Terms Of Reference – Branding & Content Production Services

1. Introduction
Irembo Ltd. is seeking a qualified agency to deliver high-quality branding and content production services. The appointed agency will produce engaging videography, photography, and motion graphics that effectively convey Irembo’s brand story, values, and impact. This partnership will support Irembo’s strategic communications efforts by creating dynamic visuals that resonate with diverse audiences and enhance the organization’s brand visibility.

2. Objectives
The primary objectives of this engagement are to:

• Develop and deliver compelling content, including videos, photographs, and motion graphics, that aligns with Irembo’s brand guidelines, values, and messaging.
• Document Irembo’s key events, milestones, and initiatives through high-quality visuals.
• Produce multilingual content (Kinyarwanda, English, and French), ensuring cultural sensitivity and accessibility.
• Provide creative input and technical expertise to enhance Irembo’s visual storytelling capabilities.

3. Scope of Services
The contracted agency will be responsible for:

3.1 Videography

• Pre-Production: Concept development, scripting, storyboarding, and planning shoots.
• Production: On-site filming of events, interviews, product demos, and other brand-relevant content.
• Post-Production: Professional video editing, sound mixing, colour correction, and incorporation of subtitles in required languages.

3.2 Photography

• Capture high-resolution images during key events, team activities, and special projects.
• Edit and retouch photographs to meet Irembo’s visual standards (lighting, composition, colour grading).
• ● Provide organized digital files, including relevant metadata or captions (this can be via Flickr, Google Drive or any other suitable platform).

3.3 Motion Graphics

• Create 2D motion graphics to complement video content, highlight key messages, and reinforce branding elements.
  • The ability to create 3D graphics and Computer-Generated Imagery (CGI) would be an added advantage.
• ● Integrate motion graphics seamlessly into video narratives while maintaining a consistent look and feel.

3.4 Multilingual Adaptations

• Produce or adapt audiovisual content into Kinyarwanda, English, and French.
• ● Incorporate accurate subtitles, translations, or voiceovers as needed to ensure inclusivity and audience comprehension.

3.5 Reporting & Collaboration

• Provide a monthly summary report detailing completed projects, content delivered, and any relevant performance insights (e.g., view metrics if applicable).
• Attend regular coordination meetings with Irembo’s Communications and Marketing team to ensure alignment with evolving priorities and receive feedback for continuous improvement.

4. Deliverables
The agency will be expected to deliver on the following:

• Videos: Fully produced videos (pre-production, filming, editing, sound mixing, subtitling) aligned with Irembo’s branding and messaging in all required languages.
• Photographs: High-resolution images, edited and captioned (Flickr-level captioning), documenting key events and activities.
• Motion Graphics: 2D graphics integrated into video content to enhance brand narratives, with optional 3D and CGI for added depth.

All timelines, exact quantities, and content themes will be finalized in consultation with Irembo’s Communications and Marketing team within two weeks after contract signing. The agency is expected to remain flexible in adjusting production schedules based on Irembo’s communications calendar and priority shifts.

5. Contract Duration
The contract period is six (6) months from the date of signing. Potential extensions or renewals will be based on performance, evolving needs, and mutual agreement.

6. Required Expertise
Agencies should demonstrate:

• At least three (3) years of professional experience in videography, photography, and motion graphics.
• A strong portfolio of brand-aligned audiovisual content, preferably created for tech, government, or social impact organizations.
• Proven experience in producing multilingual content.
• Technical proficiency in video editing, photography, animation, and related industry-standard software.
• Strong organizational and project management skills, with the ability to meet deadlines consistently.

7. Reporting & Communication Structure

• The agency will report directly to Irembo’s Communications & Marketing Lead or a designated representative.
• All concepts, scripts, rough cuts, and final outputs must be reviewed and approved by Irembo’s team.
• Progress review calls or meetings will be held periodically to ensure deliverables meet quality standards and align with Irembo’s brand objectives.

8. Resources Provided by Irembo

• Branding guidelines, logos, style guides, and reference materials.
• Initial creative briefs for each production piece.
• Feedback and approvals on submitted content.

9. Proposal Submission Requirements
Interested agencies must submit the following documents electronically:

9.1 Technical Proposal

• Company Profile: A brief overview, including years in operation, core competencies, and client references.
• Relevant Experience & Portfolio: Samples of recent audiovisual work (videos, photos, motion graphics) that reflect the agency’s capacity and style. Ideally, provide links or attachments for easy viewing.
• Methodology & Approach: A clear description of how the agency will manage production tasks, ensure quality control, work collaboratively with Irembo’s team, and maintain timelines.
• Team Composition: Profiles of key personnel, highlighting their roles, qualifications, and relevant experience.

9.2 Financial Proposal

• A detailed cost breakdown, including fees for videography, photography, motion graphics, editing, subtitling, and any other associated expenses.
• Specify any optional or value-added services with their respective costs.

10. Evaluation Criteria
Proposals will be evaluated on a point-based system to ensure transparency and fairness.

Technical Proposal (70 points):

• Company Profile & Experience (15 points): Demonstrated track record, relevant past projects, and client endorsements.
• Portfolio Quality (20 points): Creativity, technical excellence, and relevance of submitted samples.
• Methodology & Approach (20 points): Clarity of production process, adaptability, project management skills, and quality assurance measures.
• Team Composition (15 points): Qualifications, experience, and fit of key personnel for the assignment.

Financial Proposal (30 points):

• Cost-Effectiveness & Value (20 points): Reasonableness of cost in relation to the proposed scope of work.
• Budget Clarity (10 points): Transparency and detail in the financial breakdown.

11. Submission Guidelines

• All qualified and interested bidders should submit their proposals (technical and financial proposals and other supporting documents) electronically through Irembo’s e-procurement portal no later than 05th January 2025 at 11:59 PM. Bidding agencies will be required to sign up or register if they don’t already have an account. This tender is listed under the “Arts, recreation and entertainment” service category; be sure to include it on your profile.
• After registration, our team will review your profile. You will only be allowed access after your account has been approved. Upon successful login, navigate to “Tenders” and locate Tender Number 1100016. More guidelines can be found on the signup page. All inquiries related to this tender are to be addressed to [email protected] 5 calendar days before the deadline.