and key staff members
- Interviews of community partners/beneficiaries
- Develop infographics and motion graphic elements
- VFX graphic editing, effects, and animations
- Use HD Drone Camera for drone footage
- Use SPO – 30 Years logo
- Use professional DSLR cameras with the latest cutting-edge technology
- Use professional equipment, including Flood Lighting Kits, LED Panels, Lenses, and Microphones.
- Professional voiceover and sound recording at a minimum of 96 kHz/24bit
- Develop 18-20 minutes video documentary in the Urdu language with English subtitles and Urdu subtitles where the community partners/beneficiaries are using the local language
- Develop 5 short videos of 3-4 minutes each from the main video documentary
- Deliverables:
18-20 minutes video documentary in the Urdu language with English and Urdu subtitles readily available for publication.
Develop 5 short videos of 3-4 minutes each from the main video documentary
- Place of assignment:
The duty station will be at our regional offices in Punjab, Sindh, Balochistan, and Khyber Pakhtunkhwa. Intermittent traveling for conducting video shoots. All the travel costs will be borne by the consulting firm.
- Time frame:
60 Days, starting from 29, January 2024 – 29, March 2024
Anticipated work plan (activities with timelines)
| Activity | No. of Days |
| Signing of contract | 1 |
| Seek briefings from technical SPO staff and major stakeholders | 3 |
| Develop the storyboard for the video documentary | 4 |
| Develop the script for the video documentary | 5 |
| Interview of Chairperson SPO | 1 |
| Interview of Vice-Chairperson SPO | 1 |
| Interview of Chief Executive SPO | 1 |
| Interviews of 04 Members of the Board of Directors of SPO | 4 |
| Interviews of 02 Country Heads/Directors/Representatives of SPO Partner Organizations | 2 |
| Interviews of SPO Regional Managers and key staff members | 7 |
| Interviews of community partners/beneficiaries | 10 |
| Video editing and post-production work | 10 |
| Feedback on the documentary | 5 |
| Finalization | 5 |
| Total days | 59 |
Any and all activities will be subject to approval from the relevant project and counterpart authorities.
- Reporting:
The firm will report to the Manager – Communication SPO.
Required Qualifications and Experience
- The firm must have adequate in-house human resource available with a minimum 5-year experience each or has the capacity to take the required resources onboard.
- Graphic developer with expertise in graphic design, including the use of design software such as Adobe Illustrator, Adobe InDesign, and CorelDraw
- The video production team must have in-house technical expertise for shooting on 1080p, 2K and 4K resolution.
- Firm must have expert editors and post production artists with excellent hands-on skills of software like Adobe Premiere Pro CC, Adobe After Effects, Adobe Elements, Adobe Photoshop, Adobe illustrator and Audition.
- The firm must provide following samples of at least 3 documentaries previously developed for not-for-profit organization/NGO/INGO
- The firm must have undertaken video production assignments for a NGOs, Commercial Clients and a government sector client (video evidence for each will be preferred).
- The firm must share the names and CVs of the proposed personnel with the proposal.
- Payment Terms:
30% payment upon signing of contract
40% payment upon submission of first version of developed video documentary to SPO
30% payment upon submission of final documentary to SPO
- Approvals Copyrights, Confidentiality and Intellectual Property:
- All the material developed will be reviewed and approved by the Manager – Communication SPO.
- All people appearing in the video need to share their consent in writing for filming and to the use of the video by SPO, collaborative department, funding, organizing, and implementing organization. These consent forms need to be delivered to SPO.
- The firm shall not allow third parties to access documentation or work results of any kind, in particular reports and data, without the prior written consent of SPO. For the purposes of this clause, the term ‘third parties’ includes the ultimate commissioning party.
- All the material used in the production of the content will become the property of the SPO, and shall be treated as confidential and cannot be reproduced by the firm.
- All information/data/Media pertaining to this assignment (artwork, photography, documentary, audio, video, digital, cyber, project documents, etc.) that the firm may produce/develop during the performance of their duties under this consultancy shall remain the property of SPO, who shall have exclusive rights over their use. Except for purposes of this assignment, the information/data/Media shall not be used in whatever form without written permission of the SPO in line with the national and International copyright laws applicable. Where appropriate, the material(s) prepared by the consulting firm should refer to relevant human rights provisions for gender equality and be otherwise non-discriminatory in any respect.
- General Data Protection Regulation:
Application of the EU General Data Protection Regulation
Any personal data included in this agreement shall be processed pursuant to the Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation/GDPR) to the extend this law is applicable. Such data shall be processed solely for the purposes of the performance, management and monitoring of this agreement.
- Obligation of Data Confidentiality
In particular, the Parties acknowledge that – when establishing any joint works, personal data from the other Party might be disclosed, such as for instance, address lists. In the case of any such disclosure of personal data, the Parties undertake to maintain data confidentiality according to Art. 5 General Data Protection Regulation, against everyone. The Parties will extend these obligations also to their employees to the extent dictated by law. Parties will, therefore ensure that their own employees do not forward any personal data to third parties or otherwise use them for purposes which are not in accordance with this agreement. The aforementioned principles also apply in the event that a Party subcontracts third parties with their task fulfillment. The obligations to maintain data confidentiality and data protection are essential duties of this agreement; they continue to exist indefinitely after completion any joint work.
- Freedom from third-party data protection rights
The contractor warrants that any data transmitted to the SPO has been processed in accordance with the applying data protection laws, in particular the General Data Protection Regulation and are free from any third-party rights that would prejudice the use of this data within the purpose of this agreement. The contractor against all claims arising from the violation of data protection laws or fines imposed by governmental agencies and shall reimburse for all costs incurred in connection with its corresponding legal defense.