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Terms of Reference (ToR) {^V
video documentary of UsAID Local works: Bajura prffi
Background

Human Resources Centre (HRC) Bajura is a non-profit making a non-political and non-
government civil society otganization The organization aims at reducing poverty of marginalized,
communities through integrated and sustainable development intirventions, *ork, with
marginalized group (haliya, youths, children, women, dalits) for promotion and practices of their
social, economic and cultural rights. It addresses on program integration and mainstreaming of
social issue, social accountability and community development through skill development of
human resources in different sector, quality education environmental conservation, climate change
adaptation, and disaster risk management Increased access resilient, light and innovative
infrastructures for economic activities, agriculture commer cializationt, Olive Cultivation &
research, water supply & sanitation, food security, nutrition enhancement, BCC, HIV aids, access
to justice and livelihood promotion in the Bajura & kanchanpur district of Sudurpachim province
of Nepal"

Partnership between HRC, Bajura and USAID, Nepal needs raw photos and videos to showcase
impacts of USAID Local Works: Bajura project being implemented in Swamikartik Khapr Rural
Municipality, Bajura district which will be shown to USAIDNepaI and wider
audiences/stakeholders (internal as well as external). Additionally, the video documentary will be
used by USAID Local Works: Bajura, project for any marketing and showcase purpose. The video
and photos captured can be helpful for the HRC, Bajura and USAID, Nepal to piomote the best
practice and successful interventions carried out in the Bajura district. Th; consultant assigned to
and required to capture video documentary to capture successful intervention and photos
highlighting impact of USAID, Nepal funded Project (USAID Local Works: Bajura) as
ier the
specifications.

Scope of the Work:

HRC, Bajura's USAID Local Works: Bajura Program is contracting a qualified and experienced
agency (hereby referred to as the Consultant) to produce 2 video documentary in the Swamikartik
Khapar RM, Bajura. The Consultant will work in close coordination with HRC, Bajura, and Project
team before the videography takes place. The Consultant will be responsible for the entir. pr.-
production/planning, actual video shooting and all postproduction of the videos. The Consultant
will be required to play a contributing role in the conceptualizing, scripting and subtitling. Several
components such as graphs, tables, animations shall be included in the videos, depending upon the
necessity and applicability. The Consultant should be Capture a high quality (HD l920xlb80px)
video document ary capturing successful work completed in the field and photos that portrays
impacts of USAID Local works Bajura funded Bajura project on the wel-|eing of COVID-19
affected Returnee migrants, Dalit and Marginalized community of SKRM.

Objectives of the consultancy

. Production at least 2 Project video documentary of the proje ct area.

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Visit USAID Local Works: Bajura program's working arca of Swamikartik {.Wfuffi,g-iJ':i
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Bajura district for videography and photography.
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. Capture impact video, interview and photos as per the preset project requirements. \jo#rc*.
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Provide transcription of the videos in a separate word document.
. Publish at least an impact story in overall.

Areas to cover

Badimalika Municipality, Budhinanda Municipality and Swamikartik Khapr Rural

Municipality.

Deliverables

o 200-300 best photos (covered project intervention) of the project area.

a 30 min-45 minutes length 2 project video documentary including successful project
intervention, interview with beneficiaries, businesses and other interviews with
stakeholders and local government.
A separate 4 or more short videos on identified areas of the project (around 2-3 minutes
each) for online and social media.
The videos shall be submitted in both English and Nepali version with the addition of
subtitles where necessary.
Raw footages, snippets, interviews, time lapses, photos, background scores, working files,
etc. should be stored in separate folders along with the final videos in a hard drive during
submission.

u uts & Tarset Comnletion:

Deliverable Target Date Payment Schedule
Submission and approval of story board Within 5 days of signing
t0%
and script the contract
Submission and approval of edited video Within 20 working days
recording and photos of the scenarios upon signing the
captured, and the footage of the recorded contract 40%
stories of project beneficiaries in Nepali
with Enelish subtitles.
Submission of master copy Raw footages, Within 25 days of
snippets, interviews, time lapses, photos, signing the contract
background scores, working files, etc.
should be stored in separate folders along
s0%
with the final videos in a hard drive during
submission. And 4 summary promotional
clips of (2-3 minutes each) in Nepali with
Enelish subtitles.

Detail specifications will be nrovided to thq selected vendors.

Timing and Duration: The duration for the project will be 25 days starting from 6th December
2023 to 30ft December 2023. The Consultant's expected to complete the task within 25 days of the
commencement and submit all the videos by 30th December 2023.
Consultancy firms or individuals are required to submit the following documents
m
. Company Profile with valid company registration certificate, PAN/VAT certi 4*y
latest tax clearance certificate (applicable for firm only)
. Letter of interest for Consultancy Service
. At least 2 years of experience working in assignments in similar field.
. SamPle produced video documentary by firms of individuals and projects.
. Technical and Gross financial proposal along with application letter.

Quotation Submit Process:

Hard copy sealed proposal can be submitted to any of the following offices viz.

1. HRC, Bajura center office: Badimalika Municipality-8 Martadi Bajura or Project filed
office: Budhinanda Municipality-2 Kolti, Bajura.
2. Soft Copy proposal can be submitted to the email id: hrcbjrSg@gmail.com

Note: Last names of USAID Local Works: Bajura project beneficiaries should not be revealed and
footage of partial or full child information should not be used as per HRC & USAID, Nepal's Child
Protection policy. Consent should be taken before taking photos and video. Consultant should be
follow the Branding strategy and Marking plan of the USAID, Nepal. The branding strategt and
Marking plan and consent poper of the USAID will be provided after selection.
 Form for submitting supplier's Quotation

We, the undersigned, hereby accept in full the HRC General Terms and conditions, and
hereby offer to supply the items listed below in conformity with the specification and requirements
of HRC, Bajura as per RFQ.

Table 1: Offer to supply services compliant with Terms of Reference, technical specification and
Requirements:

Template to Provide financial quotation for the assignment

No of
SN Description Price/Unit Total
days/quantity
Prepare and provide first
1
draft of Script
.) Provide raw photographs
J
and footage of video.
Film editing and production
cost( all inclusive of editing,
4
music, graphics, translation,
director)
5 Narrator cost for subtitle
1. 30-45 minute
documentary video
version in Nepali with
English subtitle
2. 4 summary promotional
6 video clips of 2-3 mns.
long for social media
3. Providing master copy
of project documentary
with 2hard drive.

Total (VAT exempted all inclusive price in NPR.

l3o/o Yat
Total Price with VAT NPR.
In words:
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General Terms and Conditions -kti".;,-a:48;
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1. ACCEPTANCE OF THE PURCHASE ORDER

This Purchase Order may only be accepted by the Supplier's signing and returning an
acknowledgement copy of it or by timely delivery of the goods in accordance with the
terms of this Purchase Order, as herein specified. Acceptance of this Purchase Order shall
effect a contract between the Parties under which the rights and obligations of the Parties
shall be governed solely by the terms and conditions ofthis Purchase Order, including these
General Conditions. No ad.ditional or inconsistent provisions proposed by the Supplier
shall bind HRC, Bajura unless agreed to in writing by a duly authorized official of HRC,
Bajura.

2. Payment
2.1 HRC, Bajura shall, on fulfillment of the Delivery Terms, unless otherwise provided inthis
Purchase Order, make payment within 30 days of receipt of the Supplier's invoice for the
goods and copies of the shipping documents specified in this Purchase Order.
2.2 Payment against the invoice referred to above will reflect any discount shown under the
payment terms of this Purchase Order, provided payment is made within the period
required by such payment terms.
2,3 Unless authorized by HRC, Bajura, the Supplier shall submit one invoice in respect of this
Purchase Order, and such invoice must indicate the Purchase Order's identification number.
2.4 The prices shown in this Purchase Order may not be increased except by express written
agreement of HRC, Bajura.

3. TAX EXEMPTION
3.1 Accordingly, the Supplier authorizes HRC, Bajura to deduct from the Supplier's invoice
any amount representing such taxes, duties or charges, unless the Supplier has consulted
with HRC, Bajura before the payment thereof and HRC, Bajura has, in each instance,
specifically authorized the Supplier to pay such taxes, duties or charges under protest. In
that event, the Supplier shall provide HRC, Bajua with written evidence that payment of
such taxes, duties or charges has been made and appropriately authorized.
4. FITNESS OF GOODS/PACKAGING
The Supplier warrants that the goods, including packaging, conform to the specifications
for the goods ordered under this Purchase Order and are fit for the purposes for which such
goods are ordinarily used and for purposes expressly made known to the Supplier by HRC,
Bajura, and are free from defects in workmanship and materials. The Supplier also warrants
that the goods are contained or packaged adequately to protect the goods.
5. INSPECTION
5.1 HRC, Bajura shall have a reasonable time after delivery of the goods to inspect them and
to reject and refuse acceptance of goods not conforming to this Purchase Order; payment
for goods pursuant to this Purchase Order shall not be deemed an acceptance of the goods.
5.2 Inspection prior to shipment does not relieve the Supplier from any of its contractual
obligations.
6. INTELLECTUAL PROPERTY INFRINGEMENT
The Supplier warrants that the use or supply by HRC, Bajura of the goods sold under this Purchase
Order does not infringe any patent, design, trade-name or trade-mark. In addition, the Supplier
Consultant shall, pursLlant to this warranty, indemnify, defend and hold HRC,
HRC, Bajura pertaining to the alleged infringement of a patent, design,
arising in connection with the goods sold under this Purchase Order.

6. other sources, in which event HRC, Bajura may hold the

I Procure all or part of the goods from
Supplier responsible for any excess cost occasioned thereby.
6.2 Refuse to accept delivery of all or part of the goods.
6.3 Cancel this Puichase Order without any liability for termination charges or any other liability
of any kind of HRC, Bajura.

7.1. The Consultant shall not, except after obtaining the written consent of HRC, Bajura, assign,
transfer, pledge or make other dispqsition of this Purchase Order, or any part thereof, or any of the
Supplier's rights or obligations under this Purchase Order.
Z.j.-Strould the consultint become insolvent or should control of the consultant change by virtue
of insolvency, HRC, Bajura ffi&y, without prejudice to any other rights or remedies, immediately
terminate this Purchase Order by giving the Supplier written notice of termination.

8. USE OF HRC, BAJURA OR USAID NAME OR EMBLEM

The Supplier shall not use the name, emblem or official seal of HRC, Bajura or the USAID, Nepal
for any pu{pose.
9. PROHIBITION ON ADVERTISING
The Supplier shall not advertise or otherwise make public that it is furnishing goods or services to
HRC, Bajura without specific permission of HRC, Bajura in each instance.
10. CHILD LABOUR
The Supplier represents and warrants that neither it nor any of its affiliates is engaged in any
practice inconsislent with the rights set forth in the Convention on the Rights of the Child, thereof,
which, inter alia,requires that a child shall be protected from performing any work that is likely to
be hazardous or to interfere with the child's education, or to be harmful to the child's health or
physical, mental, spiritual, moral or social development.
A"y breach of this iepresentation and warranty shall entitle HRC, Bajura to terminate this Purchase
Order immediately upon notice to the Supplier, without any liability for termination charges or
any other liability of any kind of HRC, Bajura.
11. MINBS
The Supplier represents and warrants that neither it nor any of its affiliates is actively and directly
.ngug.d in patent activities, development, assembly, production, trade or manufacture of mines,
or in rurh activities in respect of components and weapons primarily utilized in the manufacture
of Mines.
Any breach of this representation and warranty shall entitle HRC, Bajura to terminate this Purchase
Order immediately upon notice to the Supplier, without any liability for termination charges or
any other liability of any kind of HRC, Bajura.
12. SETTLEMENT OF DISPUTES
l2.l Amicable Settlement. The Parties shall use their best efforts to settle amicably any dispute,
controversy or claim arising out of, or relating to this Purchase Order or the breach, termination or
invalidity thereof. Where the Parties wish to seek such an amicable settlement through conciliation,
the conciliation shall take place in accordance with the Conciliation Rules then obtaininB, ot
according to such other procedure as may be agreed between the Parties.
l1.zArbitration. Unleis, any such dispute,"controversy or claim between the Parties arising out
of or relating to this Purchase Order or the breach, termination or invalidity thereof is settled
amicably ,rJ.r the preceding paragraph of this Section within thirty (30) days after receipt by one
party of the other Party's requist for such amicable settlement, such dispute, controversy or claim
shall be referred by either Party to arbitration in accordance with the Arbr&n'R
obtaining, including its provisions on applicable law. The arbitral tribunal shall have no
to award punitive damages. The Parties shall be bound by any arbitration award
result of such arbitration as the final adjudication of any such controversy, claim or dispute.
13. PRIVILEGES AND IMMUNITIES
Nothing in or related to these General Terms and Conditions or this Purchase Order shall be
deemed a waiver of any of the privileges and immunities of the HRC, Bajura including its
subsidiary organs.
14. SEXUAL EXPLOITATION:
LA,l The Contractor shall take all appropriate measures to prevent sexual exploitation or abuse of
anyone by it or by any of its employees or any other persons who may be engaged by the Contractor
to perform any services under the Contract. For these purposes, sexual activity with any person
less than eighteen years of age, regardless of any laws relating to consent, shall constitute the
sexual exploitation and abuse of such person. In addition, the Contractor shall refrain from, and
shall take all appropriate measures to prohibit its employees or other persons engaged by it from,
exchanging any money, goods, services, offers of employment or other things of value, for sexual
favors or activities, or from engaging in any sexual activities that are exploitive or degrading to
any person. The Contractor acknowledges and agrees that the provisions hereof constitute an
essential term of the Contract and that any breach of this representation and warranty shall entitle
HRC, Bajura to terminate the Contract immediately upon notice to the Contractor, without any
liability for termination charges or any other liability of any kind.
14.2 HRC, Bajura shall not apply the foregoing standard relating to age in any case in which the
Contractor's personnel or any other person who may be engaged by the Contractor to perform any
services under the Contract is married to the person less than the age of eighteen years with whom
sexual activityhas occurred and in which such marriage is recognized as valid under the laws of
the country of citizenship of such Contractor's personnel or such other person who may be engaged
by the Contractor to perform any services under the Contract.
15.0 OFFICIALS NOT TO BENEFIT:

The Contractor warrants that no official of HRC, Bajura or the HRC, Bajura has received or will
be offered by the Contractor any direct or indirect benefit arising from this Contract or the award
thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this
Contract.
16. AUTHORITY TO MODIFY:

Pursuant to the.Financial Regulations and Rules of HRC, Bajura, only the HRC, Bajura Authorized
Official possess the authority to agree on behalf of HRC, Bajura to any modification of or change
in this Agreement, to a waiver of any of its provisions or to any additional contractual relationship
of any kind with the Contractor. Accordingly, no modification or change in this Contract shall be
valid and enforceable against HRC, Bajura unless provided by an amendment to this Agreement
signed by the Contractor and jointly by the HRC, Bajura Authorized Official.