Country: Somalia
Closing date: 20 Nov 2015
1.0 PROCEDURES AND RULES
UNICEF is the agency of the United Nations mandated to advocate for the protection of children’s rights, to help meet their basic needs and to expand their opportunities to reach their full potential. Guided by the Convention on the Rights of the Child UNICEF strives to establish children’s rights as international standards of behaviour towards children. UNICEF’s role is to mobilise political will and material resources to help countries ensure a “first call for children". UNICEF is committed to ensuring special protection for the most disadvantaged children.
UNICEF carries out its work through its headquarters in New York, 8 regional offices and 125 country offices world-wide. UNICEF also has a research centre in Florence, a supply operation based in Copenhagen and offices in Tokyo and Brussels. UNICEF’s 37 committees raise funds and spread awareness about the organisations mission and work.
1.2 PURPOSE OF THE RFP
The purpose of this RFP is to invite proposals from qualified institutions to provide Media Gathering and Production services to UNICEF Somalia Programs.
1.3 FORECAST SCHEDULE
The schedule of the contractual process is as follows:
Closing date and time for submission of full proposal: 20/11/2015 at 10.00 a.m. Nairobi Time
b) Award Notice: To be determined
c) Signature of contract: To be determined
1.4 RFP CHANGE POLICY
All requests for formal clarification or queries on this RFP must be submitted in writing via e-mail to somsupply@unicef.org. Please make sure that the e-mail mentions the RFP reference number.
Only written inquiries will be entertained. Please be informed that if the question is of common interest, the answer will be shared with all potential RFP bidders.
Erasures or other corrections in the proposal must be explained and the signature of the applicant shown alongside. All changes to a proposal must be received prior to the closing time and date. It must be clearly indicated that it is a modification and supersedes the earlier proposal, or state the changes from the original proposal. Proposals may be withdrawn on written request received from bidders prior to the opening time and date. Bidders are expected to examine all instructions pertaining to the work. Failure to do so will be at bidder’s own risk and disadvantage.
1.5 RFP RESPONSE FORMAT
Bidders are requested to confirm their intention to submit their proposal, by sending an e-mail to somsupply@unicef.org.
Full proposals should be submitted in ENGLISH and must be received not later than 20/11/2015 by 10.00 am Nairobi Time at UNICEF SOMALIA SUPPORT CENTRE OFFICE, UN GIGIRI COMPLEX, BLOCK Q, GROUND FLOOR. Proposals received prior to the stated closing time and date will be kept unopened in the Bid Box and proposals received after the stipulated date and time will be invalidated.
Bidders must submit three (03) sealed original copies of the proposal duly signed and dated, in the following manner (clearly marked):- Proposals received in any other manner will be invalidated.
· Outer envelope: Name of company
RFP number
UNICEF Somalia Support Centre
Address
· Inner envelope – technical proposal: Name of company, RFP number - technical proposal
· Inner envelope - price proposal: Name of company, RFP number - price proposal
UNICEF will accept no responsibility for the premature opening of a proposal not properly addressed or identified.
Due to the nature of this RFP, there will be no public opening of proposals and responsible officers will open technical proposals when the specified time has arrived.
1.6 BIDDER RESPONSE
1.6.1 Formal submission requirements
The formal submission requirements as outlined in this Request for Proposal must be followed, e.g. regarding form and timing of submission, marking of the envelopes, no price information in the technical proposal, etc.
1.6.2 Mandatory criteria
All mandatory (i.e. must/have to/shall/should/will) criteria mentioned throughout this Request for Proposal have to be addressed and met in your proposal.
All references to descriptive materials should be included in the appropriate response paragraph, though the material/documents themselves may be provided as annexes to the proposal/response.
It is important that you read all of the provisions of the request for proposal, to ensure that you understand UNICEF’s requirements and can submit a proposal in compliance with them. The bidder must also provide sufficient information in the proposal to address each area of the Proposal Evaluation to allow the evaluation team to make a fair assessment of the candidates and their proposal. Note that failure to provide compliant proposals may result in invalidation of your proposal.
1.7 CONFIDENTIAL INFORMATION
Information, which the bidder considers proprietary, should be clearly marked "proprietary", if any, next to the relevant part of the text, and UNICEF will treat such information accordingly.
1.8 RIGHTS OF UNICEF
UNICEF reserves the right to accept any proposal, in whole or in part; or, to reject any or all proposals. UNICEF reserves the right to invalidate any Proposal received from a Bidder who has previously failed to perform properly or complete contracts on time, or a Proposal received from a Bidder who, in the opinion of UNICEF, is not in a position to perform the contract. UNICEF shall not be held responsible for any cost incurred by the Bidder in preparing the response to this Request for Proposal. The Bidder agrees to be bound by the decision of UNICEF as to whether her/his proposal meets the requirements stated in this Request for Proposal. Specifically, UNICEF reserves the right to:
- contact any or all references supplied by the bidder(s);
- request additional supporting or supplementary data (from the bidder(s));
- arrange interviews with the bidder(s);
- reject any or all proposals submitted;
- accept any proposals in whole or in part;
- negotiate with the service provider(s) who has/have attained the best rating/ranking, i.e. the one(s) providing the overall best value proposal(s);
- contact any number of candidates as required to achieve the overall evaluation objectives.
VALIDITY
Proposal must be valid for a minimum of ninety (90) days from the date of opening of this RFP and must be signed by all candidates included in the submission. For proposals from institutions, the proposal must also be signed by an authorised representative of the institution. Bidders are requested to indicate the validity period of their proposal in the Proposal Form. UNICEF may also request for an extension of the validity of the proposal.
1.8.1 Technical Proposal
The technical proposal should address all aspects and criteria outlined in this Request for Proposal, especially in its statement of work, terms of reference and paragraph 1.10 of this Request for Proposal. However, all these requirements represent a wish list from UNICEF. The bidders are free to suggest/ propose any other solution. UNICEF welcomes new ideas and innovative approaches. (NOTE: No price information should be contained in the technical proposal).
1.8.2 Price Proposal
The price proposal should be in line with the TOR, indicating overall/total cost of assignment and itemized budget.
1.9.0 PROPOSAL EVALUTION
After the RFP opening, each proposal will be assessed first on is technical merits and subsequently on its price. The proposal with the best overall value, composed of technical merit and price, will be recommended for approval. UNICEF will set up an evaluation panel composed of technical UNICEF staff and their conclusions will be forwarded to the internal UNICEF contracts Review Committee.
The evaluation panel will first evaluate each response for compliance with requirement of the RFP. Responses deemed not to meet all of the mandatory requirements will be considered non-compliant and rejected at this stage without further consideration. Failure to comply with any of the terms and conditions contained in this RFP, including provision of all required information may result in a response or proposal being disqualified from further consideration.
1.10 TECHNICALPROPOSAL
The technical proposals will be evaluated against specified criteria below. The total amount of points allocated to the technical proposal is 70 points and only technical proposals which receive a minimum of 45 points will be considered further.
Please submit a tailor-made presentation, highlighting:
10.1 EVALUATION CRITERIA
Description/Points
- You or your company’s strengths, including comparative advantages over your peers - 20 points
- Your experience working with development and humanitarian partners - 10 points
- Your understanding of Somali context, and network of contacts within Somalia and Somali diaspora, if any - 10 points
- Professionalism – ability to deliver on time, handle pressure and hardship, ensure quality despite tight deadline, attention to detail, etc. - 20 points
- Sample of recent work - 10 points
Total score for technical proposal - 70 points (Only proposals which receive a minimum of 45 points will be considered further)
B) FINANCIAL PRICE PROPOSAL - 30 POINTS
Please give your price proposal by filling out the attached Rate Sheet.
Note: You don’t have to give a price for each item. UNICEF Somalia will evaluate your eligibility based on what you/your company can provide. You can add items to the Rate Sheet if it is not already included.
Please indicate clearly what unit your price is based on - is it daily, hourly, monthly, or per X number of words, per assignment?
The total amount of points allocated for the price component is 30. The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price.
Score for price proposal X = Max. score for price proposal x Price of lowest priced proposal/Price of proposal X
2.0 TERMS OF REFERENCE
MEDIA GATHERING AND PRODUCTION
Background
Raising awareness on children’s issues is an integral part of UNICEF’s communication and advocacy work. This is especially significant to Somalia, a country that has been deeply affected by conflict and violence, and is still struggling to achieve peace two decades on. Visual story telling using videos and photographs is an effective communication and advocacy tool to help us shine light on the many challenges facing Somali children. In 2014, UNICEF Somalia produced video reports on more than 30 issues, reaching millions of viewers through website, YouTube and social media.
As the need for production of such materials is frequent and continuous, USSC would like to continue working with a service provider with filming, editing and writing capacities to produce visual products that meet UNICEF’s corporate standards. The products will be published on both digital and print formats, and will be made available as archival material for the public on UNICEF’s digital assets management system, WeShare (weshare.unicef.org).
Scope of work
Filming, editing, script-writing of material gathered that captures the reality of Somali children and women, as well as the development and humanitarian work supported by UNICEF and partners. It is expected that the contractor also pitches these stories to local, regional and international media using their own contacts to broaden the reach of these products.
The following professional services will be required:
· Video
o Broadcast quality B-roll footage with shot list of the raw footage/shot list and translation of interviews from Somali to English
o Editing, including scripting and voiceover, raw footage into news reports, feature stories or/and documentaries
Technical standards of videos:
o All footage should be shot HD (16:9) 1080i50 or 1080i60
o For cut piece a SPLIT TRACK AUDIO (natural sound on one track, voice and music, if any, on the other track) should be sent
o Compression: H.264 video at 12000kbps
o AAC Audio at 256kbps
· Text
o Human interest stories/blogs/frontline diaries to accompany visual materials mentioned above. Average 500 words per piece
· Pitching
o Local, regional and international media
Conditions
a. UNICEF will cover cost of travel, including flights and DSA. Travel will be by the most economical fare and reimbursement as per UNICEF policy.
b. The contractor shall provide all filming and editing equipment that are in line with market standards.
c. Assignments may also be required in Kenya and elsewhere, such as filming of UNICEF supplies, interview with UNICEF staff, etc.
d. Payment is made as lump sum upon receipt of an invoice indicating the number of days worked, and deliverables that meet UNICEF’s quality standards.
End Product
· Broadcast quality video/audio b-rolls and news reports/features/documentaries, accompanied by detailed shot list and translation.
· Human interest stories/blogs/frontline diaries.
· Media pitching is a must
Qualifications
· Advanced university degree, preferably in Journalism, Communication, Filmmaking, Photography or a similar field.
· Eight years professional experience.
· Experience in covering development and humanitarian issues.
· Ability to assimilate and communicate complex messages through visual story telling.
· Experience working with the media, having solid media contacts and can pitch UNICEF stories effectively.
· Must be able to write - such as blogs, human interest stories, frontline diaries - in a compelling manner.
· Knowledge of Somali context, including the latest trends in development and humanitarian aid for Somalia and beyond.
· Familiarity with UNICEF’s work and children’s issues, and UNICEF’s reporting guidelines.
· Must be able to take up assignments on very short notice and deliver under tight deadline.
· Respect culture diversity, especially cultural norms of Somalia.
CONTRACT DURATION
Contract will be established on a long term arrangement basis for a period of 24 months.
SUPPLY OF SERVICES
Before the start of any activity UNICEF and the selected contractor will agree on the task to be undertaken. Job orders will be issued by UNICEF Communication Section on need basis.
PAYMENT TERMS
UNICEF does not make advance payments. Payments will be made upon satisfactory completion of tasks/deliverables and within 30 days of submission of invoices and supporting documents.
How to apply:
How to apply:
Sealed Hard copy proposals should be hand-delivered or sent by Courier to reach UNICEF at the below address on 20/11/2015 by 10.00 a.m. Nairobi Time. Bids received later than this date will be disqualified:
Supply & Logistics Section
UNICEF Somalia Support Centre
UN Gigiri Complex, Block Q, Ground Floor
P.O. Box 44145-00100
Nairobi
NOTE:
1. Prospective bidders are required to request for a full set of this RFP.
2. Bidders are requested to provide details i.e. Name/ID No. of person delivering the bids a day before the deadline to facilitate entry into the complex to:somsupply@unicef.org
3. A printed set of the completed technical and cost proposals should be submitted in three separate sealed envelopes. (Individual envelopes for technical and price proposals) clearly marked with RFP No., Name of Company, Technical Proposal and Financial Proposal