REQUEST FOR QUOTES
Photography and Video Production Services for the USAID Support to End Tuberculosis project in Vietnam
RFQ Release Date: July 26th, 2021
Questions Due Date: No later than 17:00 (Hanoi time zone), August 02nd, 2021
Submission of questions or requests for clarification must be submitted in writing via email to [email protected] [1] with a copy to [email protected] [2]. Please note that inquiries and answers to inquiries will be shared with all applicants. Please do not contact any FHI 360 employees regarding this RFQ. Contacting individual employees may be cause for disqualification. No Telephone Inquiries Will Be Answered.
Quote Requested By: No later than 17:00 (Hanoi time zone), August 09th, 2021. Complete proposals must be submitted via email to [email protected] [1] with a copy to [email protected] [2] .
Contract Period: One year, from approximately September 2021 to August 2022.
OVERVIEW
The Family Health International (FHI 360) office in Vietnam is seeking professional contractors registered to operate in Vietnam to provide photography and video-development services, including concept creation, story development, photography/filming, and editing/post-production tasks.
Services will be required by FHI 360 on an as-needed basis for the duration of an established Master Level Service Agreement: 12 months, with possibility for extension.
I. Background
Tuberculosis (TB) is one of the top 10 causes of death worldwide, with an estimated 10 million new cases found in 2019 alone. Yet, as a disease, TB is both curable and preventable. Vietnam ranks 16th among 30 “high burden” countries - which account for 84% of all new TB cases worldwide.
The United States Agency for International Development (USAID) Support to End Tuberculosis (TB) project’s overarching goal is to support the Government of Vietnam (GVN) to successfully detect, treat and prevent TB . The five-year project will support the GVN in the ambitious effort to end TB in Vietnam by 2030, defined as reducing the TB burden, reducing deaths due to TB, and eliminating patient catastrophic costs from this disease. USAID Support to End TB is implemented by FHI 360 in partnership with the National TB Program (NTP).
Finding more TB cases is a critical step to end TB, and to do this, a new ‘Double X’ (2X) Strategy was developed by the NTP and implemented in health facilities and communities of 33 districts across seven USAID priority provinces. Now in the second year of implementation, to the project aims to showcase the collective efforts and achievements in combating TB through nationwide community campaigns. We will highlight these activities through photovoice and short videos (less than 5 minutes) to capture our key activities and partnership with local partners during the last two years.
II. Scope of Work
Under the supervision and guidance of the Senior Communications and Knowledge Management Officer and the technical team, professional contractors will provide services on an as-needed basis for 1) photography and 2) video-development and production. The contractors should demonstrate a client-oriented approach and can work with people of tuberculosis in high-risk groups. Bidders should submit proposals that cover both services, as detailed below:
1. Photography services
The contractor will provide high-quality photography services and will be called upon to produce both photo voices and collections of photos. The expected deliverables should show the project's impact on detecting and fighting against TB and its contribution to reducing TB burden in Vietnam.
1.1. Photo stories:
Each photo story will include around 20 edited photos per story with English and Vietnamese captions to illustrate stories that may focus on the following subjects:
- A photovoice captures the journey of a patient fighting against TB: how the patient access to TB treatment service and how this has changed their life.
- A photovoice captures the overall nationwide TB community campaign in crucial districts across seven provinces.
1.2. Photo collections
Each photo collection will include at least 150 high resolution and quality contextual photos. Desired photos collections may include:
- Project activities: Health workers working with local people doing TB screening in the community, health facilities, hospitals, consulting with patients, etc.
- Campaigns at districts, community, and health facilities
- Portraits of local people, particularly patients, high-risk groups in the campaigns, portrait of health workers
- Project staff working with local people, doctors reading X-ray films
- Others
A detailed shot list will be provided to the photographer to use as a suggested guide.
Assignments will be based in Hanoi and project target provinces. The Photographer will be expected to travel to project sites as needed and agreed in advance. Detailed work plan will be discussed with the project before signing a purchase order. Note that FHI 360 will arrange transportation (air fare, taxi, accommodation, etc) and cover costs in accordance with organizational policies.
2. Video production services
USAID Support to End TB aims to produce professional videos (no more than seven minutes in length) to feature project outcomes in the second year of implementation. Videos will highlight content such as the partnership among the project, NTP and local partners, and the impacts of the project in detecting TB in the community and health facilities, contributing to end TB in Vietnam by 2030. The content of the videos may focus on:
- Key figures, information, and spotlights to recognize and multiply the project’s approach
- Collaboration activities among the USAID Support to End TB and partners including NTP, provincial and district health centers
- The key highlights and differences that the project has offered
- Interview with key partners, patients and technician officers about the impacts and effectiveness of the programme on detecting TB
- A patient story on how the project has helped them detect and treat TB successfully
To ensure the quality of the above-mentioned products, the selected contractor must work closely with Senior Communications and Knowledge Management Officer and the technical team to review and provide comments on the mentioned-above product before finalization. This will consist of meetings and frequent discussions to obtain consensus on ideas and contents of scripts until completion of the final products. The work will cover the following services for the videos:
Pre-production services:
- Develop content, script, and storyboard based on the briefs, guidelines, and information provided by Support to End TB project staff
Production and post-production service:
- Film, review, and edit footage
- Add graphics, animation, music, color grading, captioning, audio, logos through to the final version
- Add narration/dialogue/interview
- Obtain copyright for music, stock images, and other materials used in edit
- Edit and submit the final products based on the project's comments by the due date
- Document English & Vietnamese subtitles for the videos
Post-production services:
- Provision of raw video materials and footages to the project; file formats to include .glv, .mov, .mp4 or as specified
- Provision of high definition 1080 resolution videos in professional broadcast quality
- Final approved video with high quality (suggested in Mp4 format)
Travel may be required to do filming on sites; filming will include interviews in Hanoi and on-site footage at some project priority provinces. Note that FHI 360 will arrange transportation (air fare, taxi, accommodation, etc) and cover costs in accordance with organizational policies.
INSTRUCTION TO BIDDERS
FHI 360 is requesting quotations from qualified vendors. Vendors must submit to FHI 360 the following:
1. A cover letter that includes:
- Certification from the vendor that prices will remain fixed for twelve (12) months.
- Point of contact for clarifications and negotiations, with name, email and phone number.
2. A brief proposal that includes:
- Vendor/organization profile that provides an overview of the offered services, quality control and capacity of the organization (not to exceed one page).
- Past performance statement that provides an overview of past work performed and clients (not to exceed one page).
3. Two business references, with contact information.
4. Quote/budget* for the services requested under the scope of work. The budget should include fixed rates for each photography service (photo stories and photo collection) and video production services for a video up to seven minutes, as detailed above in the scope of work. As noted above, quotes should not include travel costs. The budget should clearly list any taxes or other indirect costs as separate line items in the quote. Payment amount will be determined upon actual work completion (page-count).
Submitted quotes should be valid for 60 days from the date of submission to allow adequate time for organizational approval.
* Quotes should include payment terms. Indicate bank charges/fees, if applicable, for receiving an electronic bank transfer.
CRITERIA FOR EVALUATION
Selection will be based on best value, weighing price against technical factors as outlined below:
- Organizational Capability and Past Performance (70 points)
- Successful bidders will demonstrate a proven track record of producing professional photography, experience in filming development activities and highlighting compelling human stories
- Budget (30 points)
CONTRACTING MECHANISM
A Master Service Agreement will be awarded in VND to the responsive vendor whose quote will be evaluated as most advantageous to FHI 360 (lowest price, technically acceptable offer). Individual Purchase Orders for specific services will be issued to the vendor on an as needed basis under the conditions of the Master Service Level Agreement. The Master Service Level Agreement will remain active for one year, with the option for extension at the end of the time period.
RESPONSES
Responses to this RFQ should be submitted by email to [email protected] [1] and copy to [email protected] [2] no later than 5:00 pm (Hanoi time zone), August 09th, 2021. Any quotations received after this date and time may not be accepted and shall be considered non-responsive. FHI 360 will acknowledge receipt of the quotation by return email within 24 hours.
TERMS and CONDITIONS
1. FHI 360 may cancel an RFQ and/or not make awards.
2. FHI 360 may reject any or all of the responses to its RFQ.
3. Issuance of an RFQ does not constitute award commitment by FHI 360.
4. FHI 360 reserves the right to disqualify any application based on offeror failure to follow RFQ instructions.
5. FHI 360 will not reimburse applicants for the cost of preparing and submitting an application to an RFQ.
6. FHI 360 reserves the right to issue an award on the basis of an initial evaluation of offers without further discussion.
7. FHI 360 may award grants for only part of the activities listed in an RFQ.
8. FHI 360 reserves the right to check an applicant’s donor references.
9. FHI 360 also reserves the right to reject any or all applications received without explanation.
10. FHI 360 has the right to issue amendments to the RFQ at any time.
11. FHI 360’s supplier terms and conditions can be found here [3]
Request for Quotation Firm Guarantee:
All information submitted in connection with this RFQ will be valid for sixty (60) days from the RFQ due date. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is awarded the contract, all information in the RFQ and negotiation process is contractually binding.
Offer Verification:
FHI 360 may contact offerors to confirm validity of the offer, contact person, address, and bid amount.
False Statements in Offer:
Offerors must provide full, accurate, and complete information as required by this solicitation and its attachments.