Videography and Photography Services for Deforestation-Free Coffee Practices Project

TERMS OF REFERENCE

Videography and Photography Services for Deforestation-Free Coffee Practices Project

under the Dutch Fund for Climate and Development (DFCD)

 

Location: Central Highlands, Vietnam

Duration: 3 months – from January 2025 to March 2025

 

1. Introduction

SNV is a global development partner rooted in and working across Africa and Asia. Established in the Netherlands in 1965, SNV focuses on transforming agri-food, energy, and water systems to enable sustainable and more equitable lives for all. By strengthening capacities and catalysing partnerships, SNV contributes to systemic change that addresses the root causes of poverty and inequality.

 

In Vietnam, SNV has been active since 1995, collaborating with communities, government agencies, and businesses across more than 50 provinces, including some of the country’s most remote and underserved areas. The Vietnam team comprises over 70 national and international staff dedicated to three main sectors: Agri-Food, Energy, and Water. These efforts are guided by cross-cutting themes such as Climate Adaptation and Mitigation, Gender Equality and Social Inclusion, and Strong Institutions and Effective Governance.

 

By integrating these interconnected areas and continuously adapting our approach, SNV aims to expand its reach and support more individuals in Vietnam and beyond to lift themselves out of poverty sustainably.

 

The Dutch Fund for Climate and Development (DFCD) is a climate resilience fund dedicated to supporting climate adaptation and mitigation projects that benefit vulnerable communities and landscapes. Funded by the Dutch government, the DFCD is managed by a consortium of expert organizations: FMO (Dutch Entrepreneurial Development Bank), Climate Fund Managers (CFM), SNV (a global development partner), and WWF Netherlands.

 

The DFCD operates through three main facilities:

 

• Origination Facility: Co-managed by WWF and SNV, this facility focuses on identifying and developing early-stage projects into viable investment opportunities.
• Water Facility: Managed by CFM, it targets investments related to water and sanitation infrastructure, as well as environmental protection.
• Land Use Facility: Managed by FMO, this facility focuses on investments in sectors such as agroforestry, sustainable land use, and climate-resilient food production.

 

By providing financial and technical assistance, the DFCD aims to improve the well-being and economic prospects of vulnerable groups and enhance the health of critical ecosystems across Africa, Asia, and Latin America.

 

In Vietnam, the DFCD, through SNV, collaborates with Phuc Sinh Corporation to promote deforestation-free coffee practices. Phuc Sinh, a leading promoter and trader of Rainforest Alliance (RA) standard coffee, aims to expand RA-certified coffee cultivation from approximately 3,620 hectares in 2023 to nearly double that by 2028. This initiative focuses on assisting smallholder farmers in adopting sustainable and climate-smart farming practices, thereby enhancing their resilience to climate change impacts.

 

2. Objective

The objective of this assignment is to produce high-quality videography and photography materials that document and promote the collaborative efforts of DFCD, SNV, and Phuc Sinh Corporation in advancing deforestation-free coffee practices in Vietnam. These materials will be used for communication and outreach purposes to showcase the project’s impact on sustainable agriculture and climate resilience.

 

3. Scope of Work

The selected service provider will be responsible for producing high-quality videography and photography content that captures the essence and impact of the DFCD, SNV, and Phuc Sinh Corporation partnership in promoting deforestation-free coffee practices. Specific tasks include:

 

Pre-Production Planning:

• Conduct a preliminary meeting with SNV and Phuc Sinh to understand project goals, target audience, and key messages.
• Develop a production schedule, including proposed dates for filming, key locations, and a list of subjects for interviews.
• Prepare a storyboard and shot list, outlining the visual narrative for the video content and the types of photos required.
• Ensure that the captured content includes a gender equality and social inclusion (GESI) approach (e.g., a mix of women and men farmers or other relevant participants).

 

Production (On-site Filming and Photography):

• Capture interviews with key stakeholders, including:
• SNV and Phuc Sinh representatives who can provide insights into the project’s goals and implementations.
• Farmers involved in the project, share their experiences and how sustainable practices impact their lives.
• Film activities that highlight sustainable practices, such as shade-grown coffee, soil conservation, water management, and other climate-smart practices.
• Document training sessions, workshops, and interactions between Phuc Sinh and coffee farmers.
• Include SNV and DFCD representatives in the footage as part of the broader project story, capturing their involvement and interactions with Phuc Sinh’s team, to reflect the partnership and collaborative efforts.
• Capture high-quality visuals of Phuc Sinh’s coffee processing facilities, emphasizing sustainable and climate-resilient processes.
• Film B-roll footage of the natural landscapes, farms, and everyday life of the coffee-growing communities to provide context and depth.

 

Post-Production:

Video Content:

• Documentary Video (5-7 minutes): A comprehensive video summarizing the project, its objectives, and its implementations with local farmers and communities, with 02 version:
• Voice-over in Vietnamese and English subtitles;
• Voice-over in English and Vietnamese subtitles.
• High-Quality Master Version (5-7 minutes): A high-resolution version of the documentary without subtitles and voice-over, to allow for future customization and reuse.

 

Photography: High-resolution images that cover:

• Farmers engaging in sustainable practices.
• Group activities such as training and workshops.
• Coffee processing stages at Phuc Sinh facilities.
• Natural landscapes showcasing Vietnam’s coffee-growing regions.

 

Photos should be diverse, capturing a mix of candid shots, action shots, and portraits with captions for each photo explaining the context.

 

4. Deliverables:

Videography:

• 1 x Documentary Video (5-7 minutes) covering the full story of the project, with subtitled versions in English and Vietnamese voice-over.
• 1 x Documentary Video (5-7 minutes) covering the full story of the project, with subtitled versions in Vietnamese and English voice-over.
• 1 x High-Quality Master Version (5-7 minutes) without subtitles and voice-over, optimized for re-use.

All video files are in high resolution, including a 1080p version for online use and a 4K version for archival and presentations.

 

Photography:

• A collection of 100-150 high-resolution, edited photographs.
• A curated selection of images with varied subjects (farmers, landscapes, project activities) in multiple orientations for use in reports, presentations, and online platforms.
• Captions are provided for each image, with context on who/what is featured and how it relates to the project goals.

 

Documentation and Metadata:

• Detailed captions and descriptions for each video and photographs to support SNV’s communication team in accurately representing the project.
• File naming and metadata tagging for easy organization and retrieval.

 

Note: All video and photography outputs must be accompanied by signed consent forms from all individuals featured in the materials. These consent forms are essential to ensure that SNV has the right to use the footage and images for communication and reporting purposes in compliance with ethical standards and privacy regulations.

 

5. Time Frame

The selected service provider will be required to have their own equipment that allows them to record high quality footage in different settings (outdoor, but also in rooms with limited light).

 

The selected service provider will also be required to be available for travel to Central Highlands of Vietnam from December 2024. The transportation and logistical arrangements will be ensured by SNV.

 

This assignment is expected to take place over a 3-month period, from January to March, with the following milestones:

 

January:

• Pre-Production: Initial meetings with SNV and Phuc Sinh, development of the storyboard and shot list, scheduling, and planning for on-site production.

 

February:

• Production: On-site filming and photography across designated locations. This includes interviews, B-roll, and capturing sustainable practices, workshops, and Phuc Sinh processing activities.
• Review of Raw Footage: Initial review of footage and images with SNV to ensure the quality before the post-production.
• Prepare script and voiceover for approval prior to post-production.

 

March:

• Editing and Draft Submission:

• Submit an initial draft version(s) of the 5-7 minute documentary video to SNV for review, allowing for up to three rounds of revisions based on SNV’s feedback.

• Final Edits and Approval: Incorporate all feedback from SNV, finalize the video and submit for DFCD’s final approval, ensuring both subtitled and non-subtitled versions are ready.

• Delivery of Final Outputs: Submission of all deliverables, including the final approved video, high-resolution images with captions, metadata.
• Consent Form Submission: Delivery of all signed consent forms alongside the final outputs.

 

6. Proposal Submission

Interested service providers are invited to submit their technical and cost proposal(s) comprising of the following:

 

• Team composition and tasks assignment.
• Sample of work(s): videos/photos of similar works undertaken in the past three (3) years.
• Business license of the firm/ company (if any).
• Full costing for proposed work in VND.
• An indication of your rate for retainer services for consideration for future assignments.
• Self-Declaration Form: for firms https://c.smartrecruiters.com/sr-company-attachments-prod-aws-dc5/58919688e4b0672cc03331a9/ac985e6a-887d-4ee4-8b96-1eecf1c5d6c2?r=s3-eu-central-1; for individuals https://c.smartrecruiters.com/sr-company-attachments-prod-aws-dc5/58919688e4b0672cc03331a9/c8767e82-593a-40bd-847a-7896e3a4e908?r=s3-eu-central-1

 

7. Submission of proposals

Interested firms or individuals can submit their quotations including CVs of experts and the cost of the specific assignment before 17.00 hrs on 07^th January 2025 via the link https://smrtr.io/pm7XX.

 

Only successful applicants shall be contacted.