TERMS OF REFERENCE FOR PROVISION OF PHOTOGRAPHY & VIDEOGRAPHY SERVICES

Job Description

Organization: iMMAP Inc. Somalia

Purpose of Contract: Provision of photography and videography services to iMMAP Inc. in Somalia for events, training sessions, and operational site documentation.

Country/Region:  Somalia (National Coverage)

Contract Duration: Need based until June 30th, 2025

Program Title:  Information Management Support to Humanitarian Responders in Somalia through the creation of a Humanitarian Information and Support Team (HIST)

Focal Point  Johnson Taremwa

Background:

iMMAP Inc. is an international nonprofit organization specializing in information management for humanitarian and development partners. We enable organizations to better serve vulnerable populations through data-driven solutions. Our core philosophy is simple: better data leads to better decisions and better outcomes. We support our partners by providing critical information management solutions that address both operational and strategic challenges through evidence-based decision-making.

Since 2019, iMMAP Inc. has strengthened Somalia’s humanitarian response through enhanced information management coordination. In 2023, we expanded our impact by establishing a specialized Information Management (IM) Unit and deploying seven Information Management Officers (IMOs) through the Stand-by Partnership. These IMOs provide direct support to key humanitarian clusters including Health, UNHCR Protection, UNICEF Nutrition, and OCHA Coordination.

Objectives:

iMMAP Inc. Somalia seeks a qualified photographer/videographer to professionally document organizational activities and establish a comprehensive multimedia library. The consultant will work closely with the designated focal point and relevant team members to ensure high-quality documentation of events, training sessions, and operational site activities, while supporting the development of iMMAP Inc. Somalia’s digital asset repository. The consultant will perform the following tasks:

• To provide digital colour, high-resolution photographic and video coverage of relevant events, sessions, missions etc.
• To provide high-resolution digital image and video files and transmit them to the iMMAP Inc.  in high-resolution formats for promotional materials, website, publications, social media, and campaigns during the contract period.
• To perform editing, logging and captioning of photographs and footage linked to iMMAP Inc.’s work.
• To be responsible for setting up audio and/or video equipment for in-house and external location shoots.
• To Perform video post-processing to edit videos to produce professional products.

Final Products and Deliverables:

Specific Requirements for Photo Submission:

Image Format & Quality

• All photos should be in color.

Delivery methods (Two options available)

·         Option 1: Physical Delivery

o   Using a flash /memory card

o   Must be a standard format (SD card, USB drive)

·         Option 2: Digital Delivery

o   Using secure download links. Viable secure transfer services to be defined Can use services like WeTransfer, Dropbox, Google Drive.  Links must be accessible for at least 7 days

• All photos must be submitted in both JPEG and RAW formats at 300 dpi (minimum 8 x 10 inches)
• Provide an optimized edit of 15-20 best photos from each assignment, with individual captions embedded in the metadata. All of the original images should be submitted at the end of each assignment
• Provide a complete portfolio containing all assignment photographs and a curated selection of top 50 images from the entire project, edited and optimized in high resolution with complete metadata, as required below.
• All photos must include complete caption information both in file metadata and in a separate Word document listing that includes date, place, subject details and situation description
• Add caption metadata using Adobe Bridge, Lightroom, Photo Mechanic or equivalent software, including participants’ names, location details (city/town/village/district), country, date and project relevance to iMMAP Inc
• Include photo credits in the format “Photo: iMMAP Inc./ Photographer First Name Last Name, Year”

Specific Requirements for Videography

• All footage must be shot in Full HD (16:9) 1080p50 or 1080p60
• Video compression must use H.264/MPEG4 with minimum 12,000 Kbps bitrate at broadcast quality
• Audio must be delivered in AAC format at 256 kbps, perfectly synchronized and free from distortion
• Submit split-track audio with natural sound and narration on one track, music and effects on separate track
• When subtitles are required, provide deliverables in three versions:
  • Version 1: Clean (no subtitles or graphics)
  • Version 2: With subtitles
  • Version 3: Without subtitles but with graphics
• Include raw footage and B-roll used in final production
• The consultant must Follow iMMAP Inc. Communications policies, including Branding Guidelines and Identity Standards.

Video Production Types

• Short-Videos (Event/Training Sessions):
  1. Capture B-roll of entire event/session
  2. Record interviews with designated participants using provided questions (to be provided before ahead of the event by the focal point)
  3. Develop a 60-90 second video optimized for LinkedIn, X and Facebook.
• Longer-Format Videos (Specific Sessions or Missions):
  1. Develop content in consultation with key focal point
  2. Following an initial brief from the focal point, the consultant must create and submit storyboard and production outline for approval
  3. Conduct interviews with designated participants using provided questions (to be provided before ahead of the event by the focal point)
  4. Develop the long-form video (length as specified by the focal point) optimized for YouTube, Linkedin, X and Facebook.
  5. Develop a 40-60 second teaser for the longer-form video for social media purposes. Must be optimized for LinkedIn, X and Facebook. 

The consultant/company is expected to:

·         Successfully capture and emotionally express the core elements of the situation assigned for coverage

·         Document diverse aspects of events and activities that showcase iMMAP Inc.’s work

·         Provide varied visual perspectives (close-up, medium, long-distance) in both horizontal and vertical formats

·         Ensure technical excellence in exposure, processing and framing

·         Supply complete caption information embedded in media files and as a Word document caption list with file name references, identifying subjects by their roles (not names), specific location types (village/town/district) and relevant background context

·         Set up and operate audio/video equipment for indoor and outdoor shoots

·         Arrange professional lighting setups as needed

·         Perform high-quality video post-production and audio editing

·         Provide own professional equipment including:

o   HD photo and video cameras

o   Lighting gear

o   Microphones and sound equipment

o   Gimbal and other stabilization tools

o   Professional editing software

·         Undertake field trips to ensure the coverage of special events/activities at the country level

·         Consultant must provide their own transportation for any travel required to complete each task. iMMAP Inc. will not be responsible for providing transportation. 

Delivery Timelines

• Submit digital images with captions to iMMAP Inc. Focal Point:
  • Within one week for standard publications
  • Same day for special events and sessions
• Include complete caption information in both embedded metadata and separate Word document

Rights and Compliance

• Maintain appropriate licensing for all third-party content (music, stock footage, graphics)
• Consultant has the right to be credited, implying that their name should accompany all originals and reproductions of their work
• Consultant shall grant iMMAP Inc. first selection rights of all original content and worldwide usage rights across all media formats indefinitely
• Follow iMMAP Inc.’s:
  • Communication Guidelines
  • Data Protection Policies
  • Code of Conduct
  • Protection Against Sexual Exploitation and Abuse (PSEA) policies
• Obtain signed consent from all subjects featured in photos or videos. A copy of the consent form will be provided before the assignment
• Submit all consent forms to iMMAP Inc. focal point along with the deliverables

iMMAP Inc. will provide the following support to the consultant

• Briefing and detailed explanation of the kind of videos and photos needed and help in defining the best contents of photos/videos for different purposes
• Program information and editorial guidance to the Consultant to enable him/her to understand the Deliverables required and generate captions to embed in the videos/photographs
• Assistance in acquiring access to specific locations in the form of a letter confirming that the consultant is on an assignment commissioned by iMMAP Inc.
• An iMMAP Inc. staff/team member to accompany the Consultant to the selected project session or site
• Consent form template.

The consultant should note that the number of photo/video missions required is subject to increase or decrease, according to the needs of the dedicated iMMAP Inc. Inc. focal point in Somalia. The consultant/company will be provided with a comprehensive brief of the project and a demonstration of the online employment platforms, prior to the start of work. 

Warranties, Consent, and Intellectual Property:

1.       The Consultant represents and warrants that he/she has not and undertakes that he/she shall not infringe any third-party intellectual property rights in performing any activities pursuant to the Contract. The Consultant represents and warrants that that he/she shall perform the activities pursuant to the iMMAP Inc. Communications Policy and Guidelines including obtaining written consent when required.

2.       The Consultant shall indemnify, hold and save harmless, and defend, at its own expense, iMMAP Inc., its officials, employees, consultants, agents or other representatives from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses arising out the Consultant’s violations of the representations and warranties above.

3.       The indemnity set forth above shall not apply to:

a)       A claim of infringement resulting from the Consultant’s compliance with specific written instructions by iMMAP Inc. directing a change in the specifications for the Deliverables or directing a manner of performance of the Contract not normally used by the Consultant; or

b)      A claim of infringement resulting from additions to or changes in any Deliverables furnished under the Contract if iMMAP Inc. or another party acting under the direction of iMMAP Inc. made the changes.

4.       iMMAP Inc. shall advise the Consultant about any such suits, proceedings, claims, demands, losses or liability within a reasonable period of time after having received actual notice thereof. The Consultant shall have sole control of the defense of any such suit, proceeding, claim or demand and of all negotiations in connection with the settlement or compromise thereof, except with respect to the assertion or defense of the privileges and immunities of iMMAP Inc. or any matter relating thereto, for which only iMMAP Inc. itself is authorized to assert and maintain. iMMAP Inc. have the right, at its own expense, to be represented in any such suit, proceeding, claim or demand by independent counsel of its own choosing.

5.       In the event the use by iMMAP Inc. of any Deliverables provided to iMMAP Inc. by the Consultant, in whole or in part, in any suit or proceeding, is for any reason enjoined, temporarily or permanently, or is found to infringe any patent, copyright, trademark or other intellectual property right, or in the event of a settlement, is enjoined, limited or otherwise interfered with, then the Consultant, at its sole cost and expense, shall, promptly, either:

a)       Procure for iMMAP Inc. the unrestricted right to continue using such Deliverables provided to iMMAP Inc.

b)      Replace or modify the Deliverables provided to iMMAP Inc., or part thereof, with the equivalent or better product, or part thereof, that is non-infringing or

c)       refund to iMMAP Inc. the full price paid by iMMAP Inc. for the right to have or use such Deliverables, or part thereof

6.       iMMAP Inc. confirms that the whole of the copyright present, future or contingent whatsoever and all other right, title and interest in and to the Deliverables shall be vested in the Consultant throughout the world in accordance with all applicable copyright laws. The Consultant further acknowledges and agrees that iMMAP Inc. shall have the unconditional non-exclusive and perpetual right to make use of the Deliverables including but not limited to the entire take of all photographs and videos from the Assignment in such manner as iMMAP Inc. shall in its sole discretion think fit including without limitation the right to include the Deliverables on its own website and/or in any other public relations materials used to promote iMMAP Inc.. iMMAP Inc. may re-edit Deliverables or any part thereof as convenient for its own exploitation of Deliverables in any medium. iMMAP Inc. may provide the Deliverables to other organizations/agencies and the media at no cost and may apply a Creative Commons Attribution-Non-Commercial-NoDeriv 2.0 Generic license to the Deliverables.

Skills and qualifications

Consultant/company Proposal:

The consultant(s) /company should submit a technical and financial proposal which clearly outlines.

·         Details of their experience, including a description of any similar projects undertaken, as well as a portfolio which provides examples of previous work. At least two photographic bodies of work (Experience capturing images for development organizations e.g. NGO, UN Agencies, etc., are an asset) and at least two edited videos originally produced by the consultant/company shall be included in the technical offer, mentioning Video quality, production resolution, Number of Frames per second and video editing program used for production (i.e., Adobe Creative Premier Pro; Final Cut).

·         Provide a short outline of their approach to ensuring the delivery and quality of tasks outlined within the scope of the work in terms of availability, flexibility, adaptability and methods for communication and sharing. (i.e. Availability/no. of days required for notice of the event/session, photography and video sharing methods)  

·         Financial proposal (i.e. Daily rates for photography/Videography mission; Editing and Consultation Days).

·         Consultant/company shall send their complete offer to IMMAP INC. in adherence with the Request for Quotation.  

*Note that iMMAP Inc. will not cover costs for the purchase of any video equipment or software licenses required to complete the scope of work. The consultant/company should note that the number of videos required is subject to decrease or increase, according to the needs of iMMAP Inc. Inc. Somalia, and the costs will be revised accordingly.

Marking Criteria:

·         Minimum eligibility criteria (Pass/Fail)

1-      The Bidder confirms it is fully qualified, licensed and registered to trade with iMMAP Inc. (including compliance with all relevant local Country legislation).

This includes the Bidder submitting the following requirements (where applicable):

o   Legitimate business address

o   Tax registration number & clearance certificate

o   Business registration certificate

2-      Bid validity period (Pass/Fail)

Bids should remain valid for at least 100 days.

3-      Adherence to RFP requirements (Pass/Fail)

Submission of separate Technical and Financial Proposals along with submission of Annexes.

·         Capability Criteria

1-      References and Similar Work (Scoring weight: 20%)

·         Bidder shares a portfolio which provides examples of previous work. At least two photographic bodies of work (Experience capturing images for development organizations e.g. NGO, UN Agencies, etc., is an asset) and at least two edited videos originally produced by the consultant/company shall be included in the technical offer, mentioning Video quality, production resolution, Number of Frames per second and video editing program used for production (i.e., Adobe Creative Premier Pro; Final Cut).

·         Examples provided must be for similar projects within a similar environment/context to that in which iMMAP Inc. operates and within the last two (2) years.

·         (Note – the Bidder must ensure that for any client references shared, the nominated client is happy to be contacted by iMMAP Inc.)

2-      Consultant/Company profile and previous experience in photography, media production, videography, and other Multimedia work (Scoring weight: 15%)

3-      Types of equipment’s used for Photography and Videography (Scoring weight: 15%)

4-      Approach to deliverables – Availability, flexibility and adaptability (Scoring weight: 10%)

5-      Language: Proficient in English and Somali (Scoring weight: 10%)

·         Financial Proposal (Scoring weight: 30%)

Marks will be given using the following formula:

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