Terms of Reference for Production of a Video Documentary Resilient, Informed and Safer School and Communities Project


There is a potential threat of disaster in various areas of Pakistan such as Northern Areas, Kashmir, Baluchistan, Khyber Pakhtunkhwa (KP), FATA, and parts of Sindh and the Punjab with approximately 30,000 such schools being located in seismically active zones. There, generally, is an agreement among experts that many schools collapse due to lack of knowledge and lack of policy formulation and guidelines for school site selection, design, construction, and use of construction material, etc. Equally contributing to such factors is lack of preparedness in schools in terms of evacuation plans, designated evacuation areas, and safety awareness. It is known that existing technology and knowledge can be applied in a cost effective manner to lower risks to schools. Promoting school safety is of strategic importance to overall community safety as activities related to school safety trickle down to the larger community through various means such as training of masons, interests of parents, and conveyance of information by children to the entire household. Educating school children on how to make their environment risk-free may lead to educated and safer generations.

Most of the school buildings and educational institutions do not comply with the hazard (such as earthquake, flooding, landslides and associated disasters) resistance designs, poorly constructed, and lacks preparedness and response plans. The floods of 2012 in Sindh, for example, had destroyed approximately 1,720 schools, causing major loss to the education system.

In the proposed districts schools are often located in congested areas making them vulnerable to various hazards; schools in rural areas often lack basic services and facilities making them vulnerable to various hazards; schools, especially old building lack repair and regular maintenance, causing injuries and deaths due to collapse; most schools are improperly sited and constructed without much consideration to hazards; and not much general or specific awareness on school safety issues etc. to flag a few. A safe school, where their children can be safe from all types of hazards and risks, probably, is the single most important desire of all parents.

Required Qualifications and Experience of the Consultancy Firm: The documentary will focus on the impact of PFF’s work by highlighting significant success stories of beneficiaries of the intervention across the entire spectrum of our programming.

1. Overall objective of the project

The overall objective of the assignment is to produce a documentary film on the PFF’s programming with a special focus on safe school, where their children can be safe from all types of hazards and risks, probably, is the single most important desire of all parents and building human capacity, featuring best approaches, best practices, achievements and real impacts in the project areas.

2. Specific tasks for the Consultancy firm

Under the direct supervision of the Project Manager and support from the PFF Head Office and Operations Team, the Consultancy firm will be required to;

* Develop the documentary film’s overall concept and scenario.

* Interview selected interviewees for the film who will include actual beneficiaries, local government officials, Implementing Partners and key programme staff of PFF.

* Visit the project sites and interact with the local communities who’ve been impacted by the PFF-supported projects to get context.

* Develop the documentary script and storyboard to be used in the film.

* Perform appropriate video filming and shoot interviews with the Projects’ major beneficiaries and stakeholders.

* Present a draft documentary to UNICEF for comments about contents.

* Produce two FINAL documentaries one (15 minutes and 25 minutes) long documentary films in DVD as well as a summary promotional DVD version of 7 minutes long.

3. Output /Deliverables

* Meeting with project stakeholders the target area and in the field to collect and record data;

* Submit a storyboard and script for the documentary to PFF for approval before filming;

* Present draft documentary to stakeholders in the target districts at the end of the field mission and incorporation of comments;

* Produce an edited Video Recording of the scenarios captured, and the footage of the recorded stories.

* Present a complete 60, 25 and 10 minute documentary film version, and hand over 2 master copies of each version to UNICEF and two extra copies with the extra footage for future usage.

The consultancy firm will be required to have;

* 5 and above years of experience working in similar field.

* Extensive experience in producing development work related documentaries for international organizations filming equipment preferably High Definition) to ensure smooth and high quality production with the aim of reaching both local and international audiences.

* Experience in working with UN agencies and other international organizations.

* Local Knowledge of the all regions in Uganda particularly PFF project areas.

* Excellent technical capacities

* Additional experience in development communication will be an added advantage.

4. Duration of the Assignment

As per project duration

5. Intellectual Property All information pertaining to this project (documentary, audio, digital, cyber, project documents, etc) belonging to the client, who the Consultancy firm may come into contact with in the performance of his/her, duties under this consultancy shall remain the property of the Client who shall have exclusive rights over their use. Except for purposes of this assignment, the information shall not be disclosed to the public nor used in whatever without written permission of the Client in line with the national and International Copyright Laws applicable.

6. Contractual arrangements and supervision

The Consultancy firm will be hired under PFF terms of contract and supervised by the Communications Unit solely for the purpose of delivering the above outputs, within the agreed time frame.

The Consultancy firm will be required to spend 90 percent of the consultancy time at the project site in the focus areas of PFF’s work in the target areas.

PFF as the Client shall provide necessary support to the Consultancy firm in order to execute the assignment during the duration of the consultancy. These shall include:

I. Access to relevant project documents necessary for execution of the duties under this consultancy ;

7. Remuneration

* The Consultancy firm’s payment shall be based on the financial proposal developed for this consultancy.

* Payment shall be made in three installments of;

o 20% down payment upon submission of an inception report acceptable to the PFF

o 40% upon submission of an acceptable draft documentary; and

o 40% final payment upon submission of the final outputs, incorporating suggestions and recommendations from the PFF.

8. Application Procedure Applicants are required to submit the following:

* A Technical Proposal: Letter of Interest, stating why you consider your firm suitable for the

assignment; * Brief methodology on the approach and implementation of the assignment;

* Personal CVs of technical personnel proposed for this project highlighting qualifications and experience in similar projects; and

* Work references – contact details (e-mail addresses) of referees (firms for whom you’ve produced similar assignments).

* Financial proposal indicating consultancy fee and a breakdown of expenses (unit price together with any other expenses) related to the assignment.

* The proposals must be submitted in separate sealed envelopes (the technical proposal in one envelope and the financial proposal in another envelope) but both envelopes placed in one large envelope.

The interested firms/individuals are required to submit their proposals at House No. 75-G, Block-6, PECHS, Karachi (opposite Paragon Public School) latest by 15 April 2015.