Request for Proposal (RFP)

Date: 06/09/2010

Dear Sir/Madam,

Subject: Request for Proposal for the Provision of Documentry Services

Reference: RFQ/KRT/10/107

Dear Sir/Madam,

1. You are kindly requested to submit a proposal for the documentary services for the UNDP
office in Sudan, as per enclosed Terms of Reference (TOR).

2. To enable you to submit a proposal, attached are:

3. Terms of Reference (TOR) of Audit Services Attachment I

4. Your offer comprising of technical proposal and financial proposal, in separate sealed
envelopes, should reach the following address no later than 22 September 2010 before
12:00 hours local time Khartoum:

United Nations Development Programme

Procurement Unit
House 7, Block 5 Gama’a Avenue, P. O. Box 913 Khartoum, Sudan

Tel: +249 (1) 83 783 820 (ext. 2001)

Fax: + 249 (1) 83 773 128

Thank you.

Yours sincerely,

Badar Munir
Deputy Country Director (Operations) a.i.

CONFIDENTIAL Page 1 of 1
 TOKTEN Project in Sudan

Terms of Reference for documentary Film Production and distribution

Background:

The need for peace-building and community security, endemic income-

poverty, weak state institutions, as well as poor quality of public services – all
these challenges are brought into focus as a result of the restoration of
democratic rule in Sudan. Addressing these issues has been the top priority of
the political leadership in the Government of National Unity (GoNU) and the
Government of Southern Sudan (GoSS) and one of the defining features of
the Comprehensive Peace Agreement (CPA) signed in 2005.

Responding to this challenge, UNDP has supported the development of

Sudanese institutions for effective governance and rule of law, with a view to
enhance those institution’s capacity for providing the people of Sudan with
an efficient and effective government, capable of providing high quality and
timely basic services to its citizens.

TOKTEN Project, with primary focus on capacity building through deployment

of professional Sudanese in the Diasporas is another dimension of human
resources and institutional capacity building support to add value to other
UNDP programmes all over Sudan, as well as contribution to overall
achievement of the Millennium Development Goals (MDGs) in the country.

Since its inception as a full-fledged project in 2007 TOKTEN has made

significant achievements in transferring knowledge related to capacity
development in Sudanese institutions. These achievements pushed the
government to recognize the project and declared it strategic to its human
as well as institutional development endeavours. The mid-term evaluation,
conducted in late 2009, further confirmed the relevance of the project to
both UNDP and government development policies. Nevertheless, many UNDP
partners do not adequately understand the project and therefore are not
able to fully benefit from the current services and latent potential. For
instance the demand for the project services from national institutions is still
low because the project has not been able to reach many parts of the
country. Also so many people even in some big cities remain unaware about
the project and the benefits there in. in this regards a simple yet effective
advocacy mechanism is called for to highlight the benefits that can be
derived from the project. This mechanism will also show the potential of
TOKTEN as a credible initiative for capacity development, which is more
appropriate for Sudan. A short documentary film is thought to better achieve
this noble objective.

Objective of the “Short Documenty” Initiative:

1. To gather, organize and disseminate information about UNDP Sudan

TOKTEN project, focusing on the capacity development achievements in the
benefiting institutions.

2. Clearly highlight the benefits as well as the untapped potential of the

TOKTEN project for the benefit of Sudanese institutions and UNDP partners.

Assignment Overview:

The vendor should produce a 10 minutes-long documentary film to promote

TOKTEN’s work in Sudan. The documentary have been planned to be filmed
and produced over a period of one month, resulting in a comprehensive film
featuring TOKTEN approaches, best practices, achievements and real
impacts in Sudan.

Specifically, the film’s main features to include the following:

• The film should describe general approaches of the TOKTEN project

and shows how these approaches could be used for various purposes.
The films will have to demonstrate real results and progress across
TOKTEN’s areas of operations in Sudan.
• The film should bring up the idea of how small successes gained at the
state and national levels can give rise to large-scale national
development.
• The film should show TOKTEN’s cooperation with the various levels of
Government in addressing MDGs, democratic governance
and rule of law issues.
• The film has to be based on interviews with major stakeholders in the
TOKTEN projects’ implementation: benefiting institutions, former TOKTEN
volunteers, government counterparts in Khartoum and Juba
respectively as well as c-operating agencies and partners.
• The film will use modern video production methods. It should include
graphic parts or animation elements to explain schematically how the
process of democratic governance and institutional development
works at local level.
• The film will be produced in line with UNDP corporate standards and
other UNDP operational documents.
Major Duties And Tasks:

Under the direct supervision of the UNDP Sudan head of Communications

(who will act as a mediator between UNDP Senior Management, individual
UNDP-led Programmes involved in the film’s production and the Video
Production Company), the vendor should do the following:

a. Explore available reference materials including progress reports, the

mid-term evaluation report, films, photographs, animation, and graphics on
sectoral themes.
b. Develop the film’s overall concept and scenario.
c. Select experts/speakers for the film, in consideration with the UNDP
experience and guidance.
d. Visit institutions where TOKTEN volunteers have been deployed and
interact with the staff that benefitted from and/or managed the knowledge
from the project.
e. Perform appropriate video filming and shoot interviews with the
identified Project’s major stakeholders, e.g. Under-Secretaries/directors,
bodies of local government, UNDP experts, and donors.
f. Compose the documentary’s script and textual materials, which will be
used in the film.
g. Organize consultations/discussions with UNDP experts about the film’s
contents.
h. Produce a 15 - minutes long film in DVD and VHS and other formats
that enables the film be uploaded to UNDP website, images to put on the
website, flickers etc.
i. Organize the film’s official presentation with participation of benefiting
institutions representatives, TOKTEN project staff and UNDP governance unit.
j. Produce an invitation card, a poster and a booklet for the public
presentation purposes.
k. Arrange film’s screening on a national TV channels. And will also assist
and facilitate special screening of the film in six (6) host institutions selected
by the vendor.
l. Prepare corresponding reports (descriptive and financial ones) on the
results of the film’s production.

Qualifications and Competencies Required:

a. The vendor (organization or a TV production company) which will

participate in a production tender should have extensive experience in
producing public information video films or TV programmes, relating to the
social and economic matters;
b. Experience in working with international organizations and/or
international donors;
c. Awareness of the international development and technical assistance
programmes in Sudan;
d. Excellent technical capacities to ensure smooth and high quality
production (video production staff, owner of its own video production studio
or a documented proof of an access to a rented video studio);
e. Experience in working with state institutions, NGOs and local authorities,
working in the local development and public administration field;
f. Ability to ensure the consecutive screening of the film on national TV
upon its completion;
g. Extensive experience in organizing public presentations of
documentaries;
h. Excellent planning and organizational skills;
i. Excellent ability to meet deadlines.

Expected Results:

. Complete short documentary film, up to 10 minutes long in English and

Arabic; in DVD and Super VHS formats;
. Official public presentation of the documentary film.
. National broadcast of the short documentary on one of the country’s
national TV Channels

Tender Proposal Conditions:

• The vendor (organization or a TV production company) interested in

taking part in a production tender should submit the following:
• Information sheet, describing the vendor’s registration details, as well as
experience in producing similar documentaries (name and type of
organization, registration date, operational details, address, telephone
number, email and Web addresses, name of the organization’s
director, names of proposed TV crew and their CVs);
• List of similar productions in the past, with copies of produced films (if
possible);
• Detailed project proposal together with a preliminary work plan and
proposed budget (cost of production works and other assignment -
related expenses In USD and SDG) in English. The vendor should obtain
the correct exchange rate from UNDP Procurement or finance section.
• Confirmations of organization’s ability to broadcast the produced film
on television (either within a specialized TV programme or within a
separate time slot).
• The vendor will produce 500 copies of the DVD with equal number of
professionally designed DVD stickers and jackets. The vendor will also
produce 10 different types of TOKTEN posters 100 each.

Tender evaluation criteria:

Experience in producing video documentary depicting

25% of the total
socio-economic
development matters in Sudan and internationally possible points
Extent to which the proposal and action plan meet the
20%
current ToR and the assignment’s main elements

Creative and innovative ideas, presented in the proposal 15%

Effectiveness of a proposed work plan with realistic
10%
implementation deadlines
Affordability of production costs and necessary expenses, 30%
transparency and efficiency of costs

The proposed budget has to be calculated in USD and Sudanese Pounds,

including all taxes and duties.

The winning proposal is considered to be the one which obtains maximum of

the total possible points.

UNDP will conclude a service contract with the winning vendor and will
administer all the payments upon completion of the works outlined in the
current ToR. It is possible that the winning vendor receives advance payment
of up to 15% of the total amount of the contract. Subsequent payments will
be based on milestones in work progress as will be specified in the work
contract.

UNDP Communication Unit will provide the technical quality assurance at the
various stages of the film production. The Unit will examine the finished
product prior to handing it to Governance Unit.

For more information on TOKTEN, please visit the project’s webpage at

www.sd.undp.org/projects/tokten.htm