Request for Proposal (RFP) for the Recruitment of a Professional Videography Firm to Produce the Isoko y’Ubuzima Project Documentary Videos Tender at Water for People

I.Background and context 

Water For People is an international non-governmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to global water, sanitation, and hygiene problems. The organization strives to improve, experiment with promising new ideas, and leverage resources to multiply its impact.

Water For People has secured funds from the US Government to finance the Isoko y’Ubuzima Project, which is a five-year Rwanda Water, Sanitation, and Hygiene (WASH) activity. The activity is being executed by a consortium led by Water For People and includes IRC, CARE International, VEI, and a local partner, African Evangelistic Enterprise (AEE), in Rwanda. The project operates in 10 districts, namely, Rwamagana, Kayonza, Ngoma, Kirehe, Nyagatare, Ruhango, Nyanza, Nyamagabe, Ngororero, and Nyabihu. 

The overall goal of the Isoko y’Ubuzima project is to improve access to and utilization of safe, sustainable drinking water, sanitation, and hygiene services. This will be achieved through three interrelated and mutually reinforcing strategic objectives (SO):

SO1.Improving Decentralized WASH Governance

SO2. Improving Rural Drinking Water Services

SO3. Improving Rural Sanitation and Handwashing Services and Products.

SO4. Marburg Virus Disease Response Plan

Over the past four years, the project has implemented numerous interventions that have generated tangible results across the WASH sector. As the project approaches its closure phase, the communications team aims to document success stories, and milestone achievements through professional, high-quality video productions.

This documentation will form part of the final visibility, learning, and legacy materials to highlight the project’s contribution to Rwanda’s WASH sector.

II. Objective of the Assignment

The objective of this assignment is to engage a qualified videography firm to document key project interventions and produce a series of high-quality short documentaries and an overall impact video for the Isoko y’Ubuzima Project.

Specifically, the assignment aims to:

• Capture high-quality visuals and sound from key project activities, events, and interviews.
• Contribute to script and storyboard development for the different thematic videos.
• Produce six professional, edited documentary videos that reflect the project’s impact across WASH themes.
• Ensure timely content capture, editing, and delivery to support project closeout visibility.
• Maintain consistent storytelling tone, branding, and quality standards across all video products.

III. Scope of Work

The selected videography firm will work closely with the Isoko y’Ubuzima Communications Team. The scope includes the following key tasks:

 A. Pre-Production

• Participate in planning meetings with the Communications Team to align objectives, style, and timelines.
• Assess the already existing footage of project initial phase activities and prepare the equipment that will produce same image quality for alignment 
• Support script and storyboard development for each video in collaboration with the communications team
• Develop detailed shooting schedules based on approved scripts and activity timelines.
• Prepare logistics plans (travel, equipment, and crew coordination).

B. Production (Filming)

• Film field activities across the ten target districts, ensuring:
  • Professional framing, lighting, and sound quality;
  • Interviews with beneficiaries, local leaders, and partners;
  • Drone footage and B-rolls where appropriate;
  • Proper branding visibility following US Department of State guidelines.

 C. Post-Production

• Deliver all raw footage properly labeled and organized.
• Edit and produce six thematic videos (4–5 minutes each) and one impact video (7–9 minutes).
• Integrate approved branding, intro/outro bumpers, titles, graphics, and background music.
• Include English narration and English subtitles as needed.
• Submit all final products in high-resolution (master) and web-optimized formats, ensuring compatibility for multiple dissemination platforms (web, events, and social media).

IV. Expected deliverables

The videography firm will deliver the following:

All deliverables submitted in both high-resolution (master) and web-optimized formats, with appropriate metadata and file organization. 

V. Timelines

Exact dates will be confirmed during contracting. Adjustments may be made to align with field schedules.

VI. Required Qualifications and Experience

The videography firm should demonstrate the following qualifications:

• Minimum 5 years of experience in professional videography, documentary production, and post-production editing with Proven track record at least three (3) similar assignments (Completion certificates).
• Proven experience producing documentaries for international development or donor-funded projects.
• Samples of at least 3 similar videos produced (produced video in WASH will be an added advantage). At least one of the sample videos need to have drone images
• Capacity to produce multilingual content (Kinyarwanda with English subtitles or English with Kinyarwanda subtitles) 
• Demonstrated ability to deliver high-quality outputs under tight deadlines.
• Proficiency in visual storytelling, drone operation, and audio mixing.

VII. Team Composition

Team composition and CVs (Present a qualified and experienced team with relevant academic backgrounds (present the CVs of the lead consultant – should have a bachelor's in journalism/communication with minimum 5 years of experience and at least two support team personnel, if any)

VIII. Reporting and Supervision

The firm will report directly to the Isoko y’Ubuzima project communications and Outreach Specialist. 

IX. Assignment Location

• The assignment will take place within Rwanda, covering selected project districts including those outside of Kigali. The consultant will arrange their own transportation and accommodation logistics to and from filming sites. 
• Filming will be conducted in the field as guided by the Communications Team.
• Editing and post-production may be carried out in Kigali or remotely, with virtual review sessions. 

X. Contracting Authority 

Water For People will be the contracting authority and will manage the procurement, contract signing, and payment processes on behalf of the Isoko y’Ubuzima.

XI. Evaluation Criteria

11.1. Administrative documents 

• Full company address in Rwanda (Province, District, Sector, Cell, Village, Email, and P.O. Box).
• Copy of Trade License/Certificate of Company Registration issued by RDB.
• VAT Registration Certificate.
• Valid Certificate of Tax Clearance from the Rwanda Revenue Authority (RRA).
• RSSB Clearance Certificate.

To qualify for the technical evaluation, bidders must provide all the administrative documents.

11.2. Technical evaluation (100 points)

a. Company experience:80 points

• Minimum 5 years of experience in professional videography, documentary production, and post-production editing with Proven track record at least three (3) similar assignments (Completion certificates). (30 points)
• Proven experience in videography and documentary production: 3 samples of previous work with subtitles, voiceover. At least one of the sample videos needs to have drone images (30 points)
• Proven experience producing documentaries for international development or donor-funded projects (WASH related documentaries are an advantage) (20 points)

b. Team composition: Team composition and CVs (Present a qualified and experienced team with relevant academic backgrounds (the lead consultant – should have a bachelor's in journalism/communication with minimum 5 years of experience) and at least two support team personnel (10 points)

c. Methodology and workplan: Understanding of the assignment and clarity of approach- (10 points)

To qualify for the financial evaluation, bidders must score 80% or higher in technical evaluation.

11.3. Financial evaluation

Following the technical evaluation, only bidders who score 80% or higher will advance to the financial evaluation stage. The bidder must attain a minimum score of 80% for each of the technical evaluation marks scoring sections: Company experience, Profile of the consultant; proposed methodology; and Presentation of the work plan of the activities. 

At this stage, financial proposals will be assessed, and the bidder with the lowest price will be selected. Financial proposals must be password-protected, and passwords will only be requested from bidders who qualify for the financial evaluation.

XII. Duration of Contract

The contract will cover videography assignments through the final project phase (December 2025 – March 2026), adjustable based on the contracting date 

XIII. Ethical and Ownership Considerations

• All footage and final products produced under this assignment will remain the property of Water For People The firm must comply with the US Department of State’s branding and marking guidelines, child safeguarding, and data protection standards.
• Proper consent must be obtained from all filmed individuals prior to recording.

The selected bidder will be contractually required to comply with Water For People’s Vendor Code of Conduct Water For People Vendor Code of Conduct 2022.pdf and will be required to deliver a Conflict-of-Interest Certificate prior to execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives including past, current or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determines it cannot waive or mitigate the conflict of interest it will result in the disqualification of the selected proposer.

 XIV. Copyrights

 Copyright of all material on assignment will be retained by Water For People in Rwanda.

XV. Rights reserved

Water For People reserves the right to cancel the entire procurement process without incurring any liability whatsoever.

 Water For People reserves the right to amend any segment of the RFP prior to the announcement of selected candidates. 

Water For People also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in WFP’s best interest to do so.

Water For People also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. 

Water For People may negotiate a compensation package and additional provisions to the contract awarded under this RFP.

Water For People reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications to avoid the compromise of the process.

XVI. How to apply

If you feel qualified and interested in the assignment, please send your documents (including the technical and financial proposals as two separate documents) to: rwprocurement@waterforpeople.org no later than December 14, 2025, with the following subject: “Videography services for the Isoko y’Ubuzima Project”.
Hard copies and late submissions shall be rejected.

Done in Kigali on December 3rd, 2025

Eugene Dusingizumuremyi

Country Director