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Request for Quote/Proposal(RFQ/RFP)
Commodity/Service Required: | Hiring a photography and videography media firm |
Type of Procurement: | Open Competition |
Type of Contract: | Firm Fixed Price |
Term of Contract: | One year |
Contract Funding: | USAID |
This Procurement supports: | Feed the Future Hanga Akazi Activity |
Submit Proposal to: | |
Date of Issue of RFP: | September 15,2023 |
Date Questions from Supplier Due: | September 20,2023 by 2:00PM, Kigali Time |
Date Proposal Due: | September 22,2023 by 5:00PM, Kigali Time |
Approximate Date Purchase Order Issued to Successful Bidder(s): | October 1,2023 |
Method of Submittal: | |
Respond via e-mail with attached document in MS Word / pdf format. The Bidder/Seller agrees to hold the prices in its offer firm for 12months from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ. | |
Solicitation Number: | HA-2023-101 |
Attachments to RFP:
- 1. Attachment “A” – Commodity Specifications
- 2. Attachment “B” – Instructions to Bidders/Sellers
- 3. All PO Terms and Conditions are listed on our website at: https://www.rti.org/sites/default/files/rti-purchase-order-terms-and-conditions-v1.16.pdf, http://www.rti.org/files/PO_FAR_Clauses.pdf or for commercial items: http://www.rti.org/files/PO_FAR_Clauses_Commercial_Items.pdf (hereinafter the “Terms”). Supplier’s delivery of products, performance of services, or issuance of invoices in connection with this purchase order establishes Supplier’s agreement to the Terms. The Terms may only be modified in writing signed by both parties.
All bidders/sellers are responsible to carefully review each attachment and follow any instructions that may be relevant to this procurement.
Attachment A
Commodity Specifications or Statement of Work
Statement of Work
Indicate a description of the activity/service that is expected from the supplier. Provide product specifications or service expectations (both if applicable). Include deliverables, timelines, and any special terms and conditions.
Description of Activity/Service: |
Hiring a photography and videography media firm Feed the Future Rwanda Hanga Akazi Activity TITLE: Hiring a photography and videography media firm LOCATION: Kigali, with high chance of travelling upcountry CONTEXT: RTI International is an independent, nonprofit research institute providing research, development, and technical services to government and commercial clients worldwide. The Food Security and Agriculture division within the International Development Group is implementing the USAID-funded Feed the Future – Rwanda Hanga Akazi Activity in Rwanda. Hanga Akazi is a five-year program that will work with private and public sector to scale up equitable agriculture-related employment and entrepreneurial opportunities in Rwanda. The Hanga Akazi intends to build a library of the project’s activities, highlighting all the activities, impact, and engagement with its stakeholders. PURPOSE: Feed the Future Rwanda Hanga Akazi is seeking the services of a photographer/videographer to visually document, profile and capture audio files of the current program achievements and progress. The services will also show how Hanga Akazi has worked with different stakeholders to create and improve jobs in the agri-business sector. DESCRIPTION OF TASKS: Hanga Akazi is looking to engage a firm/consultant to assist with the provision of professional media content to build its multimedia library, and capture relevant photo/video narratives in line with the project activities. The videos will be used online and distributed at various events organized or attended by Hanga Akazi, while photographs will feature on social media and newsletters, as well as publications. The consultant/firm will work closely with the Communications Specialist on capturing this content on special occasions such as networking events, career fairs, and field trips across supported areas. Hanga Akazi will facilitate the logistics for field visits. ACTIVITIES The videos and photos will be on the following topics:
Specifically, photos will be expected to follow the below criteria.
DELIVERABLES Referring to the above technical areas, the selected consultant/firm will be expected to deliver the following:
NOTE: The consultancy will entail up to 20 days of field work from contract start with 5 days of field work outside Kigali and 15 days within Kigali.
Please note that multiple rounds of edits may be required to incorporate feedback or changes by the Hanga Akazi team to video footage before producing final products. QUALIFICATIONS
CONTRACT The period of performance upon the signing of the contract will be of 1 year with 20 -Man days ( 5 days on the field travel outside Kigali and 15 days within Kigali). RTI will sign a consultancy contract with the consultant/consultancy firm. The payment of consultancy fees will be agreed upon between HA Project and the successful consultant/consultancy firm. The payment will be based on the quality and timely delivery of work and submitted and approved deliverables. APPLICATION INSTRUCTIONS 1. A detailed company profile highlighting previous experiences in undertaking similar projects, contacts for 3 references. 2. Valid Tax Clearance Certificate provided by RRA and RDB Registration certificate (for consultancy firm) 3. Portfolio of similar projects completed. 4. The applying firm is to provide a financial proposal including quotations per photo, and per video, and per day/half-day basis. 5. Note: Firms owned/led by women, youth, and/or persons with disabilities are encouraged to apply. Not Mandatory: The CV can include self-declaration on sex, age and disability status - if desired. 5 pages max LOCATION During the assignment, the selected offeror will either be based in Kigali or willing to undertake frequent travel both to Kigali and across the country to undertake the activities required to complete this assignment. KEY WORKING RELATIONSHIPS The Selected Offeror will work closely with the Hanga Akazi Communications Specialist and the Hanga Akazi component leads with overall supervision of the Chief of Party. |
By signing this attachment, the bidder confirms he has a complete understanding of the specifications and fully intends to deliver items that comply with the above listed specifications.
Signature: | |
Title: | |
Date: |
Attachment “B”
Instructions to Bidders/Sellers
- Procurement Narrative Description: The Buyer (RTI) intends to purchase commodities and/or services identified in Attachment A. The Buyer intends to purchase the quantities (for commodities) and/or services (based on deliverables identified in a Statement of Work). The term of the Ordering Agreement shall be from Award Date to the Delivery date of the Offeror unless extended by mutual agreement of the parties. The Buyer intends to award to a single “approved’ supplier based on conformance to the listed specifications, the ability to service this contract, and selling price. We reserve the right to award to more than one bidder. If an Ordering Agreement is established as a result of this RFQ/RFP, supplier understands that quantities indicated in the specifications (Attachment A) are an estimate only and RTI does not guarantee the purchase quantity of any item listed.
- Procuring Activity: This procurement will be made by Research Triangle Institute (RTI International), located at
Cogebanque Building, 5th Floor, KN 63 St, Kigali, Rwanda |
(insert full address of the office)
who has a purchase requirement in support of a project funded by
USAID |
(insert client’s name)
RTI shall award the initial quantities and/or services and any option quantities (if exercised by RTI) to Seller by a properly executed Purchase Order as set forth within the terms of this properly executed agreement.
- Proposal Requirements. All Sellers will submit a quote/proposal which contains offers for all items and options included in this RFQ/RFP. All information presented in the Sellers quote/proposal will be considered during RTI’s evaluation. Failure to submit the information required in this RFQ/RFP may result in Seller’s offer being deemed non-responsive. Sellers are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach RTI’s office designated in the RFQ/RFP by the time and date specified in the RFQ/RFP. Any offer, modification, revision, or withdrawal of an offer received at the RTI office designated in the RFQ/RFP after the exact time specified for receipt of offers is “late” and may not be considered at the discretion of the RTI Procurement Officer. The Seller’s proposal shall include the following:
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