Invitation to tender for Communications and PR services

Background

The Global Campus of Human Rights (Global Campus/GC) is a network of almost one hundred participating universities around the world, seeking to advance human rights and democracy through the organisation of seven Master’s programmes in different world regions (Europe, South-East Europe, the Caucasus region, Africa, Asia-Pacific, Central Asia, Latin America and Caribbean, and the Arab world) and through regional and global cooperation for education and research.

GC boasts more than twenty years of experience and an excellent record of accomplishments in quality human rights education, trainings and research.

Global Campus Communications and PR

The organic promotion of our human rights events, courses, trainings, modules and materials is key to fostering a global community of learning and practice whose members are not only aware of their rights, but also able to develop wider and comparative understanding. The Global Campus offers such wider, comparative and practice-oriented experiences. Over the years, we have developed a distinct visual identity and image that we wish to continue developing further.

Purpose and Tasks

Increasing relevance and growth of the institution has evidenced the need for a constant, coherent and efficient production of video/photo materials, interviews, live streaming, animation, illustration, graphic designs, event communication/promotion support and other visual tools for optimal PR and Communications presence online and off-line. In order to fulfil such need, GC is looking for a communications PR support that would provide services to strengthen the activities of the Communications and PR Department.

The work considered under this invitation to tender encompasses different typologies of themes, but is in general homogeneous in terms of approach and methodology and includes the following categories of products and tasks:

1. Creative promotional videos

The contractor will be responsible for the co-design, production and post-production of promotional videos in English with a total running time of approximately 2 minutes:

• The script and key words is usually provided by the GC, but the contractor is expected to give suggestions to increase its quality
• The contractor is responsible for iconographic search, including suggestion, selection and purchase of images (including rights) at no additional cost
• We welcome animation styles such as 2D Animation, 3D Animation, Motion Graphics and Stop Motion. In recent years the GC has developed its own promo style, whose main traits we would like to keep for consistency over the years
• The contractor is expected to create and submit proposals and various rounds of revisions and a final validation will ensue
• A choice of tunes and music/audio files to increase the attractiveness of the video is usually provided by the awarded contractor (without additional cost) and GC will choose.
• Once the final version of the file is validated, the awarded contractor will prepare the final clip in high definition to be used for promotional purposes on GC social media channels and web.

Samples:

Samples are intended for reference, but we encourage prospective contractors to express critical thinking and highlight how they would increase the quality.

2. Filming (mainly video recording of classes and interviews with speakers on GC premises)

Whenever possible, the GC prefers high quality recording of speakers. The contractor is expected to have professional technical equipment to carry out their responsibilities.

3. Video editing and post-production

A substantive part of the work covered by this invitation to tender includes high-quality and careful video editing and post-production,

All three categories of video post-production might include intro-outro tune (usually provided by the GC), music sync, audio editing (to increase the quality of the video as much as possible), cards, etc. Specific full HD exports might be also requested, as well as urgent delivery

4. Live Streaming and additional services like photos, animation and illustrations

Within the frameworks of events, sometimes the implementation and direction of live streaming will be required. See a sample video of stream here: https://youtube.com/live/tjOwtxXmb0A

A total production/post-production of videos for 8 events and 2 online ones, and 10 days of filming is estimated for the timeframe of this invitation to tender. This is a rough estimate that can vary i.e., decrease or increase. The GC will set periodical meetings to update the contractor on the needed materials and in case of substantial increases or decreases (more than 25% of the estimated production), will be willing to revise the agreed costs. Additional video/audio/photo services might be requested. If they do not fit any of the above categories, they will be costed separately. We create campaigns that use the animation and illustrations designs sometimes for our events and they could be part of the variables.

5. Graphic Designs

We update our graphic templates on regular basis. Sometimes an extra effort and support is needed in the creation and supplies of certain specific promotional materials like for one big public event per year. This will be communicated and updated in due time as soon as the information is received and confirmed and included as part of the variables.

6. Communication/Promotion extra support on specific events

We organise a diverse types of events in presence and open to the public that requires sometimes hostesses, flyer creation/distribution/delivery, desk registation stands, ticket sales. interaction with the general public, interpretations. This will be communicated and updated in due time as soon as the event is confirmed and included as part of the variables.

Communication with the GC

The GC strives to plan as much as possible in advance and to ensure the contractor has enough time to work in non-stressful condition. However, there are situations in which a quick turnaround is needed, e.g.: live coverages; unforeseen requests to interview a speaker; change in the programme of events made by third parties, etc. The GC is ready to pay a premium for that (see below Financial offer).

The GC uses G-drive files for planning and sharing files with the contractor.

The awarded contractor is requested to:

• use a cloud solution at its own expenses to share files and resources with the GC
• create a progress document with links to all created files
• create and co-manage a calendar that indicates dates and deadlines for each project
• keep and share raw footages as requested
• have a very good knowledge of English in order to understand, comment, suggest improvements and point out issues in relations to both the instructions provided by the GC and the content of the videos
• acknowledge receipt of requests, instructions, files etc. and timely communicate about any progress and any issue about the implementation of the requested services. Repeated failure to do so will lead to consideration for termination of the agreement
• ensure that a contact person is always available to timely reply to GC requests

Delivery

The awarded contractor is expected to:

• timely deliver the requested services in order to ensure that GC events or activities can be launched as scheduled.
• perform an internal quality check of the submitted materials before the actual submission
• be ready to plan for very quick turnaround time to accommodate GC emergency needs. The GC is ready to pay a premium for urgent services that needs to be specified in the offer

Intellectual property

Subject to agreement, GC shall have full, unrestricted and exclusive rights to use the products and services listed in this invitation, including the right to broadcast, show and disseminate them in any media and its GC website and to exploit the products for any purpose, and the right to make any future adjustments to the contents of the products. The Tenderer is not allowed to use the products for any purpose other than those set out in the Framework Service Agreement, without the prior consent and authorisation of GC in writing. The Tenderer shall warrant that any output produced by the Tenderer or on its behalf will not infringe any patent, trademark, copyright, registered design or other intellectual property rights of any third party and agree to indemnify GC for any such claim, liability, proceedings and costs arising therefrom.

Duration of framework service agreement and timescale

The Framework Service Agreement will run from 8 November 2023 (estimated start of the contract) to 31 July 2024. Materials required will be provided in a continuous manner, on the basis of a schedule that will be agreed in due time.

Maximum estimated total value

20.000 Euro net of VAT

Payments

The contract will be between GC and the Tenderer. Payments will be made upon reception of regular invoices for the services provided in the period.

Grounds of exclusion

The contract cannot be awarded to tenderers that are subject to any conflict of interest or fail to provide exact, complete and truthful information. Tenderers must certify they are not in any exclusion situation by providing a complete declaration of honour (Annex 1).

Presentation of proposals

The proposal must include the following items:

a. General documents

• Corporate credentials: portfolio of relevant services/products for each of the category and sub-category in the section Purpose and Tasks (non-relevant portfolio items will not be taken into account)
• Technical equipments
• CVs of people involved, including roles and responsibilities within the agreement. Please specify the contact person who will need to be up-to-date about any project
• Declaration of honour (Annex 1)

b. Financial offer

Costs with item breakdown for each category and sub-category with concrete examples:

• Creative promotional video: Price for 1 promotional video of 1 min and 1 video interview of 2 minutes
• Only filming: Price raw footages collected in half day and full day
• Video-editing and post-production:
  • Basic: Price of 1 video
  • Enhanced: Price of 1 video
  • For promotional purposes: Price of 1 video
  • Urgent and short: Price of 1 video
• Live Streaming: Price for half a day stream
• Photo coverage: Price for half a day event
• Animation: Price for 1 video animation for social media
• Live illustrations: Price for 1 half a day event
• Graphic design support – Prices of 1 logo creation / 1 infographic creation / 1 booklet design
• Events promotion support – Prices for 1 hostess for flyer distribution / 1 hostess for event logistics / 1 event interpreter EN-IT

c. Technical Part

A document explaining the creative approach, methodology and process from the start of a project (briefing by GC) to its end (confirmation by GC), with details on the number of team members dedicated to the project; communication with the GC; schedule of meetings; guarantee of time deliveries, use of AI/softwares, etc.

Selection procedure and criteria

GC will generally evaluate each proposal according to the following criteria:

Proposal’s completeness and adequacy according to the requirements of this invitation to tender	10%
a. General documents	30%
b. Financial offer	30%
c. Technical parts	30%

 

Submission of proposals

Please submit your proposal in PDF format, including the links to the diverse examples of materials, by 6 pm CET before 8 November 2023 to elisa.aquino@gchumanrights.org and cc: elisabetta.noli@gchumanrights.org and communications@gchumanrights.org .

Subject: Communication Services for the Communications and PR Department of the Global Campus.

Please name the files according to the items outlined above.

Late submissions will not be considered.

For information contact the Communication PR Manager elisa.aquino@gchumanrights.org and cc communications@gchumanrights.org

Reference document

Annex 1 – Declaration of honour