S M Sehgal Foundation (Sehgal Foundation) is a rural, grassroots implementing NGO that operates across 12 states of India. The organization’s mission is to achieve positive social, economic, and environmental change across rural India. S M Sehgal Foundation has five main program areas: Agricultural Development, Water Management, Local Participation and Sustainability, Transform Lives one school at a time, and Outreach for Development.
As part of its project documentation through video production, Sehgal Foundation announces RFPs from experienced and credible video production agencies to undertake video services of the Foundation for awareness generation, communication, and fundraising purposes. The contracted company will produce quality, effective videos aligned with the brief of the Sehgal Foundation and the organization’s branding guidelines.
Terms of Reference
•This call for RFP shall include both technical and financial proposals for video delivery for a specific project based on requirements specified by the Sehgal Foundation.
•Travel, accommodation, and F&B costs (for outstation locations) are to be included in the above quote for a maximum of 3-4 crew members only.
•At least one representative from Sehgal Foundation’s team will be deputed along with the crew to ensure operations are executed as per requirements.
•Submission deadlines shared in the RFP shall be adhered to. Any delay whatsoever has to be communicated well in time and will lead to new submission deadlines. Partner approvals may take longer than expected, and until that time, the project window remains open for any changes/feedback to be included.
•Payment up to 50% can be released after signing of the job order raised by Sehgal Foundation based on the accepted proposal and mutual agreement. The balance amount is to be paid once the Sehgal Foundation team approves the final output.
•All video and still footage will be the property of the Sehgal Foundation and shall be shared with Sehgal Foundation for use. The agency is free to feature the project accomplished as part of its portfolio only after final acceptance from the Sehgal Foundation. No video or still can be used elsewhere by the agency without prior consent.
•All shoot-related details will have to be finalized well in advance for the smooth execution of the project.
•The agency may be asked to suggest a video promotion plan and create a short output (Instagram Trailer/Reels/Snippets) from the video.
•If there is a date change for any shoot, the agency will be informed a minimum of one week prior to the shoot. However, the agency will bear all the expenses in case of last-minute cancellation of the shoot from their end.
•The project-specific guidelines, logos, and any other branding material that needs to go in the video will be provided to the agency.
Agencies responding to the call for RFPs must submit the following as part of:
•Portfolio handled along with examples of projects done in the recent past
•Video production equipment used
•Areas of expertise
A detailed Price Proposal template followed by the agency covering all stages in video making; pre-production-recce, storyboard, show flow, scripting; production-travel, boarding & lodging, equipment, hiring VO artists, graphic and animation team (need basis); and post-production-editing (unit prices in INR, plus all leviable taxes)
•If the agency is not GST registered, please indicate explicitly.
•The agency can share separate budgets for the treatment options listed in the technical proposal, along with a detailed cost break up for each of the listed components.
•The agency should have relevant thematic experience working in the social sector (at least 5-6 years) and should have a track record of videos for non-profit organizations.
•The selected agency will be required to create a project timeline covering pre-production; production and post-production, including a storyboard and show flow, including shots/scenarios to be shot (both A and B rolls) on the basis of the brief and other information shared.
•Agency must not be blacklisted by any agency, including the government.
•The selection will be done considering the soundness of the technical proposal along with the furnishing of documents for financial due diligence.
•Interested agencies should submit their technical proposal and financial proposal to firstname.lastname@example.org with the subject line RFP for Empanelment 2023-24: Video Production Services
•Sehgal Foundation will have sole discretion towards agency finalization. Any dispute shall be subject to New Delhi jurisdiction.
The last date to submit the proposal is 22nd May 2023.