Call for applications: Video production service provider for Sound Connects Fund

This will include the activities of up to 35 beneficiaries located in nine project countries, namely Zimbabwe, Zambia, Malawi, Mozambique, Angola, Namibia, Botswana, Lesotho and eSwatini, where in some countries there are two or three project-specific locations. 

The SCF is European Union (EU) and Africa Caribbean and the Pacific (ACP) funded, 40-month project aiming at supporting creatives in Southern Africa in the nine countries. It aims to support creatives and practitioners through sub-grants to improve their products and services and gain more access to markets and finances.

Expected outputs include:

Two (2) professional videos in HD broadcast quality format including:

• 1 x five-minute video (to be produced by November 2022) of a promotional call to action for the third SCF open call for grant applications.
• 1 x 10-minute short documentary (to be produced by July 2023) comprising a compelling overview of the Sound Connects Fund project, grantee projects and overall impact achieved, including interviews with the project management team and representatives of the awarded organisations. Final delivery must also include a one-minute trailer for the short documentary to be used for promotional purposes.

Key responsibilities/objective

The tasks are as follows:

• Attending meetings with management.
• Read and gain a strong understanding of the project and its objectives.
• Development of a creative approach and treatment for the two videos.
• Storyboarding and production planning.
• Collection of existing material from the SCF team and sub-grantees, and the recording of new material to be utilised in the videos.
• Post-production of video material/content including editing and grading of the final videos.
• Packaging and presenting final videos to Goethe-Institut and MIAF management.

Note: The expertise of the service provider will guide the deliverables of the outputs in this call. However, the final tasks and scopes will be approved by the SCF management team. 

Submission

The short promotional video production service provider or company must submit the following to the MIAF and Goethe-Institut:

• Proof of expertise and previous work in producing promotional videos and short documentaries.
• Proposed approach to providing a 360 service that includes creative treatment, storyboarding, filming, editing and final delivery. Where applicable please include profiles of other external partners or service providers that will form part of your delivery plan and team.
• Proposed workflow, including a typical timeline, demonstrating the production and client liaison process that will be employed in the delivery of the service of these terms of reference. 
• Complete and detailed cost indication, ideally itemised billing of each deliverable under these terms of reference. Please note that final costs and service fees will be determined by the final tasks, specifications and scope of delivery to be negotiated between the appointed service provider and the SCF management team.
• Note: The submitted proposal must be a maximum of four pages.

Profile of service provider

• Expertise and experience of working in the Southern Africa region in a similar capacity would be advantageous.
• Experience in the production of promotional videos and short documentaries.
• Excellent verbal and written communication skills in English.
• Understanding of activities of arts development projects.

Qualifications of personnel

• Clear indications of all personnel involved (by providing respective CVs). Past experience working in/with the different focus countries of the project is preferable.
• Overview of past experience of the bidding company/consortium of companies/freelancers covering at least the last three years (maximum the last six years).
• Must be able to communicate fluently in English.

Budget plan and other aspects

• Prices (presented either in ZAR or EUR) must include any taxes (incl. VAT) and other components (e.g. internet access, working materials, etc.). Goethe-Institut will only pay the total price as indicated by the offer.
• Any equipment needed for the provision of the tasks shall be provided by the service provider.
• All required travel costs – previously agreed upon and in line with the relevant reimbursement policies – for filming purposes will be covered by Goethe-Institut based on their complete and correct documentation.

General provisions

• Rights of usage: Goethe-Institut and the MIAF shall be granted an exclusive right to use the products of the contract for all known and unknown types of use, which is unlimited in terms of time, space and content. This right of use also extends to the right to utilise individual parts or the entire product in connection with other works not originating from the contractual partner.
• Criteria for selection: A committee compiled by Goethe-Institut and the MIAF will evaluate the different bids submitted. Submissions after the deadline will not be considered. Goethe-Institut reserves the right to ask for additional documentation after submission. The evaluation consists of four parts: Price (30%), quality of proposed project team (30%), regional expertise (10%) and quality of the offer (30%). The offer with the highest number of cumulative points across all four sections will be awarded.

Further provisions

• Applicants should note that once contracted, there will be no extension of allocated time beyond the closing date.
• Failure to comply with the provisions of the contract could render the cancellation of the contract without prejudice to the contracting party.
• Goethe-Institut reserves the right not to appoint any consultant/service provider or to appoint the work to more than one bidder.
• Goethe-Institut reserves the right to undertake reference and other checks, and by responding to this bid, the consultant(s)/service provider hereby give(s) Goethe-Institut consent/authority to undertake such checks.
• Goethe-Institut reserves the right to withdraw this bid or amend these terms of reference by notice in writing (email or posting on the website) to only shortlisted applicants who will have responded to this call prior to the closing date.
• The award of the contract will be based on best value for money – that being the best outcome for Goethe-Institut as a whole, considering price, economic, environmental and social benefits (if applicable).
• Goethe-Institut reserves the right not to make an award or to accept the lowest bid.

Anti-competitive behaviour

Anti-competitive arrangements, particularly agreements and recommendations regarding the following are forbidden:

• Profit margin.
• Profit sharing.
• Prices.
• Deficiency compensation/redundancy pay, etc.
• Terms and conditions for delivery of service, payment and contract that influence the pricing apart from exceptions mentioned in the GWB (German Competition Law, implementing article 101 of the EU treaty).

Miscellaneous

• The information, materials and documents made available by the contracting authority may only be used for the purpose of this tender, have to be kept strictly confidential and are not allowed to be recirculated to third parties without prior approval of the contracting authority.
• Costs incurred for the preparation and presentation (including travel expenses) for the bid cannot be reimbursed. Unless otherwise agreed, the documents, samples, etc. attached to the bid will pass into the ownership of the contracting authority. Bidders cannot claim a reimbursement of any costs.

Instructions on submission of offer

Offers need to be submitted electronically (preferably in one PDF) in English to Priscilla Mwasinga at priscilla.mwasinga@goethe.de with the subject line ‘Sound Connects Fund Promotional Videos Producer’ no later than 11 August 2022 at 6pm CAT. Late submissions will not be considered.

Contact for further inquiries

Priscilla Mwasinga, MEAL Officer, at priscilla.mwasinga@goethe.de and Thabiso Mohare, SCF regional coordinator, at thabiso@musicinafrica.net.