ISO 9001-2008 certified

SPECIFICATIONS FOR THE DEVELOPMENT OF knls DOCUMENTARY

Overview of knls Introduction Kenya National Library Service (knls) Board is a state corporation under the Ministry of Sports, Culture and the Arts. The Board was established by an Act of Parliament Cap 225 of the Laws of Kenya (1965). The current Act mandates the Board to: promote, establish, equip, manage, maintain and develop libraries in Kenya. The Act gives the Board responsibility to manage both the National Library of Kenya and the Public Library Service. To date, a network of 60 branch libraries have been established, with others coming up in different parts of the country. Brief Description of the Required Service Development of a TV quality documentary that will detail the history of knls, major successes, milestones and achievement so far and the projected direction. The video documentary must be able to bring out the following objectives; i) ii) iii) iv) v) vi) vii) viii) ix) Effective Communication of the Documentary theme Telling the story of knls and the historical perspective Fundraising Showing the link between knls and vision 2030 Partnership and outcomes of various projects knls contribution towards Kenya at 50 Awareness raising on the overall idea of fundraising and advocacy of the library for effective and sustainable national development of libraries Highlight the contribution of libraries to national development Build public awareness about libraries and their importance to the economy

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Assignment overview Film Style An engaging film to be used for advocacy, fundraising and promotional purposes. The documentary should appeal to the policy makers, potential partners, potential donors, general public and should also act as a tool for disseminating information regarding the core mandate of knls. Film Audience The film will be viewed by national and international audiences, comprising of professionals, government, development partners, donors and the general public. Origination Format: Full High Definition 1920 x 1080, Stereo Broadcast quality sound (16bit, 44 kHz or above) Key Message The overarching message of the film will be: Investing in libraries is empowering communities, i.e. clearly show how libraries transform the society through reading and clearly position the library as a community empowerment centre. Eligibility/Prequalification i) ii) The organization must have completed at least two TV quality documentaries and should provide reference and be willing to present them for viewing. At least 5 years experience in film making and/or production of documentaries

Time Frame i) ii) iii) Script to be presented within one month from the date of commission (English and Swahili) Rough cut to be submitted within 2 months All Final deliverables within 4 months from the date of commission

Final Output: 1. Three short clips (4 ~ 5 Minutes) from the main film to be extracted after completion, in consultation with Coordinating department of knls i.e. Marketing and Corporate Communications, to be delivered along with the main film.

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a) 3 versions of the video to be produced; 30 seconds to 3 minutes 5 bank (trailers/shots) of short clips focusing on the key knls milestones, key advocacy message and sneak preview of the film. These will serve as advocacy resources, sneak preview and sound bites. These can be taken from the longer film, extract footage or a tailored clip version. This will be made available on the knls website as well as be used in workshops as discussion starters or meetings and conference presentations. 12 15 minutes The film should be suitable for showing during trade events, promotional events, conferences, exhibitions and as a screen saver during meetings 25 - 30 minutes i. Format DV ii. The script must be approved by knls prior to shooting iii. Language English 2. Language versions: English and Kiswahili, with subtitles wherever necessary (English for Swahili Translations and vice versa). 3. Master Film in original resolution HD data files (.mov), Video DVDs, and Low res HD data files for internet streaming.

Deliverable items 1. Rough cut i) 2 DVDs of the Rough Cut (All Non-English interviews and songs wherever appropriate, should be subtitled in English and Kiswahili. The rough cut should be as close as possible to the final version of the film). ii) Commentary of text and cue sheet iii) A statement of expenditure outlining costs incurred so far i.e. up to rough cut stage iv) A final schedule for completion of the film 2. Final Film i) 5 DVDs of the final film one master tape mixed audio on DV ii) One unmixed master with international track without subtitles and supers iii) One unmixed master with international track and with subtitles and supers

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iv) v) vi) vii) viii) NB: a) b)

10 Working stills (Print + Negative) or (Print +CD). They should be good quality photographs not grabs from the video. One hard copy and one soft copy of commentary of text used in the Episode One CD copy of the documentary One DVD copy of the documentary A final Statement of Accounts detailing the expenditure incurred during the Production of the Film.

The tentative final copy will be shown to the authorities for prior approval. Any changes or corrections suggested therein will be fulfilled by the agency at no extra cost and a final output copy will have to be submitted.

Schedule of Payment i) ii) iii) Copyright

knls shall be the sole holder of the proprietary rights on the use, marketing contents, and intellectual etc. of the

30% of Payment after the script approval 50 % of payment after the approval of Rough Cut Remaining 20% after the submission of final film

audio visual footages pertaining to all shooting material and the final edited film. Additional Deliverables Picture Quality i) ii) iii) iv) v) vi) vii) The picture must be well lit and reasonably but not artificially sharp. The picture must be free of excessive noise, grain and digital compression artefacts. The picture must be free of excessive flare, reflections, lens dirt, markings and obstructions (e.g. lens hood), and lens aberrations. Movement must appear reasonably smooth and continuous, and must not give rise to distortions or break-up to moving objects, or cause large changes in resolution. The picture must be free of excessive black crushing and highlight compression. Hard clipping of highlights (e.g. by legalisers) must not cause visible artefacts on screen. There must be no noticeable horizontal or vertical aliasing, i.e. jagged lines, field or frame rate fluctuations in fine detail. Colour rendition, especially skin tones, must be consistent throughout, and a realistic representation of the scene portrayed unless it is altered as an editorially essential visual effect. (where possible, stick to the corporate colours) The picture must be stable and continuous - i.e. no jumps, movements, shifts in level or position. There must be no visible contouring / artefacts caused by digital processing. Quantisation noise must not be apparent.
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viii) ix)

x)

There must be no noticeable spurious signals or artefacts e.g. streaking, ringing, smear, echoes, overshoots moir, hum, cross-talk etc.

Sound Quality i) ii) iii) iv) v) vi) Sound must be recorded with appropriately placed microphones, giving minimum background noise and without peak distortion. The audio must be free of spurious signals such as clicks, noise, hum and any analogue distortion. The audio must be reasonably continuous and smoothly mixed and edited. Audio levels must be appropriate to the scene portrayed and dynamic range must not be excessive. They must be suitable for the whole range of domestic listening situations. Stereo audio must be appropriately balanced and free from phase differences which cause audible cancellation in mono. The audio must not show dynamic and/or frequency response artefacts as a result of the action of noise reduction or low bit rate coding systems.

Equipment and Software i) Shoulder-mount 4K/2K Digital/HD Broadcast Video Cameras from Sony/Panasonic/ Canon- like Canon 5D Mark-III / Nikon D 800 / Sony Alpha A99 / Sony HVR-NX5 model with 20 X zoom HD Camera 60i and 50i switchable Rate having 60/50/30/29.99/24/25 fps and at least 8-bit 4:2:2HD with HDMI outputs or any other higher video camera models. Offline Uncompressed 4K/2K HD/HDV Editing DI (Digital Colour Grading) and Enhancement editing capability XLR Audio Inputs, Field Audio Recording, Dubbing, Effects, Mixing The Tenderer should possess minimum outdoor shooting lighting Equipment Editing Platforms: Final Cut Pro / Premiere Pro / Edius 6 Format: Telecast quality HD digital (in DVD / MPEG2 / MOV for Edited Film distribution) and MPEG2 / MOV/ AVCHD for Raw & Edited Archiving via Hard Disk Data Transfer). Tripod wireless microphone Good digital audio recorder recording and lighting apparatus

ii) iii) iv) v) vi) vii)

NB: The video will be recorded in urban and peri-urban areas approved by knls. Hence, the selected company will provide vehicle and cover all travel costs of its staff to project areas. Supervision and Facilitation of the implementation of the assignment will be done by the corporate communications office. Weekly reports will be required on the progress in the implementation of the assignment. Locations of work will be as per the attached TOR.
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 The company should attach CVs of professional (Videographers, scriptwriters and directors) who will produce the documentary The professionals should have two or more years experience in script writing, directing and producing video documentaries The firm should have at least three years experience in producing video documentaries

For more information please contact, Corporate Communications Office knls Headquarters Mumias Road/Ol Donyo Sabuk Road Junction Address: P.O Box 30573 00100, Nairobi, Kenya Tel: +254 20 7786710 Email: knls@knls.ac.ke corporatecommunications@knls.ac.ke Website: www.knls.ac.ke

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