Professional Photographer (Consultancy)

REQUEST FOR PROPOSAL (RFP)

To: Offerors

From: Creative Associates International, Inc.

Subject: Request for Proposal (RFP) No.RFP-JTAP-027-Professional Photographer-Photography

Consultant

Type of Award: Blanket Consultancy Agreement

Basis of Award: Best Value

RFP Issue Date: 18/6/2023

RFP Closing Date: 03/07/2023

RFP Closing Time: 4:00 PM – Local Time, Amman, Jordan

Reference: USAID Contract No. 72027821C00005

Enclosed is a Request for Proposal (RFP). Creative invites Individuals to submit a proposal for the Jordan- Technical Assistance Program (TAP) under the referenced USAID 72027821C00005, After the evaluation, as described herein, resulting in selecting a winning proposal, the issuance of an award is subject to successful negotiation of the terms and conditions and receiving USAID’s Contracting Officer consent, if required.

The requirements for this activity are described in the “Statement of Work” in Attachment I. Creative encourages your individual to indicate its interest in this procurement by submitting a proposal according to the instructions in Attachment II “Instructions to Offerors”. Proposals will be evaluated based on the “Evaluation Criteria” in Attachment III. Creative will make an award to the responsible Offeror(s) submitting an offer which provides best value to the project: technical merit and price will be both considered.

To be considered, Offerors should submit a complete proposal no later than the closing date and time indicated above. Offerors should ensure that the proposals are well-written in English, easy to read, follow the instructions provided and contain only requested information.

Any questions should be submitted via email to TapProcurement@crea-jtap.com no later than June 21. 2023. No questions will be entertained if they are received by means other than the specified email address, and any communications to alternate e-mail addresses will result in the disqualification of the bidder. The solicitation number (listed above) should be stated in the subject line. Answers will be compiled and distributed on June 26. 2023.

Proposals must be comprised of one electronic copy of the Technical Proposal and one electronic copy of the Cost/Business proposal, sent in separate e-mails, and labeled with the above-stated RFP number and title. Submissions shall be delivered to:

Creative Operations Department

TapProcurement@crea-jtap.com

Sincerely,

Creative Operations Department

Attachments:

Attachment I : Statement of Work Attachment IV : Proposal Cover Letter

Attachment II : Instructions to Offerors

Attachment III : Evaluation Criteria

ATTACHMENT I: STATEMENT OF WORK

Professional Photographer – Photography Consultant

1. PURPOSE

JTAP seeks to strengthen the capacity of the Jordanian Ministries of Education and Youth in a range of areas and work streams, including learning recovery post COVID, teacher professionalism, youth programming, financial management, human resources, monitoring & evaluation, and public communication.

The overall objective of this position “Professional Photographer – Photography Consultant” is to assist JTAP in achieving its internal and external communication goals by helping in documenting all major and important activities related to the programs work.

1. BACKGROUND

The Technical Assistance Program (TAP), funded by the U.S. Agency for International Development (USAID), is a five-year education and youth project that seeks to transform the organizational culture and improve the abilities within the Ministry of Education and the Ministry of Youth to ensure officials can implement desired reforms. Creative and its partners will provide technical assistance in the development, roll-out, and tracking of policies and procedures to incorporate international best practices for public education and youth programming. Among the many activities in the Jordan Technical Assistance Program, it will support curriculum development, promote inclusive learning techniques, improve the skills of teachers and school managers, and other tangible activities that ultimately support changing the organizational culture within the two ministries and relevant agencies. The program will further support Jordan’s outreach and behavioral change communications initiatives that are aimed at creating a culture of reading, the inclusion of vulnerable children, and increased youth engagement.

1. STATEMENT OF WORK

The primary aim of this consultancy is to document activities to use for communication products.

The candidate is expected to own / have permanent access to professional level photography and videography equipment (cameras, lenses, tripods, laptop equipped with photography and videography management software) at all times.

The candidate shall report to the Communication Specialist and coordinate with the Communication Specialist on all aspects of coverage pre- and post-event.

1. Primary Role and Responsibilities:

• The photographer will be taking still photographs and short video rushes from various JTAP activities and field visits in Amman and the governorates.
• The photographer will apply all needed procedures to ensure the delivery of high-quality photographs from all activities within acceptable time frames.
• The photographer will be responsible for archiving all photos and video rushes on JTAP data base with clear and accurate information regarding every archived piece.
• The photographer will adhere by USAID Jordan photography and branding guidelines.
• The photographer will provide advice regarding activities that need special media attention.
• The photographer is expected to be asked to share approved photo selections with partners and stakeholders.
• Photographic services will be required on an as-needed basis.
• The photographer will provide digital photographs for production of human-interest stories, social media materials, campaign publications, and website content on an as-needed basis.
• The photographer must have good command of own photographic equipment as well as photo-related image editing software.
• The photographer may require travelling within the country where JTAP-related activities are in operation.
• In addition to submitting photographs, the photographer will be required to submit photo captions that include names of subjects included in the photo, institution and location and description of the photo.
• The photographer is expected to maintain professionalism and integrity while on assignment.
• The photographer is responsible for obtaining all relevant consent (whether in written, video or audio format) for photographs usage from concerned people/authorities.
• The photographer will be expected to be available for assignments on short notice.
• All photos and videos are the sole property of JTAP. The photographer will not use any materials acquired through this position for any personal or professional purposes including his personal portfolio without the explicit approval of Creative Associates.

1. Coordination and Reporting:

• The candidate shall report to the Communication Specialist and coordinate with the Communication Specialist on all aspects of coverage pre- and post-event.

1. Required Qualifications:

• A demonstrated minimum of 5 years’ experience as a professional photographer (i.e., Journalism, TV, similar position).
• Ownership of professional camera and all required equipment including lenses, lighting, laptop and software.
• Good knowledge of technical requirements and settings for taking photos in various situations.
• Should be able to understand assignment instructions and editorial guidelines to provide the deliverables required and generate captions.
• Good command of both Arabic and English Language.
• Ability to work on assignments at short notice.
• Should be familiar with caption writing and handling consent forms.
• Should be familiar with basic data archiving software.
• Prior experience working with the USAID will be an asset.
• Bachelor’s degree in journalism or communication is a plus.
• Written and verbal fluency in English and Arabic are required.

1. ESTIMATED PERIOD OF PERFORMANCE and LEVEL OF EFFORT (LOE)

ESTIMATED PERIOD OF PERFORMANCE: June 2023 to June 2024.

ESTIMATED LEVEL OF EFFORT (LOE): 60 Days

1. PLACE OF PERFORMANCE Amman – Jordan
2. RESULTS AND/OR DELIVERABLE/MILESTONE SCHEDULE

Task

Deliverables

Estimated Timeline

Task 1

Provide digital photographs from various JTAP activities and field visits in Amman and the governorates for production of human-interest stories, social media materials, campaign publications, and website content on an as-needed basis

Deliverable 1

For every event photographed, on the same day, a minimum of 20 digital images in high resolution shot as a RAW file and the same selection in lower resolution will be delivered / emailed to JTAP office with captions

Estimated Timeline 1 TBD

Task 2

Archiving all photos on JTAP data base with clear and accurate information regarding every archived piece.

Deliverable 2

Within five days of shooting any event all photo selection will be uploaded to JTAP shared drive / data base with full information description and consent forms.

All digital photographs must contain complete caption information in “file info” and separate word format captions list. Caption information should consist of date, place, subject names, and brief description of the situation photographed.

Estimated Timeline 2 TBD

Task 3

Apply all needed procedures to ensure the delivery of high-quality photographs

Deliverable 3

Within one working day from a shooting session, a selection of at least 20 photos is expected to be edited in specialized photo editing software (e. g. Photoshop) and delivered / emailed to JTAP office.

Estimated Timeline 3 TBD

Level of Effort/Working Days subject to increase or decrease as per programs demands.

How to apply

Attachment II

INSTRUCTIONS TO OFFERORS

1. General Instructions

These Instructions to Offerors will not form part of the offer or of the Agreement. They are intended solely to aid Offerors in the preparation of their proposals. Read and follow these instructions carefully.

1. The proposal and all corresponding documents related to the proposal must be written in the English language, unless otherwise explicitly allowed. Additionally, all proposals should be single-spaced with clear section headings, and be presented in the order specified in Attachment III – Evaluation Criteria.
2. Proposals must include only the Offeror’s own work. No text should be copied from sources outside of your organization, unless those sources are adequately cited and credited. If Creative determines that any part of the proposal is plagiarized from outside sources, the Offeror will be automatically disqualified.
3. Proposals and all cost and price figures must be presented in local currency or USD. All prices should be gross of tax.
4. The Offeror must state in their Proposal the validity period of their offer. The minimum offer acceptance period for this RFP is 90 days after closing date of the RFP. If an Offeror has provided a validity period of less than 90 days, they will be asked to revise this. If the Offeror does not extend the validity period, their proposal will be rejected. Creative reserves the right not to make an award.
5. The Technical Proposal and Cost Proposal must be kept separate from each other. Technical Proposals must not make reference to cost or pricing information at any point. This will enable in order the technical evaluation to be made strictly on the basis of technical merit.
6. No costs incurred by the Offerors in preparing and submitting the proposal are reimbursable by Creative. All such costs will be at the Offeror’s expense.
7. Responsibility Determination: Award shall only be made to “responsive” vendors. To enable Creative to make this determination, the Offeror must provide a cover letter, as provided in Attachment IV.
8. Late Offers: Offerors are wholly responsible for ensuring that their Offers are received in accordance with the instructions stated herein. A late Offer will be recommended for rejection, even if it was late as a result of circumstances beyond the Offeror’s control. Late offers will only be considered at Creative’s Procurement Department’s discretion.
9. Modification/Withdrawal of Offers: Offerors have the right to withdraw, modify or correct their offer after it has been delivered to Creative at the address stated above, and provided that the request is made before the RFP closing date.
10. Disposition of Proposals: Proposals submitted in response to this RFP will not be returned. Reasonable effort will be made to ensure confidentiality of proposals received from all Offerors. This RFP does not seek information of a highly proprietary nature, but if such information is included in the Offeror’s proposal, the Offeror must alert Creative and must annotate the material by marking it “Confidential and Proprietary” so that these sections can be treated appropriately.
11. Clarifications and Amendments to the RFP: Any questions regarding this solicitation must be emailed to TapProcurement@crea-jtap.com. No questions/clarifications will be entertained if they are received by another means. The solicitation number should be stated in the subject. Responses will be complied and emailed to the requesting potential Offeror, and will be sent to all offerors that requested this RFP, or re-posted publicly if offered as a full and open competition.
12. Creative anticipates that discussions with Offerors will be conducted; however, Creative reserves the right to make an award without discussions. It is strongly recommended that Offerors present their best offer.
13. The selected photographer shall not be used any items from prohibited equipment list hereunder:

New USG regulation "889" – Immediate Impact Notice-CERTIFICATIONS

Provide assurance, based on information in your possession, that any communication technology or service provided to or to be provided to Creative is neither manufactured by nor contains substantial or essential components necessary for the proper function or performance of the equipment/service from the following companies (“Covered”):

● Huawei Technologies Company

● ZTE Corporation

● Hytera Communications Corporation

● Hikvision

● Hangzhou Hikvision Digital Technology Company

● Dahua Technology Company

(or any subsidiary or affiliate of such entities identified on the attached list)

Failure to agree and comply with any of the above specifications will result in the Offeror being considered unresponsive and the proposal may be rejected.

1. Submission of Proposal:

Proposals must be submitted in two separate e-mails:

• E-mail 1 – Technical Proposal

• E-mail 2 – Cost proposal

• Each e-mail should be clearly labeled with the RFP number and project title.

• Proposals must be delivered no later than the specified date/time.

Offerors who do not submit their technical and cost proposals separately may be automatically disqualified.

1. Content of Proposal:

The proposal shall be comprised of Three sections:

1. The Cover Letter (Attachment IV)

2. The Technical Proposal

3. The Cost/Business Proposal

4. The Cover Letter: should be on the Offeror’s letterhead and MUST contain the information requested in Attachment IV.

5. Technical Proposal:

   1. The Technical Proposal is the opportunity for the Offeror to demonstrate that the Individual is “technically capable” of implementing the activity and should demonstrate the Offeror’s understanding of and capabilities to carry out the work, and address the key issues described in the Evaluation Criteria in Attachment III.
   2. The Technical Proposal should be divided into clearly separate sections following the same order of the Evaluation Criteria in Attachment III. A mis-ordered proposal that makes information hard to find will result in lower scores.
   3. If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.

6. The Cost Proposal: must be submitted separately from the technical proposal and will primarily indicate the cost for performing the work, Daily rate subject to 5% income tax deduction.

Failure to comply with any of the above points will result in the Offeror being considered “unresponsive” and the proposal may be rejected.

If an Offeror provides insufficient information in their technical and/or cost proposal, Creative reserves the right to request additional information, or to request a revised proposal from the Offeror, if necessary.

Creative reserves the right to make no award, or multiple awards, under this RFP.

Attachment III

EVALUATION CRITERIA

1. BASIS OF AWARD:

2. A Creative will evaluate proposals on a best value basis, in accordance with the Federal Acquisition Regulations (FAR) Subpart 15.1 – Source Selection Processes and Techniques. In all solicitations, Creative will consider and conduct an evaluation on the basis of both technical and cost submissions. The relative importance of these two factors places technically above cost. In rare cases, Creative may also award to an offeror other than the highest technically rated Offeror or the lowest price Offeror, in accordance with FAR 15.101-1.

3. The award will be made to the Offeror whose offer presents the Best Value which is the optimal combination of technical merits and reasonable cost and does not exceed the internal budget established for this effort. Proposals will be scored on technical factors first. Only the Cost/Business proposals of those offers that surpass the minimum qualifying score of 70 points in the technical evaluation will have their Cost Proposal reviewed. Those that do not reach this qualifying score in the Technical Evaluation will be considered non-competitive and their Cost/Business proposals will not be considered.

4. EVALUATION CRITERIA

5. Technical Competence – presented in the Technical Proposal (70 points)

The award will be given to the person who achieves the highest score within the following competitive criteria.

1. Portfolio/Technical Expertise (70 Marks)
2. Past Performance/Reference check (30 Marks)

As described in table below: The evaluation will be done according to the criteria shown below:

1. Portfolio/Technical Expertise (70 Marks)
2. Past Performance/Reference check (30 Marks)

1. Portfolio/Technical Expertise

Requirement:

A portfolio of a min. of 3 social photography and/or videography projects, displaying the vendor’s capacity and high-quality skill in videography/photography, and their creative approach in completing previous tasks for USAID /UN agencies, NGOs, local and international media, or other international entities in the last 3 years. Each should be accompanied by a short description/context.

Technical quality – composition, tone, lighting, angle, subjects.

Creativity, artistry, and clarity –How the photographer approaches the subject and/or a theme, does the work tell a story, is the message clear, does the work answer the brief from the client.

Points Available 70

2. Past Performance/Reference check

Requirement :

List of key people, role and function

Points Available 30

Total points

100

If an Offeror submits a proposal that fails to respond to the majority of the information requested

in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.

1. Past Performance and Reference check (Minimum of 3)

#

(a) Activity Title

(b) Location(s) of activity

(c) Synopsis of the activity and its relevance to this RFP

(d) Performance period (date, duration and if completed on schedule)

(e) Prime or Subcontractor?

(f) Amount for the activity

(g) Name & Contact Info (E-mail and phone) of client

2. Cost Reasonableness & Financial Capability – presented in Cost Proposal. Not Scored.

Submit fully burdened rates for each category, including illustrative consultant rates Creative’s review of the Cost Proposal shall determine if the overall costs proposed are realistic for the work to be performed, reflect a correct understanding of the project requirements, and are consistent with the Offeror’s Technical Proposal. Creative will also review individual line items and determine if they are allowable, allocable, and reasonable.

If an Offeror submits a proposal that fails to respond to the majority of the information requested in this RFP, as outlined specifically in the statement of work and the evaluation criteria, the Offeror’s proposal will be automatically disqualified.

Creative reserves the right to request additional supporting documentation or a revised proposal from an Offeror if insufficient information has been provided in the Offeror’s technical and/or cost proposal. If the requested information is not provided, Creative has the right to disqualify the firm from further consideration.

ATTACHMENT IV

FORMAT FOR PROPOSAL COVER LETTER

City, Country

To: Creative Procurement Team

Dear Sir / Madam:

We, the undersigned, offer to undertake the [Insert RFP No], [Insert project title], in accordance with your Request for Proposal dated [Insert MM/DD/YYYY] and our Technical and Cost/Business Proposal submitted herein.

Offeror personal details are as follows:

1. Offeror’s Name
2. Offeror’s Address
3. Telephone #/Cellular Phone #, Email address:
4. Copy of the offeror ID

Our proposal shall be binding upon us, subject to any modifications resulting from negotiation, up to expiration of the validity period of the proposal. We understand you are not bound to accept this or any Proposal you receive.

The Offeror also certify that:

1. is able to comply with the described delivery or performance schedule, taking into consideration all existing commitments and constraints;
2. has a satisfactory performance record;
3. has a satisfactory record of integrity and business ethics;
4. has the necessary technical capacity,
5. otherwise qualified and eligible to receive an award under applicable laws and regulations.

Sincerely,

Authorized Signature:

Name and Title of Signatory:

Date:

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