REQUEST FOR QUOTATION (RFQ)
FIELD SUPPORT SERVICES PROJECT
1. BACKGROUND
The Association of Southeast Asian Nations, or ASEAN, was established on 8 August 1967 in Bangkok, Thailand, with the signing of the ASEAN Declaration (Bangkok Declaration). Currently, ASEAN has ten (10) member states namely Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand, and Viet Nam.
Southeast Asia remains one of the most dynamic regions in the world. With a population of nearly 647 million, ASEAN boasts an emerging middle class that is an important driver of growth in Asia. As a group, ASEAN represents the fifth largest economy in the world, the fourth in Asia – after China, Japan and India – and is Canada’s sixth largest trading partner. ASEAN is also at the centre of Asia’s regional security architecture, which has afforded relative stability and propelled Asia’s rapid economic development over the last 40 years.
Canada has been a steadfast supporter and partner to ASEAN over the years and has steadily increased and deepened its relationship with ASEAN, including with: the establishment of a standalone Canadian mission to ASEAN and a dedicated Ambassador; expanded programming that advances peace & security, invests in people and advances inclusive economic development; and the recent agreement to launch an ASEAN-Canada Free Trade Agreement
2022 marks the 45th anniversary of Canada being an ASEAN Dialogue Partner and as a result Canada is seeking to celebrate this milestone, increase the visibility of our efforts to deepen our relation with ASEAN and reaffirm our support for ASEAN’s centrality.
2. OBJECTIVE
Global Affairs Canada/Mission of Canada to ASEAN requires the services of a creative Video Editor to work with them to undertake the process of editing digital video and still image content to create a series of visual material for advocacy purposes. The Video Editor is responsible for selecting, assembling or manipulating the video and image material that has been recorded to produce a 2-3 minutes video and a series of 4 short videos to be used on social media. The videos are for use by Canada’s Mission to ASEAN and Global Affairs Canada during key ASEAN-Canada meetings at the end of March, as well as use on social media and other events during the year.
3. KEY RESPONSIBILITIES
Working on a day-to-day basis under the direction of the Head of Cooperation, Mission of Canada to ASEAN, the expected services of the Video Editor will include, but not be limited to:
a) Ensure highest broadcast quality of videography: minimum HD 1920x1080 or better.
b) Ensure that all requests and instructions from GAC pertaining to videography and video-editing requirements are fulfilled.
c) Ensure that all required videography/video-editing jobs are completed on deadline.
d) Ensure that correct video formats are used as requested by GAC.
e) Ensure that videos produced for use on social media follows the specifications required by the GAC.
f) Work with the highest professional ethical standards and in keeping with GAC’s core messages.
g) Finalizing the storyboard/script with guidelines from GAC.
h) Inserting closed captioning, graphics, or other on-screen text into a video.
i) Insert subtitle if required.
j) Adding computer graphics and special effects including sound/music, image, voice over if required to a video, and
k) Undertake any other relevant tasks as assigned by the GAC.
4. EXPECTED OUTPUTS AND DELIVERABLES
The Video Editor is expected to deliver the following:
a) Develop the concept of the videos, produce, direct, prepare script/storyboard, and edit five (5) videos (One (1) x 2-3 minutes and four (4) x 30-45 second videos), adding/using existing and/or stock footage, with text/graphics/music/image/voice-over added as needed to ensure professional products.
b) Agree to provide the first draft of the work within one day after the latest material submission from GAC / the Mission of Canada to ASEAN.
c) Agree to provide up to 5 times revision to the work within 5 hours respectively for each revision.
d) The five videos will be used during the ASEAN-Canada Joint Cooperation Meeting (JCC) at the end of March, on social media and during the launch of the 45th Anniversary of ASEAN-Canada Partnership, and
e) Provide graphic design to a PowerPoint presentation for the JCC Meeting.
f) Provide all materials (drafts and final) in required format for any future edit as necessary.
The timeline for deliverables (including deadlines) will be agreed upon with the supervisor on an on-call basis.
Selected candidates will need to use their own high-quality audio-visual equipment. FSSP will not provide any equipment. Please share the list of high-quality equipment that the applicant will use.
All video and still image footage and graphic design are the property of the Government of Canada and is not to be used or distributed by the video editor for personal or commercial use.
Please note that sub-contracting other vendors to perform the job described in this Terms of Reference is not allowed.
5. DESCRIPTION OF THE CONSULTANT’S PROFILE
Global Affairs Canada / Mission of Canada to ASEAN requires the services of a Video Editor with specific expertise which includes:
- Ability to film broadcast quality video and audio: HD 1920x1080 or better.
- Have experience in video/film production including script writing, preparing storyboard and directing will beneficial.
- Have Final Cut Pro editing skills (or other professional editing software i.e., Avid, Premiere, etc.).
- Have knowledge of different video formats and video file conversions.
- Have knowledge of converting of video files from multiple formats.
- Have online video publishing and file transfer skills.
- Have working knowledge of publishing on social media sites.
- Have knowledge of lighting for video.
- Excellent command of English.
Required Skills and Experience
Education:
- Minimum Bachelor's degree in media communications, Journalism, Social Sciences, Humanities, Public Administration, Economics, Political Science or any other related field.
- High experience (five years or more) of working with video production may be considered in lieu of academic degree.
- Professional certificate from a film school is an asset.
Experience:
- At least 3 years’ experience in producing/editing video products including social media platforms, particularly Youtube.
- Minimum 2 years of working experience in video production and FCP editing, or other professional editing software.
- Minimum 2 years’ experience filming professionally.
- Experience in the usage of graphic design software packages for social media.
- Experience of producing video interviews, and
- Familiarity with video and social media communications of GAC and other development organizations (e.g. USAID, UN, etc) is an asset.
6. WORKING ARRANGEMENTS
The Consultant will work from his/her home base with meetings/interviews with GAC colleagues and external experts. Working over the weekend or after regular office hours may be required.
The Consultant will report to the Head of Cooperation of the Mission of Canada to ASEAN. Corresponding payments shall be made following certification by the Mission of Canada to ASEAN that the services requested have been satisfactorily performed and Deliverables have been achieved by or before the due dates.
7. DURATION OF THE CONTRACT
The total expected duration of the assignment is up to 20 working days starting from 14 February 2022 until 31 March 2022. All deliverables must be finalized and submitted within this period.
PROPOSAL QUOTATION SUBMISSON
Proposal and quotation are due no later than 11.59PM Jakarta Local Time on Tuesday, 08 February 2022.
The official contact for this solicitation process is listed below. All questions and any inquiries regarding this RFQ must be submitted one day before the date the proposal is due via email as the following:
Email : admin@fssproject.com
Subject : RFQ FSSP-Video Editor
EVALUATION AND BIDDING PROCESS
Due to the large number of applications we receive, we are able to inform only the successful offeror about the outcome or status of the selection process.
The award of the contract shall be made to the bidder whose offer has been evaluated and determined as: a) responsive/compliant/acceptable; and b) having received the highest score out of the weighted criteria (70% technical score (comprising of 40% technical qualifications desk review, 15% workplan timeline, and 15% past performance) and 30% financial score.
Once proposal and quotation received, FSSP will review all documents and do evaluation based on the aforementioned criteria. FSSP will notify and enter negotiations with the highest ranked bidders. Please note that this solicitation will not obligate FSSP to make any reward and is not liable for cost incurred by any offeror to submit their proposal.
| Technical Score (70%) | Financial Score (30%) |
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Technical Qualifications Desk Review
The evaluation of the technical criteria will be as follows:
| St No | Criteria | Points |
| 1 | Academic qualifications of the Consultant(s). | 20 points |
| 2 | At least 3 years’ experience in producing/editing video products for social media, particularly Youtube | 20 points |
| 3 | Minimum 2 years’ filming experience professionally and experienced in producing video interviews will be an advantage. | 20 points |
| 4 | Minimum 2 years of working experience in video production and FCP editing, or other professional editing software. | 20 points |
| 5 | Experience in the usage of graphic design software packages for social media. | 10 points |
| 6 | Familiarity with video and social media communications of GAC and other development organizations (e.g. USAID, UN, etc) is an asset. | 10 points |
| | Total points | 100 points |
**Only candidates obtaining a minimum of 70% of the total technical points would be considered for the Financial Evaluation.
APPLICATION PROCEDURE:
Interested individual consultant must submit the following documents/ information to demonstrate their qualifications.
Please group them into one (1) single PDF document as the application system only allows to upload maximum one document.
- Consultant must send a financial proposal based on the lump sum amount for video production as per TOR requirement. The total amount quoted shall be all-inclusive and include all costs components required including professional fees and any other applicable cost to be incurred by the Consultant in delivering the TOR requirement. The contract price will be fixed output-based price regardless of extension of the herein specified duration. Payments will be done upon completion of the deliverables/ outputs for each assignment of video production.
- If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to FSSP, the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to FSSP.
- Curriculum Vitae, Indicating all past experience from similar projects, as well as the contact details (email and telephone) of the Candidate and at least three (3) professional references.
- List of owned high-quality equipment that the applicant will use.
- List with links of Experience of producing video interviews.
- Please provide minimum two samples of Experience in the usage of graphic design software packages for social media.
ABOUT US
With more than 34 years’ experience, Cowater International is Canada’s global leader in management consulting services specializing in international development and has managed the implementation of over 800 projects in more than 80 countries around the globe. We work with governments, partner organizations, communities and civil society to design and implement sustainable solutions that generate lasting social, financial and environmental impacts. Our adaptive approach to management has led to our award-winning work and recognition as one of Canada’s Best Managed Companies in 2017 and 2018. Headquartered in Ottawa, Canada, Cowater International also has corporate offices in Montreal, Quebec, Paris, France, Pretoria, South Africa, and London, United Kingdom, Nairobi, Kenya in addition to project offices in a wide variety of other locations across Sub-Saharan Africa and Asia.
We thank you for your interest in building a better tomorrow with Cowater International.
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