1. CONTRACTING INSTITUTION AND PROJECT
Caritas Switzerland (CACH) is a non-profit organization founded in 1901 and a member of the Caritas Internationalis network. CACH is committed to a world guided by solidarity, justice, and peace, in which the inviolable dignity and rights of every human being are respected. CACH works to ensure that every person not only has access to food, water, housing, healthcare, work, and education, but can also expand their capabilities and opportunities to lead the life they value. CACH provides professional, effective, and efficient assistance to people in need and poverty, both in Switzerland and abroad, regardless of their political or religious beliefs, gender, or ethnicity. CACH is committed to improving the livelihoods and guaranteeing all human rights of migrants, especially vulnerable Venezuelan migrants in South America.
Caritas Germany (DCV) was founded in 1897 and gave rise to all other Caritas organizations worldwide. It is an international humanitarian organization that provides humanitarian aid and rehabilitation during and after disasters, supports social programs for children, people with disabilities, and the elderly, advocates for women’s empowerment, and promotes peacebuilding activities in Germany and 165 other countries around the world, working in collaboration with other Caritas organizations in Eastern Europe, Latin America, Africa, and Asia.
Caritas Germany (DCV) and Caritas Switzerland (CACH) were among the first international humanitarian organizations in the region to respond to the impact of the Venezuelan migration crisis through the EuroPana program and previous projects since 2016.
Structure and implementation areas
The EuroPana Program is structured through a consortium made up of Caritas Germany and Caritas Switzerland, international organizations that have worked together to respond to the migration crisis in the region and the consequences of the armed conflict in Colombia and the violence in the region, as part of comprehensive human development and the establishment of sustainable peace.
This consortium is supported by the European Commission’s Humanitarian Aid Office (ECHO) to address the migration situation in several countries in the region. Assistance and protection actions are carried out in Colombia, Ecuador, Peru, Brazil, and Venezuela, as follows:
- In Colombia, the National Secretariat of Social Pastoral Care/Cáritas Colombiana (SNPS/CC) and the Social Pastoral Care of Riohacha (SEPAS)
- In Ecuador: Caritas Ecuador
- In Peru: Caritas Peru and CEDEH (Center for Human Development)
- In Brazil: Brazilian Caritas and Pastoral Service for Migrants (SPM)
- In Venezuela: Caritas Venezuela and Jesuit Refugee Service (JRS)
Project : EuroPana: Promoting protection, assistance and food security for migrants, asylum seekers, victims and vulnerable local populations in Colombia, Ecuador, Peru, Brazil and Venezuela – Phase V. ECHO/-AM/BUD/2024/91000
Places of action:
Venezuela: Guajira, Catatumbo, Maracaibo, Mara, García de Hevia, Páez, Caroní, Piar (check safety conditions)
Colombia: Riohacha, Maicao, Dibulla, Capurgana, Acandi, Necocli, Turbo, Caucasia, Caceres, El Bagre, Ipiales, Samaniego.
Ecuador: Tulcán, Lago Agrio, Quito, Cuenca, Machala, Huaquillas, Esmeraldas, Santo Domingo
Peru: Puno, Desaguadero, Zepita, Lima, Tacna, Tumbes, Puerto Maldonado, Inapari
Brazil :
Purpose of the Contract
Within the framework of EuroPana, the goal is to produce an institutional video that captures the essence, impact, and scope of the program, accompanied by a photographic package representative of the humanitarian response taking place in the intervention areas.
Specific objective: The purpose of this document is to select and contract an audiovisual provider for the production of an institutional video in HD (High Definition) , with a maximum duration of 4 minutes , which includes the use of a drone for aerial shots and the development of creative and artistic concepts aligned with the identity of the EuroPana program.
The supplier must be responsible for the entire production process , including pre-production, production and post-production , to create the program’s brand manifesto.
The video will be recorded in Venezuela, Colombia, Ecuador, Peru, and Brazil , reflecting the program’s impact and reach in these countries.
SPECS
Caritas Switzerland, from the implementing office of the EuroPana Phase V Project, requests the contracting of the following services:
SCOPE AND DESCRIPTION OF THE SERVICE
The supplier must carry out the following actions: pre-production, production, and post-production of the institutional video and photographic material from the territories where EuroPana operates.
PRE-PRODUCTION PHASE (FIRST DELIVERABLE)
- The provider must present their creative proposal and the development of the basic idea for the video, which should not exceed 4 weeks.
- Submit a work and travel schedule to the areas where the program operates
- Build a technical script and a storyboard based on the previous script with concepts of emotional and humanitarian communication
- Logistics coordination for the recordings in the five countries (Venezuela, Colombia, Ecuador, Peru, and Brazil): the provider must hold at least one meeting with the teams on-site to gain background and information about the program’s participants.
- Submit a professional voiceover proposal in Spanish.
PRODUCTION PHASE
- Digital video recording (FULL HD) with representative images and interviews in the aforementioned countries, ensuring cultural and geographical diversity.
- Use of professional audiovisual equipment to ensure optimal quality (video in HD format or higher).
- Present the technical, personal and logistical resources for the production of the video
- The provider must have the permits, payments and procedures required for the production of the video.
- 50-Photo Package: Photographs must represent the work of EuroPana partners.
- The provider must cover travel expenses during the filming of the video. Travel to all implementation countries must be guaranteed, and the participation of all (9) national and local organizations that make up EuroPana must be guaranteed. The filming must include the following participation:
Venezuela
- Caritas Venezuela (these territories are subject to a study of the security situation in Venezuela)
- Jesuit Refugee Service of Venezuela
Colombia
- Caritas Colombia (Ipiales, Nariño)
- SEPAS Riohacha (Riohacha)
Ecuador
- Caritas Ecuador (Machala and Quito)
Peru
- Caritas Peru (Tumbes)
- CEDEH (Puerto Maldonado)
Brazil
- Caritas Brazil (Boa Vista)
- SPM (Epitacioland)
*Regarding departments/states or provinces, these may vary according to strategic priorities, logistical, budgetary, or security considerations, which will be discussed and agreed upon between Caritas Germany, Caritas Switzerland, and the service provider.
- For the voice-over of the scripts, the provider must consider a main voice-over artist with a voice adapted to the institutional video, in Spanish.
- The video must be translated into English, Portuguese and Spanish.
- The package of 50 photographs must be submitted on a physical medium (i.e. printed) and on the hard drive, in RAW and JPEG formats.
- JPEG versions of photos must be edited and enhanced, in web format and in high-resolution for large-format print versions.
- The video and photographs must have authorization for the use of images in accordance with the national legislation applicable to each country and as provided by the European Union.
- The EuroPana program (represented by Caritas Switzerland and Caritas Germany) will own the images captured.
POST-PRODUCTION PHASE
- The provider must perform the editing and post-production of the video and images.
- The provider must develop the graphic composition of the video
- The supplier must perform digital retouching of images
- The provider will perform color correction of images and graphic composition of the audiovisual material.
- The provider must professionally edit the video with a clear, engaging narrative aligned with the program’s objectives.
- The provider must consider the editing, mastering, sound effects and sound levels of the audiovisual material; they must use volume levels of an institutional video.
- Inclusion of a professional Spanish voiceover with an engaging tone appropriate for the target audience.
- Translation and subtitling of the video into three languages: Spanish, English, and Portuguese.
- Design graphics, animations, and effects that reinforce the program’s key messages.
FINAL DELIVERABLES:
Final video in high quality (Full HD or 4K, MP4 or MOV format):
- Social media optimized version (vertical and square formats if applicable).
- Editing with graphics, transitions and subtitles (if necessary).
- Editable file (optional, in Premiere Pro, DaVinci Resolve or other software).
- Version with and without music and voiceover (for future adaptations).
- Thumbnails for publication on digital platforms.
Image Package Deliverables:
- Selection of high-resolution images (JPG or PNG, with color correction).
- Social media optimized version (size and format adjustments).
- Key photos from the video (e.g. interview footage, action shots, etc.).
- Adaptations with branding (if applicable, with logos or institutional texts).
- Basic metadata (description, date and author credits if necessary).Note: These materials must be delivered on a 1 terabyte hard drive.
SUPPLIER PROFILE
- Proven experience of at least three years in audiovisual and photographic production for international social projects, preferably in humanitarian or development programs.
- Logistical and technical capacity to record in five countries (Venezuela, Colombia, Ecuador, Peru and Brazil).
- A multidisciplinary team is desirable, including scriptwriters, creatives, photographers, cameramen, and editors.
- Fluency in Spanish, English, and Portuguese (for subtitling and narration).
- Respect for cultural diversity and religious beliefs.
How to apply
OFFER CONDITIONS
The evaluation committee of Caritas Switzerland and Caritas Germany will be responsible for assessing the proposals submitted by each of the providers, taking into account:
- Prices will be firm and will not be subject to revision upon receipt of bids.
- Unit prices and total values must be provided for each item in accordance with the estimated quantities and/or characteristics appearing in these terms of reference; prices must include VAT.
The evaluation and weighting criteria for each proposal are detailed in the following table:
Evaluation and selection criteria
Proposals will be evaluated based on:
- Technical proposal : Including a sample technical script and storyboard of what the EuroPana corporate video would look like. Creativity, feasibility, and alignment with the program’s objectives will be assessed. 40%
- Experience : Portfolio and previous experience on similar projects and references. 20%
- Financial offer : budget with all expenses itemized. The price-performance ratio will be assessed. 40%
Work Schedule: Delivery Time : Compliance with the proposed schedule. Submission of Proposals
: Interested parties should submit:
- Technical and economic proposal.
- Portfolio of previous work.
- Detailed schedule of activities.
- Work team assigned to the project.
Coordination and Supervision
The supervision and approval of the deliverables will be the responsibility of the EuroPana program technical team.
Budget
Economic proposals that include all the specifications mentioned in these terms of reference will be received and reviewed.
Intellectual Property
All materials produced will be the exclusive property of Caritas Germany and Caritas Switzerland, which reserves the right to use, reproduce and distribute them.
Execution period
The services will begin on March 24, 2025, and conclude on May 15, 2025.
METHOD OF PAYMENT
- 30% after the initial meeting, agendas and schedules agreed upon
- 30% after approval of the first deliverable.
- 40% after approval of final deliverables.
SUBMISSION OF PROPOSALS
Deadline for submission of proposals: March 18, 2025, at 11:59 p.m. by email to [email protected] and [email protected], indicating “EuroPana Video Call” in the subject line.
CONSULTATIONS
For inquiries, please write to [email protected] and [email protected]. Always include the subject line: EuroPana Video Inquiry.
