Consultancy Service for learning video and photos for Pratibadhha III

1.1 PIN Nepal Overview

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role advocating and addressing the needs of vulnerable population affected by disaster including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. PIN has also supported Nepal's post-earthquake reconstruction efforts ensuring that the most vulnerable people are not left behind with resilience (focused on shelter and resettlement) and education programming. PIN-Nepal is strongly committed to the safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

1.2 Pratibaddha III project

The Pratibaddha III Project, titled “Whole of Society Approach for Increased Risk Ownership, Multi-hazard Preparedness, and Early Action in Hill Areas of Western Nepal”, is a continuation of ongoing efforts to strengthen disaster resilience among vulnerable communities and government institutions in Nepal’s central and western hill districts. Funded by the European Union and implemented between April 2024 and March 2026, it is led by People in Need (PIN) in collaboration with Save the Children, Community Self Reliance Center (CSRC), and Scott Wilson Nepal (SWN), and is implemented across Pyuthan, Jajarkot, Bajhang, Sindhupalchowk, and Rasuwa districts.

Pratibaddha III aims to enhance the leadership and capacity of at-risk communities and local and provincial governments to jointly plan and implement disaster mitigation, preparedness, and early action measures through a whole-of-society approach. The project focuses primarily on reducing the impacts of landslides and earthquakes, while strengthening systems for multi-hazard risk management. Key interventions include conducting geo-hazard assessments, developing and institutionalizing Disaster Preparedness and Response Plans (DPRPs), promoting nature-based mitigation solutions, and facilitating temporary shelter, reconstruction, and relocation grants. Additionally, the project works to strengthen coordination and institutional capacities, establish and operationalize Emergency Operation Centers (EOCs), and improve Early Warning Systems (EWS) at local levels.

A key innovation under Pratibaddha III is the integration of Shock Responsive Social Protection (SRSP) and Forecast-based Action (FbA) frameworks into disaster preparedness and response systems. By embedding social protection schemes within anticipatory and early action mechanisms, the project ensures that disaster response is more inclusive and responsive to the needs of the most vulnerable. Moreover, through the design of multi-hazard risk transfer and financing solutions, the project promotes long-term resilience and adaptive capacity of local governments. Ultimately, Pratibaddha III seeks to foster proactive risk ownership, institutionalize preparedness mechanisms, and ensure that sudden-onset crises in western Nepal are met with timely, coordinated, and sustainable responses.

2 Objectives and Scope of Assignment

The Primary objective of this assignment is to produce high-quality visual documentation, and visibility materials (including videos, photos, and stories) that highlight the learning, best practices and key initiatives of the Pratibaddha III Project across its working areas. This will cover all three result areas of the project:

Governmental stakeholders and at-risk communities lead and benefit from the implementation of landslide mitigation and preparedness measures.
Multi-hazard forecast-based action plans are developed and tested with governmental stakeholders and at-risk communities.
Crisis Modifier: Sudden Onset needs in Nepal’s western provinces are responded to in an adequate and timely manner. The process will also ensure accessibility and inclusiveness through the use of subtitles and sign language interpretation.

3 Key Deliverables

The specific objectives are as follows:

A.Produce one high quality final video in a storytelling format of proposed thematic areas, and best practices.

Prepare script and narration that is mutually agreed by PIN for overall video documentation.
Visit the project working areas 10 municipalities of 4 provinces (Karnali, Sudurpaschim, Lumbini, Bagmati) as suggested by PIN and conduct interviews, capture video footages, with target groups/stakeholders/beneficiaries to get the context required for the documentary.
Produce FINAL professional quality videos ensuring that contents are well edited, documented and ready to be shared.
Sign language interpretation and subtitles to ensure inclusivity.
Videos should have subtitle in English and also voice over in Nepali

B. Produce 4 short 1–2 minute video for social media on the proposed themes or one video each on the work we have done in 4 provinces (Karnali, Sudurpaschim, Lumbini, Bagmati)

Prepare script and narration that is mutually agreed by PIN for the concept.
Two different format horizontal and vertical for different social media platforms (facebook, Instagram, youtube)
Subtitles to ensure inclusivity.
Videos should have subtitle in English/Nepali and also voice-over in Nepali/English.

C. Photo book

200 high-quality photos representing key moments, portraits, success stories and activities of the project.
Accompanying descriptions, infographics, and quotes that provide context and insight.
Full photobook design approximately 80 pages ready for printing in a4 size and a digital version for online publication and sharing.

The consultant will work closely with the communications team and project team to ensure alignment with project objectives and to refine the video and photobook concepts.

4 Reporting Line

The consultant will work closely with the Communication and Advocacy manager.

5 Equipment for the Assignment

All the equipment needed for this assignment will be provided by the contractor. No equipment to be purchased under this assignment.

6 Experience and Qualifications

The consultancy/Firm should have more than 3 years of experience in similar project with strong background in:

i. Video Production and Editing:

Proficiency in script writing, filming, editing, and post-production processes.
Expertise in creating professional-quality videos that are visually engaging and informative.
Experience in incorporating subtitles and sign language interpretation into videos.
Familiarity with various video formats and platforms for distribution.

ii. Creative Direction and Concept Development:

Ability to develop and refine video concepts that align with project objectives.
Creative in script writing and conceptualizing.
Strong creative vision to showcase the core elements of the Pratibaddha III project in a storytelling format

iii. Photography:

Proven experience in capturing high-quality, compelling photos that tell a story.
Expertise in selecting and curating images that reflect the essence of the project and its impact.
Ability to work with interview subjects and gather relevant quotes and insights for the photobook.

iv. Graphic Design:

Strong design skills for creating a visually appealing photobook.
Proficiency with design software (e.g., Adobe InDesign, Photoshop, or similar) for layout and final photobook design.
Attention to detail for preparing the photobook for print, ensuring proper formatting and high-quality output.

v. Project Management:

Strong organizational skills to coordinate multiple video production and photography tasks.
Ability to meet deadlines and collaborate with the communications team to ensure timely completion of all deliverables.
Excellent communication skills for gathering input from the team and stakeholders.

vi.Audio:

The consultant should use original and/or royalty free audios.
No copyright audio should be used for the production of this videos.

7 Duration of Assignment

The project duration will be from 20th December 2025 to 28th Feb 2026 (including all the deliverables). The location of field visit will be mainly in Bajhang, Pyuthan, Jajarkot, Rasuwa, and Sindhupalchowk. The consultancy firm will submit a detailed work plan schedule which will be approved by PIN.

8 Intellectual Property

All the produced videos and photos will belong to People in Need and will be credited with Photographer or videographer or company Name/People in Need in all publications and places where it is possible to give credit. Except for purposes of this assignment, no information about the planning or production of the videos may be disclosed or used by the consultant without the written permission of the PIN’s Communication and Advocacy Manager in Nepal.

9 Ethics and safeguarding

The consultant needs to strictly follow PIN’s ethics and safeguarding approach to the assignment, which protects participants from any form of harm. To this end, in terms of procedural ethics, during the entity of the assignment, the following will be ensured:

Maintain the database in the designated folder with access limited to the project team.

Follow the PIN’s data protection policy, Media Policy and Safeguarding Policy.

10 Evaluation Criteria

A. Price (40%)

The evaluation result of this criterion equals the following formula: Price A/Price B * criteria weight. Price A = lowest price from all submitted offers; Price B = actual price offered by the tenderer.

B. Quality (60%)

The bids will be evaluated by a procurement committee considering the following criteria for a technical proposal. The total marks of the technical evaluation will be 60 whereas the weightage is given below:

The evaluation result of this criterion equals to the following formula: Points B/Points A * criteria weight. Points A = highest points score from all; Points B = actual points score received from committee.
Companies/firms' experience in developing documentary style video, reels and stories related to development sector, Disaster Risk Reduction Management. Based on the sample of work submitted : 20
Understanding of scope of work: Clear articulation in the proposal on the scope of work towards achieving the specific objectives.: 10
Content of technical proposal which includes objectives and method with detailed timeline/tentative work plan for main activities and milestones along with list of equipment: 20
Proposed human resource plan: Production team’s composition and experience in video production through CV and provided experience letter, certificate, etc. Only include the ones who will be directly involved in this project.:10

11 Payment Terms

PIN will provide the consultancy fees in three instalments, the first instalment (40%) will be provided immediately after the signature of the agreement, the second instalment (30%) will be provided after the submission of the 4 short videos, and the third instalment (30%) will be provided after the submission of all deliverables. As per GON policy, tax shall be deducted from the contractual amount.

12 Documents required

Consultancy firms are required to submit the following:
Letter of interest
Submit a technical proposal which includes objectives and method with detailed timeline/tentative work plan.
Submit a financial proposal in NPR including applicable VAT/TAX with detailed breakdown of the cost.
Team composition and their CV. Only include the ones who will be directly involved in this project.
Company/firms registration certificate (if represented by company/organization)
Copy of PAN/VAT registration certificate.
Tax clearance Certificate (2081/82 latest) or extension letter
Tax exemption certificate (only if available in case of non-profit organization)

Interested individuals/firms are requested to send their application by 10th December to eoi.nepal@peopleinneed.net with the subject "Consultancy Service for learning video and photos for Pratibadhha III"