Request for Proposals – Audiovisual producer

Reporting to: Head of Communications

Location: Geneva

Application closing: 31 January 2023

About Interpeace

Interpeace is an international organisation for peacebuilding that strengthens the ability of societies to manage conflict themselves in sustainable and non-violent ways. Interpeace designs and delivers its work tailored to each situation in collaboration with local partners and communities, based on extensive consultation and research. Interpeace also ensures that the processes of conflict management and change that it supports are integrated at all levels of society including local communities, civil society, government and the international community (we call it a ‘Track 6’ approach).

Interpeace was originally established by the United Nations and remains its strategic partner. Beyond field-based peacebuilding, Interpeace also assists the international community – particularly the UN – to be more effective in supporting peacebuilding efforts worldwide. This includes contributing innovative thought leadership on peacebuilding policies and practices.

Interpeace is headquartered in Geneva and has offices around the world.

For more information about Interpeace, please visit www.interpeace.org

Background

Interpeace’s Communications Unit is responsible for the strategic positioning of the organisation towards partners and the general public, enabling the organisation to better mobilise the resources, knowledge and political momentum required to achieve its mandate. Interpeace’s Communications Unit is responsible for leading the organisation’s external communication efforts by developing and implementing strategies and plans, coordinating across units and offices, as well as providing editorial and technical capacity support.

Interpeace seeks to hire an independent service provider to deliver upon demand a range of audiovisual support services to enhance the organisation’s overall engagement and positioning. This includes:

  • Video clips and short messages regarding upcoming events or announcements;
  • Interviews and conversations highlighting a topic of relevance for peacebuilding;
  • Live stream and/or video recording of events such as panels;

Preparation and Submission of Proposals

Interpeace invites qualified service providers to submit a bid to provide the services described in the attached Terms of Reference, and which form an integral part of the present Request for Proposal (RFP).

The Bidder shall bear all costs associated with the preparation and submission of its proposal, and Interpeace shall not be responsible or liable for those costs, whether direct or indirect, regardless of the conduct or outcome of the RFP, nor if the RFP is cancelled, altered or postponed for any reason. This includes, but is not limited to, any and all costs incurred for pre-proposal clarifications, oral presentations, site visits, and subsequent meetings and negotiations.

All offers shall be prepared in English. Offers shall comprise the following documents:

  1. Technical Proposal

The Terms of Reference (ToRs) of the services requested by Interpeace can be found in Annex A. The technical proposal should include the following information:

  1. A list of experience in providing audiovisual services to international organisations and other similar clients in the past 5 years.
  2. A description of the provider’s professional background and technical ability to produce and deliver high-quality audiovisual products. This includes providing samples of the candidate’s latest work. Examples of content about international affairs, peace and security, human rights, etc., will be an asset.
  • A copy of formal professional certificates obtained by the provider and/or those staff members who are likely to be responsible for service delivery.
  1. Financial Offer

This must contain an all-inclusive offer in Swiss francs to cover

  • Half a day of services including the preparation, transport, shooting video production
  • Half a day of services for editing a video.

The cost of preparing a bid and negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment.

All offers to provide the services described in this RFP must be submitted by e-mail to Emilio Congco, Interpeace’s Global Communications Support Officer (congco@interpeace.org) by 31 January 2023. All submissions must indicate “Offer for Audiovisual Consultant” in the subject line.

Participation in this RFP indicates acceptance of the terms and conditions provided.

Annex 1  Terms of Reference

Subject: Audiovisual producer

Main tasks and responsibilities

  1. Events coverage

The AV producer will provide video coverage of assigned public events and meetings, for use on Interpeace’s website and social media accounts. The producer will deliver high quality audiovisual content (raw footage), ensuring that all material meets the latest trends in video production. Interpeace will not provide equipment to produce the video materials, this needs to be covered by the video producer.

  1. Conduct video interviews

When visiting Interpeace’s HQ, s/he will conduct video interviews with Interpeace’s governing board and advisory board members, Interpeace’s staff and partners, external peacebuilding practitioners, high-level representatives from the political and private sectors. These interviews will be carried out with a strong journalistic approach on issues related to peacebuilding, security and justice, and conflict prevention. Raw footage of this content will be timely delivered based on previously agreed schedules.

3. Advice and support in the production of audio-visual material

The Service provider will provide critical advice and support regarding the production of Interpeace audiovisual materials. This includes but is not limited to:

  • Advising on how to enhance opportunities to develop video content for a wide range of audiences;
  • Suggestions on appropriate thematic angles and approaches;
  • Taking part in meetings to review engagement opportunities where audiovisual content can be developed;
  • Drafting or reviewing institutional scripts.

Contract modalities

Status

  1. The selected provider will be granted a status of “pre-selected service provider” as per Interpeace’s procurement manual. The selected provider will sign a framework contract valid for a year, and assignments will be billed upon the agreed upon rates stipulated in the framework contract.
  2. Upon requests from Interpeace’s Communications Unit, the provider will be contracted for the delivery of AV materials as specified and commonly agreed upon on a case-by-case basis and in accordance with the financial offer submitted in this RFP.

Reporting and coordination

  1. The service provider will report to the Head of Communications. She will coordinate on a case-by-case basis to define the scope of required deliverables and respective timeframes.

Invoicing and payments

  1. Together with its monthly invoice, the service provider will submit a short summary of tasks and deliverables completed together with a timesheet;
  2. Invoices will be processed within one week after submission.

Required qualifications and skills

  • Provider duly authorised and registered to deliver services in the Geneva area as independent contractor
  • Demonstratable prior experience in video production of similar projects/activities and coverage of high-level events and meetings, with portfolio provided upon request.
  • Outstanding video production skills with a strong journalistic approach.
  • Ability to deliver products according to specific requirements and timeframes.
  • Sufficient knowledge of international relations and social issues such as violence and conflict prevention, security and justice, peacebuilding.
  • Strong command of English and French. Spanish is an asset.