Virtual event production and video production services for the Equator Prize 2024.
UNOPS
Virtual event production and video production services for the Equator Prize 2024.
Request for proposal
Reference:
RFP/2024/50345
Beneficiary countries or territories:
Multiple destinations (see 'Countries' tab below)
Registration level:
Basic
Published on:
05-Feb-2024
Deadline on:
28-Feb-2024 22:00 (GMT 0.00)
Description
UNOPS, on behalf of UNDP, is seeking a media production company to support the implementation of the Virtual event production and video production services for the Equator Prize 2024.
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IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
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IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
This tender has been posted through the UNOPS eSourcing system. / Cet avis a été publié au moyen du système eSourcing de l'UNOPS. / Esta licitación ha sido publicada usando el sistema eSourcing de UNOPS. Vendor Guide / Guide pour Fournisseurs / Guíra para Proveedores: https://esourcing.unops.org/#/Help/Guides
First name:
N/A
Surname:
N/A
This procurement opportunity integrates considerations for at least one sustainability indicator. However, it does not meet the requirements to be considered sustainable.
Gender issues
Social
The tender contains sustainability considerations addressing gender equality and women's empowerment.
Examples:
Gender mainstreaming, targeted employment of women, promotion of women-owned businesses.
| Link | Description | |
|---|---|---|
| https://esourcing.unops.org/#/Help/Guides | UNOPS eSourcing – Vendor guide and other system resources / Guide pour fournisseurs et autres ressources sur le système / Guía para proveedores y otros recursos sobre el sistema |
82131603
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Video production services
New clarification added: Dear Sir/Madam,in the RFP_2024_50345_Section II / 4. Key Deliverables Output 1: Technical production of the Equator Prize 2024 Award Ceremony and introductory/recap video for Award Ceremony sessionThe introductory/recap video mentioned is the same Short film Documentary style (5') mentioned at Output 2?Produce one documentary-style short film of the duration of about 5 minutes to be the introductory or recap video for the full Award Ceremony. Scripts and coordination support will be provided by the client team.If not, can you please specify style/duration of the mentioned introductory/recap video in order to quote it properly?Answer,Yes, this intro/recap video of 5' is the same.Regard,UNOPS- Procurement
Edited on:
22-Feb-2024 16:50
Edited by:
webservice@unops.org
New clarification added: Dear UNOPS team,We would like also to know if we need to quote also the recording of the presenter and other panelists, and what information is required to be included in "Form E: Performance Statement Form". Do we need to include past projects of similar services (livestream of events; production of films, graphic design)? If so, how many of them should we add?Answer,Yes, the bidder should include recording of all relevant presenters from the winning communities, required for a successful Equator Prize ceremony. Bidders are strongly encouraged to review past Equator Prize ceremonies, at www.EquatorInitiative.org, to estimate their costs. The cost of graphic design, streaming, or other elements not related to producing films of the winners, does not need to be included in the bid.Regard,UNOPS- Procurement
Edited on:
22-Feb-2024 16:39
Edited by:
webservice@unops.org
New clarification added: Sir / M'am.We require the underlisted clarificatins.1. The RFP appears, among other things, to call for the produciton of several videos, of which 10 are intended to be short 3 minutes documentaries of winners / communities. These will be spread over the world probably. Will the winner be requred to travel to all these locations in order to shoot the relevant footages or at the very least, pay local resources to gather relevant footages?2. Where interviews are to be conducted, in order to mitigate cost, will recorded Zoom or any other video conferencing medium sufice in video and audio quality?3. Are these videos to be streamed DURING the Virtual Event? if not, what content are to be used to populate the virtual event?4. The RFP seems to indicate that UN OPS has some archive footages that may be relevant. Will the successful bidder have access to them and can they use some of these footages in the final productions?5. Are the winners of this year's awards known already? if so, in what countries do they reside? And if not, how do we know how to budget for travel related expenses and or hiring of local creative resources to help capture the relevant footages? This is importatn as travel, accomodation and related expenses forms a substantial part of the underlying cost for this project.Answer,1: If readily available, high quality footage is already available, the winning bidder may use those. Some travel, to at least half of the communities, is anticipated. The bid should reflect this cost, or the cost of paying for local resources to gather footage.2. A high quality video conferencing medium can suffice for a few very remote communities.3. The videos will be streamed during the virtual event, as part of the Equator Prize ceremony. Bidders are encouraged to see previous year's Equator Prize ceremony to understand the run of show, available at www.EquatorInitiative.org.4. Yes, the successful bidder will have access to some archive footage, but it is unlikely that this footage will be relevant for the new Equator Prize winners.5. The winners will only be selected by May at the earliest. Bidders are encouraged to estimate travel based on an average of the past 5 Equator Prize winners. It is likely that there will be selections from Latin America, Africa and Asia.Regard,UNOPS- Procurement
Edited on:
22-Feb-2024 16:37
Edited by:
webservice@unops.org
New clarification added: Dear Sir/Madam at UNOPS,We are very grateful to have another opportunity to work with a UN agency. We would like to request clarification regarding how payments would be made, as established in the deliverable of the product, and what currency. This question is based on experience for previous work with a UN agency. We won a tender with payments expressed in dollars. Our first payment in dollars was converted into local pesos according to official exchange rates. This exchange rate was used in all the following payments and did not take in to account that the exchange rate had changed due to internal inflation.As the production process lasted months and therefore the payments were staggered, we had to assume a significant loss of purchasing power from what was budgeted in the contract. If this were to happen now, in a county where inflation is now 25% per month it would be a very serious problem. This means that we have concerns about putting together a coherent budget for this tender. Thank you for your time. I look forward to hearing from you. Answer,Please note that the tender is in USD and the bid submission must also be in USD. The payments will be made in USD, and according to the payment schedule identified in the RFP doucment. Please consider all factors when you offer the costs. Regard,UNOPS- Procurement
Edited on:
22-Feb-2024 16:29
Edited by:
webservice@unops.org
New clarification added: Dear UNOPS team,We hope this message finds you well. We would appreciate your clarifications on the following questions. Thank you in advance.1. If the entire ceremony is to be pre-recorded, and the 2023 ceremony appears to be a series of pre-recorded videos (as described as part of Output 2: "combine videos that will be played back-to-back during the awards ceremony (with no live interaction in between)"), and therefore not a fake live video, why does the tender require the provision of technical support as needed to manage content flow and live streaming, as well as experience in "professional online technical event production"? 2. By the same token, why do you need to provide simultaneous interpretation? Would you consider adding the interpreting/voiceover before the video is broadcast? 3. Do you already know where the presenter will be in case we could record him/her in person? 4. On page 5 of Section II, the TORs require the “Submission of a report, in discussion with the client team that includes but is not limited to final deliverables, and promotional materials. The report should be delivered to UNOPS by 19 September 2024”. This date does not match with the ones indicated for the deliverables listed on page 6. Is this report the one expected for 25 September, or it is a second one that should be delivered by 9 October and that is defined as “Delivery of impact report”, being part of Output 3, on page 7 of Section II? 5. In "Form C: Technical Proposal Form", can we include the information in sections using the numbers, titles and order given, but without the table format, in order to improve the layout of the proposal and make it easier to understand? 6. In the Excel file, under the tab "Cost Breakdown - Output #3", should we also add and quote the output "3.1. Trailer" on page 5 of Section II? 7. As the names of the winning organisations will not be known until May 2024 at the earliest, would it be possible to quote only the filming days (and in any case not the travel days and travel costs) for three out of ten videos considering that, as explained in the TORs, about half of the winners (meaning 5) will have sufficient high- or medium-quality footage; about half will have insufficient or low-quality footage that may require substantive efforts to close footage gaps through in-person (we estimate 3 for these cases) and remote interviews (we estimate 2 for these cases)? We ask this because in the Excel file, as part of the Output 3, we do not see these three points that are included as part of the Output 3 in Section II document, and this is the reason why we wonder if this mean that it is not necessary to quote the travel days and travel costs at this point. ● For these 10 mini-documentaries the production company might need to travel to location or use their local staff to gather footage from the ground. ● Interactions will happen virtually only. The in-person meetings might need to happen with the community members or Indigenous leaders belonging to the EP winning organizations. Those meetings will be aimed at running interviews with those individuals and gathering footage about the work of their initiative on the ground in order to produce a mini-documentary about the initiative itself that will be featured by the Equator Initiative during the flagship award ceremony. ● The meetings with the community representatives, we won’t be able to know the country or locations for those meetings, since the EP cycle is currently rolling and the names of the winning organizations won’t be known until at least May 2024.Answer, We’d like to ensure that bidder has the ability to put together a seamless ceremony including the right sequence of video sessions, each one of which will need to be cut and edited adequately to that end. We’d like to know whether bidder has previous professional experience putting together online events so the day of everything can be streamed without any hiccups. There’s also a slight possibility that some video sessions won’t reach us on time ahead of the event. Although unlikely as we were always able to avoid that in recent years, we’d like for bidder to show that it has experience handling all difference scenarios.Each video segment composing the award ceremony will need to be subtitled.No, we do not have that information at this moment. For the host/MC the recording can happen over Zoom.There are two reports needed. The first one shortly before the award ceremony shall relate to the status of final deliverables and promotional materials. The one post-ceremony (on 9 Oct) shall focus on impacts.We suggest using the table format that all bidders will use to avoid confusion and for ease of review and comparison among various bidders.Yes, please do.Please consider travel days and costs in your quote referring to the overall predictions we made and that you shared immediately above here.For these 10 mini-documentaries the production company might need to travel to location or use their local staff to gather footage from the ground.Interactions will happen virtually only. The in-person meetings might need to happen with the community members or Indigenous leaders belonging to the EP winning organizations. Those meetings will be aimed at running interviews with those individuals and gathering footage about the work of their initiative on the ground in order to produce a mini-documentary about the initiative itself that will be featured by the Equator Initiative during the flagship award ceremony.The meetings with the community representatives, we won’t be able to know the country or locations for those meetings, since the EP cycle is currently rolling and the names of the winning organizations won’t be known until at least May 2024.Regard,UNOPS- Procurement
Edited on:
16-Feb-2024 22:42
Edited by:
webservice@unops.org
New clarification added: Hello, Thank you for the opportunity to present our ideas with the UNOPS team on this exciting project. Our questions are below: Will UNOPS provide a translator on-site at each community, as well as help with the translations / localization in post-production?Is there an all-in budget you are looking not to exceed?Answers,No. UNOPS won’t provide any translators or interpreters for your visits in the communities, neither will it do so in post-production.We are not allowed to provide information about the budget at this stage of the bidding process.Regard,UNOPS- Procurement
Edited on:
16-Feb-2024 22:38
Edited by:
webservice@unops.org
New clarification added: Buen DiaEstimados Señores UNOPS, reciban un cordial saludo; revisando los requerimientos para participar en la convocatoria encontramos que cumplimos con la mayoria de los mismos, pero nos gustaria saber si para cumplir con el 100% de èstos, podemos trabajar con otra empresa con la cual solemos apoyarnos para completar la experiencia solicitada en eventos de trasmision en linea, siendo nosotros los responsables del proyecto y asi poder llevar a cabo la totalidad de las tareas requeridas y dar cumplimiento a satisfaccion con las entregas.Agrdecemos su atencion. Cordialmente, Natalia Cortes Ejecutiva Comercial Agencia de Publicidad Empire Films Buen DiaAnswer:You may rely on any third party collaborator as long as the coordination with such vendor is fully handled by you. The costs of such third party involvement should be built into the bid.Regard,UNOPS- Procurement
Edited on:
16-Feb-2024 22:35
Edited by:
webservice@unops.org
New clarification added: Hello, Thank you for the opportunity to present our ideas with the UNOPS team on this exciting project. Our questions are below: Will UNOPS provide a translator on-site at each community, as well as help with the translations / localization in post-production?Is there an all-in budget you are looking not to exceed?Answers,No. UNOPS won’t provide any translators or interpreters for your visits in the communities, neither will it do so in post-production.We are not allowed to provide information about the budget at this stage of the bidding process.Regard,UNOPS- Procurement Hello, Thank you for the opportunity to present our ideas with the UNOPS team on this exciting project. Our questions are below: Will UNOPS provide a translator on-site at each community, as well as help with the translations / localization in post-production?Is there an all-in budget you are looking not to exceed?Many thanks.
Edited on:
16-Feb-2024 22:32
Edited by:
webservice@unops.org
New clarification added: Good day! As we move forward with the project, we have a couple of clarification questions that we would like to discuss with you to ensure smooth implementation:1. Website: Could you please confirm if UNOPS already has an existing website in place, or if you would like us to create one as part of the project scope?2. Virtual Green Room: Regarding the virtual green room setup, we would like to understand whether UNOPS prefers to use their Zoom account or if we should use ours. Operating with your account might pose some challenges, so we would appreciate clarity on the preferred process for this aspect.Your insights on these matters will greatly assist us in proceeding effectively with the project. Please let us know at your earliest convenience so that we can address any further questions and ensure alignment on the next steps.Thank you for your attention to these matters, and we look forward to your response.Answer,1- NO website creation will be needed.2- For purposes of recording interviews, you may use your own Zoom account.Regard,UNOPS- Procurement
Edited on:
13-Feb-2024 20:39
Edited by:
webservice@unops.org
New clarification added: In Form C we read: "Please provide a summary below on the qualifications of the Key Account Manager (one individual) that will be responsible for the engagement with UNOPS - must include two (2) plus years of relevant account management. In addition, please provide a summary on the qualifications of at least one key personnel working on each of the 4 outputs. One of these key personnel may be the Key Account Manager. Also be sure to complete FORM D – ‘Format for Resume of Proposed Key Personnel’ – for each of the persons you listed. 4 points". Can you let us know what the fourth output is? The ToR only indicates three outputs. Answer,At least one key personnel for each of the outputs listed in the TOR, namely 3 outputs.Regard,UNOPS- Procurement
Edited on:
13-Feb-2024 20:34
Edited by:
webservice@unops.org
New clarification added: Also, in 2.6 of Form B we read: "Additionally, may be requested to arrange for the following tasks to be completed: May work with graphic designers, sound composers, and others in the development of manuals, soundtracks, or related materials for use in conjunction with audiovisual production. Advice on selection, use, and design of audiovisual material.". Do we have to quote for this now? This is more logic to provide as a day rate as there is no scope mentioned? Answers,Yes, please quote. Each individual video dedicated to the Equator Prize-winning communities will need to have some sound to it, as well as some basic graphic designing for the intro and ending, at least. Please refer to the Equator Prize individual videos of the winners from 2023 available on the Equator Initiative Youtube and Vimeo pages to understand the results expected.Regard,UNOPS- Procurement
Edited on:
13-Feb-2024 20:32
Edited by:
webservice@unops.org
New clarification added: Dear Sir/Madam, In Form B, the financial breakdown, we read: "Please provide the breakdown of costs for Output 1: Technical production of the 3-day Nature for Life Hub with 10 individual sessions of up to 90 minutes each", but we guess that is an error? Answer,Yes, an inadvertent error. We are NOT requesting for the bidder to produce any other session of the Nature for Life Hub.Regard,UNOPS- Procurement
Edited on:
13-Feb-2024 20:28
Edited by:
webservice@unops.org
New clarification added: Dear Sir/Madam,We – Beyond Borders Media – are very much interested in participating in this bid and have a few questions we would like to ask to you, see below. We hope to hear from you soon.Output 1: 1. Roughly which distribution in percentages of the digital launch event’s livestream is pre-recorded, and what is live?2. We see various language versions of the 2023 edition. Are we expected to facilitate the different language speakers (if so, which languages), or just the ‘technical side’ of this?3. What is the envisaged length of the ceremony (roughly 1.5-2 hours?)?4. The English subtitles for the ceremony should be on the pre-recorded materials? Or also ‘live’ generated?Output 2: 5. Do we understand correctly that 10 communities will provide stories for the 10 videos? Till which degree will we have to guide them through this process?6. Out of the 10 communities, 3 of them will be visited ‘by us’ for more ‘in-depth’ storytelling?7. Should the 3 winners be captured by a local team (considering that ‘no travel is expected’)?8. If the above is not correct; we understand that these 3 winners still need to be selected. How should travel expenses by approached in this proposal? Considering that they might be based in a hard to reach area?9. In the reference information we read: “Bidder starts getting in touch with relevant focal points within each one of the 10 local communities in collaboration with client team and a travel schedule is locked in and organized by bidder in coordination with the interested communities in order to gather all necessary footage from all communities between June and mid-August 2024.”. This suggests we would visit all 10 communities. The ToR in subtopic 3, 4 & 6 are somewhat conflicting. Can you please provide a clarified approach?10. Related to: “…however, some (strictly necessary only) travel should be budgeted in proposals for meetings with the awardees within their communities.” Does this only refer to filming activities? Or is this for preparation?11. Would all materials only be in English? Or also in other languages?12. Will the communities generally be able to communicate in English, French, Spanish, Portuguese (and other ‘international’ languages)?Output 3.2: 13 Do you have an existing branding document available?14. Would these assets all be in English?We hope to hear from you soon.Best regards,Reinier van OorsouwAnswer, Please note that the answer to these questions is posted. Please review the answers above. Regard,UNOPS- Procurement
Edited on:
09-Feb-2024 17:43
Edited by:
webservice@unops.org
New clarification added: Dear Sir/Madam,We – Beyond Borders Media – are very much interested in participating in this bid and have a few questions we would like to ask to you, see below. We hope to hear from you soon.Output 1: 1. Roughly which distribution in percentages of the digital launch event’s livestream is pre-recorded, and what is live?2. We see various language versions of the 2023 edition. Are we expected to facilitate the different language speakers (if so, which languages), or just the ‘technical side’ of this?3. What is the envisaged length of the ceremony (roughly 1.5-2 hours?)?4. The English subtitles for the ceremony should be on the pre-recorded materials? Or also ‘live’ generated?Output 2: 5. Do we understand correctly that 10 communities will provide stories for the 10 videos? Till which degree will we have to guide them through this process?6. Out of the 10 communities, 3 of them will be visited ‘by us’ for more ‘in-depth’ storytelling?7. Should the 3 winners be captured by a local team (considering that ‘no travel is expected’)?8. If the above is not correct; we understand that these 3 winners still need to be selected. How should travel expenses by approached in this proposal? Considering that they might be based in a hard to reach area?9. In the reference information we read: “Bidder starts getting in touch with relevant focal points within each one of the 10 local communities in collaboration with client team and a travel schedule is locked in and organized by bidder in coordination with the interested communities in order to gather all necessary footage from all communities between June and mid-August 2024.”. This suggests we would visit all 10 communities. The ToR in subtopic 3, 4 & 6 are somewhat conflicting. Can you please provide a clarified approach?10. Related to: “…however, some (strictly necessary only) travel should be budgeted in proposals for meetings with the awardees within their communities.” Does this only refer to filming activities? Or is this for preparation?11. Would all materials only be in English? Or also in other languages?12. Will the communities generally be able to communicate in English, French, Spanish, Portuguese (and other ‘international’ languages)?Output 3.2: 13 Do you have an existing branding document available?14. Would these assets all be in English?Answer, 1. The aim is to have everything pre-recorded.2. Interpretation is not the responsibility of the bidder. The languages of the 10 winning communities won't be known until the Equator Prize cycle is fully concluded towards end of May/beginning of June 2024.3. 90 mins4. English subtitles should be on the pre-recorded materials5. UNDP/UNOPS will identify the stories and the communities. Each community will be awarded the Equator Prize for a certain aspect of their initiative's work. That is what the dedicated video will need to encapsulate. Bidder will need to work together with UNDP/UNOPS to pin down the specific narrative for each video. Bidder is expected to take the initiative and lead in helping render that narrative at best on video by delineating which questions community members shall be asked during the interviews and which footage shall be shot and gathered to produce the final video.6. As many communities as possible shall be visited. An ad hoc assessment will be done once the names and locations of the winning communities will become available. When assessing the necessity and feasibility of travel several considerations shall be taken into account such as the existing availability of high-quality footage, safety, and cost, among others. Also, to ensure cost-effectiveness and reduce unnecessary travel, the bidder will be encouraged to consider resorting to local videographers and collaborators to carry out the task successfully, while ensuring the highest quality in video rendition.7. Please see the answer immediately above.8. An assessment shall be done by each bidder depending on its own financial considerations, as well as the amplitude of its collaborators' network across the globe.9. Please refer to the answer to your question 6 above.10. Filming activities. In our experience, about three to four days in a community with a well-organized daily shooting schedule constitutes enough time to collect the necessary footage and run interviews with key leaders and community members.11. Materials' languages might differ depending on the communities involved in this year's Equator Prize cycle.12 We cannot answer this question with a high enough degree of certainty at this stage, in light of the fact that we do not know who the winning organizations will be. In past years, each one of those languages was involved (i.e. English, Spanish, French, and Portuguese.) There might be additional languages too.13. NO.14. Yes.
Edited on:
09-Feb-2024 17:39
Edited by:
webservice@unops.org
New clarification added: Dear UNOPS ,I trust this message finds you well.As we proceed with the preparations for the upcoming event, we would greatly appreciate some clarification on a couple of points to ensure that our arrangements align with your expectations:Audience Presence:Could you kindly confirm whether there will be an audience attending the event, or if it will primarily consist of panels and a green room? This information is crucial for us to optimize our camera setup, especially if audience shots are required.Filming and Sound Recording of 10 Communities:In reference to the scope of our involvement, could you provide guidance on whether there is a requirement for us to film and sound record the 10 communities? Understanding this aspect will help us plan and allocate resources accordingly.Your insights on these matters will greatly assist us in delivering a production that aligns seamlessly with the event's objectives. If there are any specific guidelines or preferences regarding these points, we would be grateful to receive them.Thank you for your time and cooperation. We look forward to your response and to contributing to the success of the event.Dear UNOPS ,I trust this message finds you well.As we proceed with the preparations for the upcoming event, we would greatly appreciate some clarification on a couple of points to ensure that our arrangements align with your expectations:Audience Presence:Could you kindly confirm whether there will be an audience attending the event, or if it will primarily consist of panels and a green room? This information is crucial for us to optimize our camera setup, especially if audience shots are required.Filming and Sound Recording of 10 Communities:In reference to the scope of our involvement, could you provide guidance on whether there is a requirement for us to film and sound record the 10 communities? Understanding this aspect will help us plan and allocate resources accordingly.Your insights on these matters will greatly assist us in delivering a production that aligns seamlessly with the event's objectives. If there are any specific guidelines or preferences regarding these points, we would be grateful to receive them.Thank you for your time and cooperation. We look forward to your response and to contributing to the success of the event.Answer,1. The Equator Prize Award Ceremony is a virtual-only event. The ceremony will be fully pre-recorded.2. Bidder will need to gather footage from all 10 communities and interact and meet with the main organization's member/s there in order to produce the short videos about each individual initiative. Please look at past examples of Equator Prize videos that have been shared through links on the tender itself to understand the final product needed.Regard,UNOPS- Procurement
Edited on:
09-Feb-2024 17:33
Edited by:
webservice@unops.org
New clarification added: Good Day UNOPS,We will like to ask; is this project opened for contractors in Nigeria?Answer, Please note that there are no national limitations to applying for this RFP. This event is remote so any qualified bidder from any country. However, the bidder should meet our qualifications criteria to pass for the technical evaluation. Regard,UNOPS- Procurement
Edited on:
07-Feb-2024 21:24
Edited by:
webservice@unops.org