Provision of Videography and Photography services for NbS4Water – Ruvu project launch in Morogoro 18 views0 applications

Provision of Videography and Photography services for NbS4Water – Ruvu project launch in Morogoro

IUCN Tanzania – NbS4Water – Ruvu RfP Reference:

Welcome to this Procurement by IUCN. You are hereby invited to submit a Proposal. Please read the information and instructions carefully because non-compliance with the instructions may result in disqualification of your Proposal from this Procurement.

1. REQUIREMENTS
   1. A detailed description of the services and/or goods to be provided can be found in Attachment 1
2. CONTACT DETAILS
   1. During this procurement, i.e., from the publication of this RfP to the award of a contract, you may not discuss this procurement with any IUCN employee or representative other than the following contact. You must address all correspondence and questions to the contact, including your proposal.
3. PROCUREMENT TIMETABLE
   1. This timetable is indicative and may be changed by IUCN at any time. If IUCN decides that changes to any of the deadlines are necessary, we will publish this on our website and contact you directly if you have indicated your interest in this procurement (see Section 3.2).

DATE ACTIVITY

10th March2026 Publication of the Request for Proposals

16th March2026 Deadline for submission of proposals to IUCN (“Submission Deadline”)

20th March 2026 Planned date for contract award

20th March2026 Expected contract start date

30th April2026 Expected contract end date

1. Please email the IUCN contact to express your interest in submitting a proposal by the deadline stated above. This will help IUCN to keep you updated regarding the procurement.
2. COMPLETING AND SUBMITTING A PROPOSAL
   1. Your Proposal must consist of the following four separate documents:

• Signed Declaration of Undertaking (see Attachment 2)
• Pre-Qualification Information (see Section 4.3 below)
• Technical Proposal (see Section 4.4 below)
• Financial Proposal (see Section 4.5 below)

Proposals must be prepared in English.

1. Your Proposal must be submitted by email to the IUCN Contact (see Section 2). The subject heading of the email shall be [RfP Reference – bidder name]. The bidder’s name is the name of the company/organisation on whose behalf you are submitting the proposal, or your own surname if you are bidding as a self-employed consultant. Your proposal must be submitted in PDF format. You may submit multiple emails suitably annotated, e.g., Email 1 of 3, if attached files are too large to suit a single email transmission. You may not submit your Proposal by uploading it to a file-sharing tool.

IMPORTANT: Submitted documents must be password-protected so that they cannot be opened and read before the submission deadline. Please use the same password for all submitted documents. After the deadline has passed and within 12 hours, please send the password to the IUCN Contact. This will ensure a secure bid submission and opening process. Please DO NOT email the password before the deadline for Proposal submission.

1. Pre-Qualification Criteria

   IUCN will use the following Pre-Qualification Criteria to determine whether you have the capacity to provide the required goods and/or services to IUCN. Please provide the necessary information in a single, separate document.

Pre-Qualification Criteria

1 3 reference letters fromNGOs addressed to IUCN

2 Confirm and submit all the necessary legal registrations to perform the work including:

1. Certificate of incorporation
2. Tax clearance certificate
3. TIN Certificate
4. NBAA Certification
5. Technical Proposal

The technical proposal must address each of the criteria stated below explicitly and separately, quoting the relevant criteria reference number (left-hand column).

Proposals in any other format will significantly increase the time it takes to evaluate, and such Proposals may therefore be rejected at IUCN’s discretion.

Where CVs are requested, these must be of the individuals who will carry out the work specified. The individuals you put forward may only be substituted with IUCN’s approval.

IUCN will evaluate technical proposals with regards to each of the following criteria and their relative importance:

Description Relative weight

1.Quality of technical approach 30%

2.The conceptual and methodological approach 30%

3.Experts/Subject matter experts 40%

TOTAL 100%

Financial Proposal

1. The financial proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety.
   1. Prices include all costs.

   Submitted rates and prices are deemed to include all costs, insurances, taxes, fees, expenses, liabilities, obligations, risk, and other things necessary for the performance

of the Terms of Reference or Specification of Requirements. IUCN will not accept charges beyond those clearly stated in the Financial Proposal.

IUCN withhold 5% of the professional fee charged as withholding tax payment.

1. Applicable Goods and Services Taxes

Proposal rates and prices shall be inclusive of Value Added Tax.

1. Currency of proposed rates and prices

All rates and prices submitted by Proposers shall be in TZS.

1. Additional information not requested by IUCN should not be included in your Proposal and will not be considered in the evaluation.
   1. Your proposal must remain valid and capable of acceptance by IUCN for 90 calendar days following the submission deadline.
   2. Withdrawals and Changes

You may freely withdraw or change your proposal at any time before the submission deadline by written notice to the IUCN Contact. However, to reduce the risk of fraud, no changes or withdrawals will be accepted after the submission deadline.

1. EVALUATION OF PROPOSALS
   1. Completeness

      IUCN will first check your proposal for completeness. Incomplete proposals will not be considered further.

   2. Pre-Qualification Criteria

Only proposals that meet all the pre-qualification criteria will be evaluated.

1. Technical Evaluation
   1. Scoring Method

Your proposal will be assigned a score from 0 to 10 for each of the technical evaluation criteria, such that ‘0’ is low and ‘10’ is high.

1. Minimum Quality Thresholds

Proposals that receive a score of ‘0’ for any of the criteria will not be considered further.

1. Technical Score

Your score for each technical evaluation criterion will be multiplied with the respective relative weight (see Section 4.4) and these weighted scores added together to give your proposal’s overall technical score.

1. Financial Evaluation and Financial Scores

   The financial evaluation will be based upon the full total price you submit. Your financial proposal will receive a score calculated by dividing the lowest financial proposal that has passed the minimum quality thresholds (see Section 5.3.2) by the total price of your financial proposal.

Thus, for example, if your financial proposal is for a total of CHF 100 and the lowest financial proposal is CHF 80, you will receive a financial score of 80/100 = 80%

1. Total Score

Your proposal’s total score will be calculated as the weighted sum of your technical score and your financial score.

The relative weights will be:

Technical: 70%

Financial: 30%

Thus, for example, if your technical score is 83% and your financial score is 77%, you will receive a total score of 83 * 70% + 77 * 30% = 58.1% + 23.1% = 81.2%.

Subject to the requirements in Sections 4 and 7, IUCN will award the contract to the bidder whose proposal achieves the highest total score.

1. EXPLANATION OF PROCUREMENT PROCEDURE
   1. IUCN is using the Open Procedure for this procurement. This means that the contracting opportunity is published on IUCN’s website and open to all interested parties to take part, subject to the conditions in Section 7 below.
   2. You are welcome to ask questions or seek clarification regarding this procurement. Please email the IUCN Contact (see Section 2), taking note of the deadline for submission of questions in Section 3.1.
   3. All proposals must be received by the submission deadline in Section 3.2 above. Late proposals will not be considered. All proposals received by the submission deadline will be evaluated by a team of three or more evaluators in accordance with the evaluation criteria stated in this RfP. No other criteria will be used to evaluate proposals. The contract will be awarded to the bidder whose proposal received the highest Total Score. IUCN does, however, reserve the right to cancel the procurement and not award a contract at all.
   4. IUCN will contact the bidder with the highest-scoring proposal to finalise the contract. We will contact unsuccessful bidders after the contract has been awarded and provide detailed feedback. The timetable in Section 3.1 gives an estimate of when we expect to have completed the contract award, but this date may change depending on how long the evaluation of proposals takes.
2. CONDITIONS FOR PARTICIPATION IN THIS PROCUREMENT
   1. To participate in this procurement, you are required to submit a proposal, which fully complies with the instructions in this RfP and the Attachments.
      1. It is your responsibility to ensure that you have submitted a complete and fully compliant proposal.
      2. Any incomplete or incorrectly completed proposal submission may be deemed non-compliant, and as a result you may be unable to proceed further in the procurement process.
      3. IUCN will query any obvious clerical errors in your proposal and may, at IUCN’s sole discretion, allow you to correct these, but only if doing so could not be perceived as giving you an unfair advantage.
   2. In order to participate in this procurement, you must meet the following conditions:

• Free of conflicts of interest
• Registered on the relevant professional or trade register of the country in which you are established (or resident, if self-employed)
• In full compliance with your obligations relating to payment of social security contributions and of all applicable taxes
• Not been convicted of failing to comply with environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection.
• Not bankrupt or being wound up
• Never been guilty of an offence concerning your professional conduct.
• Not involved in fraud, corruption, a criminal organisation, money laundering, terrorism, or any other illegal activity.
  1. You must complete and sign the Declaration of Undertaking (see Attachment 2).
  2. If you are participating in this procurement as a member of a joint venture, or are using sub-contractors, submit a separate Declaration of Undertaking for each member of the joint venture and sub-contractor, and be clear in your proposal which parts of the goods/services are provided by each partner or sub-contractor.
  3. Each bidder shall submit only one proposal, either individually or as a partner in a joint venture. In case of joint venture, one company shall not be allowed to participate in two different joint ventures in the same procurement, nor shall a company be allowed to submit a proposal both on its behalf and as part of a joint venture for the same procurement. A bidder who submits or participates in more than one proposal (other than as a subcontractor or in cases of alternatives that have been permitted or requested) shall cause all the proposals with the bidder’s participation to be disqualified.
  4. By taking part in this procurement, you accept the conditions set out in this RfP, including the following:
• It is unacceptable to give or offer any gift or consideration to an employee or other representative of IUCN as a reward or inducement in relation to the awarding of a contract. Such action will give IUCN the right to exclude you from this and any future procurements, and to terminate any contract that may have been signed with you.
• Any attempt to obtain information from an employee or other representative of IUCN concerning another bidder will result in disqualification.
• Any price fixing or collusion with other bidders in relation to this procurement shall give IUCN the right to exclude you and any other involved bidder(s) from this and any future procurements and may constitute a criminal offence.

1. CONFIDENTIALITY AND DATA PROTECTION
   1. IUCN follows the European Union’s General Data Protection Regulation (GDPR). The information you submit to IUCN as part of this procurement will be treated as confidential and shared only as required to evaluate your proposal in line with the procedure explained in this RfP, and for the maintenance of a clear audit trail. For audit purposes, IUCN is required to retain your proposal in its entirety for 10 years after then end of the resulting contract and make this available to internal and external auditors and donors as and when requested.
   2. In the Declaration of Undertaking (Attachment 2) you need to give IUCN express permission to use the information you submit in this way, including personal data that forms part of your proposal. Where you include personal data of your employees (e.g. CVs) in your proposal, you need to have written permission from those individuals to share this information with IUCN, and for IUCN to use this information as indicated in 8.1. Without these permissions, IUCN will not be able to consider your proposal.
2. COMPLAINTS PROCEDURE

If you have a complaint or concern regarding the propriety of how a competitive process is or has been executed, then please contact [email protected]. Such complaints or concerns will be treated as confidential and are not considered in breach of the above restrictions on communication (Section 2.1).

1. CONTRACT

The contract will be based on IUCN’s template in Attachment 3, the terms of which are not negotiable. They may, however, be amended by IUCN to reflect requirements from the donor funding this procurement.

1. ABOUT IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private, and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Headquartered in Switzerland, IUCN Secretariat comprises around 1,000 staff with offices in more than 50 countries.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous people’s organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

www.iucn.org https://twitter.com/IUCN/

1. ATTACHMENTS

Attachment 1 Specification of Requirements / Terms of Reference

Terms of Reference for IUCN Consultancy

Title: Terms of reference (ToR) for provision of Videography and Photography services for NbS4Water – Ruvu project launch in Morogoro.

Objective of the Consultancy

This consultancy has the following objective(s):

1. Highlighting the launching ceremony of the Nature based solutions for catchment restoration and water replenishment in Ngerengere catchment, Ruvu Basin, Tanzania (Nbs4Water – Ruvu) project.

Background

IUCN Tanzania, in collaboration with Wami-Ruvu Basin Water Board (WRBWB), is implementing the Nature based Solutions for Catchment Restoration and Water Replenishment in Ruvu Basin, Tanzania (NbS4Water – Ruvu) Project funded by the Coca Cola through the Global Water Challenge. The NbS4Water – Ruvu Project runs from 2025 to 2028 focusing on Ngerengere catchment of the Ruvu Sub-Basin in Wami-Ruvu Basin, Tanzania.

The overall objective of the NbS4Water Project is to enhance water replenishment through the deployment of nature-based solutions (NbS) on catchment restoration and sustainable management of water resources in Ngerengere sub basin of the Ruvu.

The specific goals of the Project are to:

• Strengthening institutional capacity for integrated water resources management at catchment and Basin level
• Restoring degraded catchment areas and sustainably managing priority water systems through the deployment of NbS
• Promoting water stewardship through the implementation of sustainable alternative livelihood practices

The NbS4Water Project has four components namely:

• Component 1: Enhanced institutional capacity for sustainable management of water resources
• Component 2: restored and sustainably managed priority watershed systems through Nature based Solutions (NbS).
• Component 3: Water stewardship practices and technologies deployed for target sectors and livelihood activities
• Component 4: Effective project monitoring, evaluation and learning

To effectively communicate and highlight the project launchIUCN wishes to engage the service provider to develop a range of audio-visual materials as per the specifications in this TOR to highlight the event and showcasing the success of the initiative as kicks-off with all the stakeholders fully immersed in action.

Project Reference:

Donor reference:

About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

www.iucn.org

https://twitter.com/IUCN/

About the Project

NbS for water project aims at enhancing water replenishment in the Ngerengere catchment of the Ruvu Basin across Morogoro Municipality, Morogoro District Council, and Mvomero District Council by deploying nature-based solutions (NbS) for catchment restoration and sustainable water resource management. Implemented IUCN in partnership with the Wami-Ruvu Basin Water Board, and funded by Coca-Cola Africa through the Global Water Challenge, the project addresses key environmental challenges including unsustainable water use, catchment encroachment, deforestation, soil erosion, and water pollution.

Major interventions include strengthening seven Water User Associations, demarcating and conserving water sources, restoring about 3,000 hectares of degraded catchment, promoting climate-smart agriculture, beekeeping, and fish farming, and improving surface and groundwater monitoring. The project is expected to improve water quality and allocation, replenish approximately 584.77 ML of water, and support 2,000 farmers in adopting sustainable livelihoods while benefiting around 5,000 community members and strengthening collaboration with local government authorities, civil society organizations, the private sector, and research institutions.

Description of the Assignment

IUCN wishes to engage the service provider to develop a range of audio-visual materials as per the specifications in this TOR to highlight the event and showcasing the success of the initiative as kicks-off with all the stakeholders fully immersed in action.

The service provider will be expected to produce, using quality video and photography equipment and deliver the following outputs:

Event Videography

• A maximum of 4 minutes highlights video of the event, covering opening remarks and keynote speeches from key stakeholders, venue atmosphere, participants engagement and the outdoors ambiance
  • A social media ready reel of 1 minute giving quick snapshot of the ceremony, with specific visibility of key stakeholders
    • Edited clips of interviews from event’s key stakeholders (6 people)
    • Inclusion of relevant subtitles for the interviewee and/or voiceovers (to be edited by IUCN before final production)

Event Photography

• Multiple group photos, not less than 7 sets for different stakeholders
  • Key moments (opening remarks, keynote addresses, launching moment, etc) photos edited in multiple dimensions and ready to use for social media
    • High-quality 150 photos covering the whole event activities including outdoors functions, general participants, key moments and other relevant setups.

Field Photography (2 days)

• Produce aerial and ground-level images capturing the riverbanks, vegetation, and environmental features. This should include river morphology, vegetation cover, erosion points, wetlands, and biodiversity from the six sites in Ngerengere catchment – Morogoro from 26th to 27th March 2026
  • Various images, including landscapes documenting how communities interact with the river ecosystem.
    • Curated photo sets (i.e. Buffer zone encroachment, farming near the river, livestock at the rivers and river system management – beacons) that visually communicate key narratives such as Ecosystem health, Community livelihoods, riparian river management

Duration of the Assignment

From 20th March – 27th April 2026

The process to be followed to undertake the required service:

The following steps show the process of the required service:

1. As a first step, the preparatory meeting will be conducted to ensure a good understanding between IUCN and the service provider on objectives, possibilities, limits, and expectations.
2. On the day of the event, the service provider will supply IUCN team with high quality, edited files of the key moments of the day for social media sharing purposes.
3. In the post-production phase, the service provider will edit and consolidate all the materials based on IUCN team comments to produce the videos, photos and share it within set time as stipulated on section 3.
4. After validation from IUCN team, the service provider will submit all assets as agreed in due course.
5. The steps mentioned above will be implemented under the overall guidance, support, and supervision of the IUCN Communication focal person.
6. Deliverables and Activities
7. The consultant will provide the following deliverables and carry out the following activities:
8. Description Deadline

   Inception meeting with IUCN 20th March

   Inception report to IUCN 23rd March

   Social media highlight video 25th March

   Key moments photos in multiple dimensions 25th March

   Field photos(Aerial & Ground Photos) 26th March & 27th March

   Submission of draft event highlight video 26th March

   Highlight video feedback session 27th March

   Final event highlight video 30th March

   200 high-quality photos from the launching event 3rd April

   150 high-quality photos from the field 3rd April

   Drafts of key stakeholders’ 3rd April

   interviews

   Review and feedback of 6th April

   stakeholders’ interviews

   key stakeholders’ interviews final 10th April

   submission

9. Final Handover of all assets required. 27th April

Payment Schedule

The Timetable below summarises the chronological order of deliverables and indicates milestones at which IUCN will pay the Consultant.

Deliverables Payment structure

Submission and presentation of the inception report 60%

Within 3 days after signing the contract

Submission of final and accepted deliverables

Within a week after submitting final and accepted deliverables 40%

Skills and Experience

The consultant must have the following skills, education and experience as a minimum:

• Have good experience in producing high quality, international level documentary, short videos, and photos.
• Able to produce high-quality broadcast videos and professional photos on tight deadlines.
• At least 5 years of proven technical experience for the cameramen/editors involved in the production.
• Ability to include relevant subtitles.
• Proven experience in producing social media-ready outputs.
• Ability to cover both indoors and outdoors event settings.

Supervision and coordination

The consultant will report to and work under the supervision of IUCN Tanzania Communications and Membership Officer along with the Digital communications Officer.

How to apply

Step 1: Acquire Tender Documents
Obtain the relevant tender documents.

Step 2: Review Requirements
Thoroughly read the tender specifications, terms, and conditions.

Step 3: Prepare Proposal
Prepare your proposal as guided, ensuring all the required information is included.

Step 4: Submission
Submit your completed proposal by March 16th, 2026, via the email address

[email protected]