Invitation to Tender for Video Production Services
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, 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 and training focused on:
that use both conventional and ground-breaking good practices, approaches and methods. This has allowed GC to continuously and increasingly build a solid and vast network of knowledge and expertise in teaching and training, both in person and online.
Global Campus e-learning activities
Online access to human rights 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 e-learning experiences through Massive Open Online Courses (MOOCs), online courses and blended trainings. Over the years, we have developed a distinct online identity that we wish to continue developing further.
Purpose and tasks
Increasing demand for e-learning programmes has evidenced the need for a constant, coherent and efficient production of video materials, interviews, e-lectures and other visual tools for optimal online delivery. In order to fulfil such need, GC is looking for a video company that would provide video production services to support forthcoming MOOCS and online activities, including trainings and blended courses.
The work considered under this invitation to tender encompasses different typologies of courses and themes, but is in general homogeneous in terms of approach and methodology and includes the following categories of products and tasks:
1. Creative promotional teasers/animations
The contractor will be responsible for the co-design, production and post-production of animated video teasers in English with a total running time not exceeding 2 minutes:
The teaser’s script 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 ‘collage’ style, whose main traits we would like to keep
The contractor is expected to create and submit a moodboard with still-frames for each animated teaser. Various rounds of revisions and a final validation will ensue
GC staff usually is invited (live or remotely) to voice-recording sessions to ensure quality and confirm last minute changes resulting from the process
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). GC expects to be able to selected within a choice of 3 music files
Once the final version of the file is validated, the awarded contractor will prepare excerpts from the teasers (stills, clips, frames, vertical Instagram stories, etc.) to be used for promotional purposes on GC social media channels.
Samples are intended for reference, but we encourage prospective contractors to express critical thinking and highlight how they would incerase the quality.
2. Filming (mainly video recording of speakers on GC premises)
Whenever possible, the GC prefers high quality recording of speakers. The contractor is expected to have an equipment similar to: Camera Sony Cinema (FullHD/4k), Kit CineLenses Sony, Tripod, Stabilizer, Rode Audio Clip wireless microphone, Zoom H6, Shotgun Microphone Sennheiser
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, and specifically:
Enhanced editing of videos recorded by third parties or by the contractor. Videos can be lectures or interviews with speakers, interactive video quizzes, animated videos or a mix of lecture/powerpoints/graphs/photos/explainers/timelines or any other post-production intervention that increases the usability and educational value. Therefore, cards, animations, animated text, visuals, etc. will be created according to GC request and will be validated before being integrated in the video. The average duration is 15 to 45 minutes. Sample: https://youtu.be/oABsftwnboI
Editing of short videos or small portions of a pre-recorded video for promotional purposes (hardcoding subtitles, mainly in English, to be included). Sample: https://youtu.be/qSRNT84MQLg
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. See below under Communication with the GC and Financial offer.
Within the new GC podcast initiative “To The Righthouse”, we foresee two series of 5 episodes each of the duration of around 30 minutes. Speakers will be recorded from their own premises, therefore the contractor’s support in ensuring the best possible quality is crucial. The work required for this type of output includes editing of the recorded episodes and editing of mini audio-visual teasers for promotional purposes. Sample: https://twitter.com/gchumanrights/status/1508353200776175618
A total production/post-production of 60 videos, 3 animated teasers, 10 podcast episodes, and 7 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/animation services might be requested. If they do not fit any of the above categories, they will be costed separately.
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 webinars (usually the edited file is shared with students the day after); unforeseen requests to interview a speaker; change in the schedule made by third parties. The GC is ready to pay a premium for that (see below Financial offer).
The GC uses G drive 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
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
The awarded contractor is expected to:
timely deliver the requested services in order to ensure that GC programmes can be launched as scheduled. In particular, deliver a total estimated production/post-production of:
3 animated teasers
10 podcast episodes
7 days of filming
perform an internal quality check of the submitted videos 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
upload the videos on the GC Youtube channel as unlisted and added to a specific playlist to be agreed with the GC. The awarded contractor will receive the account details for the GC Youtube channel.
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 15 September 2022 (estimated start of the contract) to 31 July 2023. Materials for the required video production services will be provided in a continuous manner, on the basis of a schedule that will be agreed in due time.
Maximum estimated total value
38,000 Euro net of VAT.
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:
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)
Cvs of experts, 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
Financial offer - Cost with item breakdown for each category and sub-category:
Creative promotional teaser/animation
Filming (indicate cost for 2 hours, half day, full day)
Video-editing and post-production
For promotional purposes
Podcast editing and post-production
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; etc.
A moodboard on the topic Children’s Mental Health: Rights and Perspectives as a basis for a creative animated teaser of the duration of max 2 minutes. See concept note in Annex 2.
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