Call for Applications: Video Production Service Provider for Sound Connects Fund

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This will include the activities of up to 35 beneficiaries located in nine project countries, namely Zimbabwe, Zambia, Malawi, Mozambique, Angola, Namibia, Botswana, Lesotho and eSwatini, where in some countries , there are two or three project-specific sites.

The SCF is a 40-month project funded by the European Union (EU) and Africa, Caribbean and Pacific (ACP) aimed at supporting creatives in Southern Africa across the nine countries. It aims to support creatives and practitioners through sub-grants to improve their products and services and gain better access to markets and funding.

Expected outputs include:

Two (2) professional videos in HD broadcast quality format including:

  • 1 x five-minute video (to be produced by November 2022) of a promotional call to action for the third open call for SCF grant applications.
  • 1 short 10-minute documentary (to be produced by July 2023) featuring a compelling overview of the Sound Connects Fund project, beneficiary projects and overall impact achieved, including interviews with the project management team and representatives of the awarded organizations. The final delivery must also include a one-minute trailer for the short documentary to be used for promotional purposes.

Main Responsibilities/Objective

The tasks are as follows:

  • Participation in meetings with management.
  • Read and gain a solid understanding of the project and its objectives.
  • Development of a creative approach and treatment for the two videos.
  • Storyboarding and production planning.
  • Collecting existing material from SCF team and subrecipients, and recording new material for use in videos.
  • Post-production of video material/content, including editing and color grading of final videos.
  • Packaging and presentation of the final videos to the Goethe-Institut and the management of the MIAF.

To note: The expertise of the service provider will guide the deliverables of the results of this call. However, final tasks and scopes will be approved by the CFS management team.

Submission

The service provider or company producing short promotional videos must submit the following to MIAF and the Goethe-Institut:

  • Evidence of expertise and previous work in the production of promotional videos and short documentaries.
  • Proposed approach to provide a 360 service that includes creative processing, storyboarding, filming, editing and final delivery. If applicable, please include profiles of other external partners or service providers who will be part of your delivery plan and team.
  • Proposed workflow, including a typical schedule, demonstrating the production and client liaison process that will be used in the delivery of the service of these terms of reference.
  • Complete and detailed indication of the costs, ideally detailed invoicing of each deliverable according to these terms of reference. Please note that final costs and service charges will be determined by the final tasks, specifications and scope of delivery to be negotiated between the appointed service provider and the SCF management team.
  • To note: The submitted proposal must be a maximum of four pages.

Service Provider Profile

  • Expertise and experience working in the Southern Africa region in a similar capacity would be advantageous.
  • Experience in producing promotional videos and short documentaries.
  • Excellent verbal and written communication skills in English.
  • Understanding of arts development project activities.

Staff qualifications

  • Clear indications of all personnel involved (providing respective CVs). Previous experience working in/with the different target countries of the project is preferred.
  • Overview of the past experience of the tendering company/consortium of companies/freelancers covering at least the last three years (maximum the last six years).
  • Must be able to communicate fluently in English.

Budget plan and other aspects

  • Prices (presented in ZAR or EUR) must include all taxes (VAT included) and other elements (eg internet access, work materials, etc.). The Goethe-Institut will only pay the total price as stated in the offer.
  • Any equipment necessary to perform the tasks is provided by the service provider.
  • All travel expenses necessary – previously agreed and in accordance with the applicable reimbursement policies – for filming purposes will be covered by the Goethe-Institut on the basis of their complete and correct documentation.

General provisions

  • Rights of use: The Goethe-Institut and the MIAF are granted an exclusive right to use the contract products for all known and unknown types of use, unlimited in time, space and content. This right of use also extends to the right to use individual parts or the entire product in connection with other work not originating from the contractual partner.
  • Selection criteria: A committee set up by the Goethe-Institut and the MIAF will evaluate the various offers submitted. Submissions after the deadline will not be considered. The Goethe-Institut reserves the right to request additional documents after submission. The evaluation consists of four parts: Price (30%), quality of the proposed project team (30%), regional expertise (10%) and quality of the offer (30%). The tender with the highest number of cumulative points in the four sections will be awarded.

Other provisions

  • Applicants should note that once contracted, there will be no extension of the allotted time beyond the closing date.
  • Failure to comply with the provisions of the contract may result in the termination of the contract without prejudice to the co-contracting party.
  • The Goethe-Institut reserves the right not to appoint any consultant/service provider or to entrust the work to more than one tenderer.
  • The Goethe-Institut reserves the right to undertake reference and other checks, and by responding to this offer, the consultant(s)/service provider(s) hereby gives the Goethe-Institut consent /the authority to undertake such verifications.
  • The Goethe-Institut reserves the right to withdraw this offer or modify these terms of reference by written notification (e-mail or posting on the website) only to those shortlisted candidates who respond to this call before the closing date.
  • The award of the contract will be based on the best value for money – i.e. the best result for the Goethe-Institut as a whole, taking into account price, economic, environmental and social benefits (if applicable ).
  • The Goethe-Institut reserves the right not to award or to accept the lowest tender.

Anti-competitive behavior

Anti-competitive arrangements, in particular agreements and recommendations regarding the following are prohibited:

  • Profit margin.
  • Profit sharing.
  • Prices.
  • Severance pay/severance pay, etc.
  • General terms and conditions of service, payment and contract that influence pricing, except for exceptions mentioned in the GWB (German competition law, implementing Article 101 of the EU Treaty).

Various

  • The information, materials and documents made available by the contracting authority may only be used for the purposes of this invitation to tender, must remain strictly confidential and cannot be redistributed to third parties without the prior agreement of the contracting authority.
  • Expenses incurred for the preparation and presentation (including travel expenses) of the offer cannot be reimbursed. Unless otherwise agreed, documents, samples, etc. attached to the tender will become the property of the contracting authority. Bidders cannot claim reimbursement of any costs.

Bid Submission Instructions

Tenders should be submitted electronically (preferably in a PDF) in English to Priscilla Mwasinga at [email protected] with the subject “Sound Connects Fund Promotional Videos Producer” at the latest August 11, 2022 at 6 p.m. CAT. Late submissions will not be considered.

Contact for more information

Priscilla Mwasinga, MEAL Officer, at [email protected] and Thabiso Mohare, SCF Regional Coordinator, at [email protected].

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