Consultancy: Production of instructional video on school safety and disaster preparedness for ASEAN

Background

ASEAN Safe Schools Initiative (ASSI) was established and endorsed by the ASEAN Committee on Disaster Management (ACDM) in January 2013 to promote Disaster Risk Reduction in Education Sector in the ASEAN region. ASSI is a priority of the ASEAN Agreement on Disaster Management and Emergency Response (AADMER) Work Programme 2016-2020 (Priority Programme #2: Building Safe ASEAN Infrastructures and Essential Service) and the ASEAN Work Plan on Education 2016-2020 (Priority Area 5.2: promoting inclusion of disaster risk reduction in national curriculum through support to relevant sectors’ initiatives).

Under the ASSI Programme Strategy 2017-2020 technical thrusts, ASSI envisions to develop innovative tools and resources and promote innovation and technology to foster and promote school safety and develop key messages, transfer of information, and communication materials. The ASSI Project Phase 5 will produce an instructional video as a resource or tool for the education authorities and teachers in implementing Pillar 2 in schools, which contributes to building national capacities.

The video aims to highlight the importance of the establishment of school disaster preparedness and standard operating procedure in emergencies. This needs to be integrated into the administration and education policy as guided by the ASEAN Common Framework 1 on Comprehensive School Safety.

The instructional video will contribute to sharing and learning on the school preparedness and emergencies to build the safety culture that is applied at schools in one to two ASEAN countries. The requirement of the videos are:

1. The video will showcase a process that includes plans showing the stages behind the planning to develop the standard operating procedures (SOPs) and implement a building evacuation, evacuation to safe haven, assemble and shelter outside, shelter in place, lockdown, and safe family reunification;
2. In the context of ASSI, it is expected that this video will demonstrate SOPs in ASEAN context in different hazards that adopt gender-aware approaches taking into the active participation of girls and boys in planning, developing and running the SOPs and contingency plan;
3. This video will identify hazards and risks, and learning both decision-making and 6 different SOPs for different conditions (fire/earthquake/ tsunami/ flood/storm) in 2 selected ASEAN countries to raise the public awareness and public education for disaster risk reduction;
4. The length of the video is 15 minutes for 2 countries locations;
5. The language of the video is English;
6. The format of video is AVI (audio video interleave) and WMV (Windows media video) / MP4.

The primary target audience of this activity output will be the Ministries of Education in ASEAN Member states, National Disaster Management Offices in ASEAN Member States, teachers and students in ASEAN Member States, school community (boys, girls and school community), academes and school safety practitioners to understand stages of developing school disaster preparedness and emergencies.

Purpose of the call for proposal

The ASSI Project Management Team, through WVI, is requesting for proposals from artists or film makers for the production of a 15-minute instructional video on school safety and disaster preparedness to be distributed to learners, teachers, and Education and Disaster Management authorities in ASEAN as well as to other school safety practitioners in the region. The purpose of the consultancy service, which is remote, is to produce a video that shows the standard school safety and preparedness procedures from ASEAN countries to be used for knowledge sharing among different school safety stakeholders including ASEAN governments, school community, children (boys and girls).

Scope of service required

The following is the scope of consultancy:

• Develop an implementation plan that includes identification of step-by-step process in school disaster preparedness in one ASEAN country, its methodology, timeline and recommendations on the types of video;
• If need be, conduct interviews, field observation, discussions and other activities to develop the video;
• Discuss with ASSI PMT, ASSI Country Facilitators, ASSI TWG on selecting best cases in school disaster preparedness that have embedded gender perspective with active participation of boys, girls and school community;
• Develop a story board/script for the video in compliance with Communication standards and regulation of the consortium partners and discuss it with ASSI PMT for approval;
• Provide complete editing, illustration, and subtitle, proper logo placement to the final version of the video and as later identified, a regular version and a teaser version of the video;
• Handover the original version of the video package (soft copy, master video, original DVD (edited and unedited) to ASSI PMT in a format that is user-friendly and can be used in different devices/setting.

Expected outputs/deliverables

Detail scripts, story boards, result of FGD, video in a DVD (the edited version and rough cut).

Timeframe

The consultant is required to accomplish all the expected deliverables from 19 August 2019 – 31 October 2019.

Experience and skills requirements

• At least three (3) years relevant working experience in multimedia video production and/or the development of animation, motion graphics, or illustration products;
• Sound technical and video productions skills including camera operation, non-linear editing and script-writing;
• Proficiency or knowledge on the latest technologies for video and photo production particularly in regard to cameras, editing software, and transmission technologies.
• Demonstrated ability on visual writing and editing, as well as in synthesizing complex subjects and contents for documentation and teaching or instructional purposes
• Previous experience producing media for non-profit clients aimed at children/youth, NGO’s and/or government audiences is an advantage;
• Excellent command of the English language, both written and verbal, is required. Fluency in at least one ASEAN language is an advantage;
• Technically sound in multimedia, video-making (of different types), media communication;
• Experienced in making communication materials related to disaster risk reduction in education sector, etc;
• Demonstrated ability to deliver outputs and tasks on time.

Roles and responsibilities

a. Contractor(s) will:

• Conduct a review of different existing school disaster or emergency preparedness instructional videos, school disaster management manuals, school emergency drill guidelines, and standard operating procedures during disasters or emergencies as reference for producing the school disaster preparedness instructional video for ASEAN.
• In coordination with the ASSI project management team, conduct interviews and consultation with selected ASSI stakeholders to gather inputs relevant for the production of the instructional video and other related deliverables.
• Closely coordinate and provide regular report to the ASSI project management team on every stages of the video production, including the pre-production (work plan, design, storyboard development, etc), filming, and post-production, and;
• Adhere to the timeframe agreed with the ASSI PMT and relevant stakeholders concerned.

b. ASSI PMT, Technical Working Group and implementing partners will:

• Provide inputs to the consultant during the development process, including feedbacks on drafts of the output, etc.
• Support the coordination with respective country facilitators or resource persons should the consultant need further contact.

c. Wahana Visi Indonesia will:

• Provide a contract to the service provider
• Pay for the services rendered within 30 days of satisfactory submission of deliverables as stated in the Deliverables and Terms of Payment sections above.

Terms and conditions

• All financial bids should be inclusive of all costs related to the work. ASSI will cover the necessary travel costs of the consultants to selected countries (when necessary) where the development of video will be conducted;
• Individual consultants or companies will be asked to sign all necessary documents according to World Vision standard policy and procedure;
• No advance payment will be paid for the work;
• Selection process and awarding of contract will be done immediately after the closing date;
• The agreed cost will be paid to the recruited consultant/company after the satisfactory delivery of work upon receipt of letterheaded invoice in accordance with World Vision payment policies;
• All consultants/companies will be checked for anti-terrorism before the awarding of contract.