About Karuna-Shechen

Karuna-Shechen, is a non-governmental organization that acts and advocates for a more altruistic world. The organization contributes to breaking the cycle of intense poverty, strengthening resilience, and developing the full potential of poor, vulnerable, or distressed populations through a local, community-driven, and holistic approach interconnecting health and hygiene, education, food security, economic development, and environment. Programs are implemented in India and Nepal. In India, we are a part of SRPC Trust and work in Bihar, Jharkhand and West Bengal.

1.  PROJECT OVERVIEW- Video Production Services for Impact Documentation

We are seeking a qualified video production company/individual to create three high-quality documentary-style videos showcasing the impact of our community development projects across three states in India. These videos will serve as impact documentation and awareness materials for our ongoing initiatives.

RFP Issue Date: 5th August 20204

Proposal Submission Deadline: 10th Aug 2025

Project Timeline: 15th Aug - 15th Dec 2025

Project Scope

• Total Videos: 3 documentary-style videos
• Locations: Bihar, Jharkhand, and Darjeeling (West Bengal)
• Duration: 10-15 days total production time, spread across 5 months.
• Final Deliverables: 3 completed videos (3-5 minutes each)

2.  DETAILED VIDEO REQUIREMENTS

Video 1: Go Green Environmental Awareness Initiative	Video 2: Water Purifier Impact Documentation	Video 3: Multi-Project Beneficiary Impact
·        Location: Bihar ( Gaya district) (1 school) ·        Duration: 3-5 minutes ·        Content Focus: Environmental awareness activities in school.	·        Location: Jharkhand (1 school) ·        Duration: 3-5 minutes ·        Content Focus: Impact of water purifier installation in schools	·        Location: Darjeeling, West Bengal ·        Duration: 3-5 minutes ·        Content Focus: Comprehensive impact documentation of one household benefiting from 3-4 of our projects
·        Activities to Cover: ·        Environmental quiz competitions ·        Drawing competitions with environmental themes ·        Distribution of plants and/or jute bags ·        Student and teacher participation   Shoot Duration: 3-5 days maximum	·        Activities to Cover: ·        Students using water purification systems ·        Health and hygiene improvements ·        Before/after scenarios (if applicable). ·        Testimonials from students, teachers, and parents   Shoot Duration: 3-5 days maximum	·        Content Requirements: ·        Multi-dimensional project impact on one household ·        Family member interviews across different age groups ·        Daily life integration of project benefits ·        Community context and broader impact ·        Shoot Duration: 3-5 days

3.  PRODUCTION REQUIREMENTS

Content Elements (All Videos)

• Interviews: Key stakeholders including beneficiaries, project staff, community members
• Activities Documentation: Real-time coverage of project activities and events
• Event Coverage: Live documentation of activities and ceremonies

Technical Specifications

• Video Quality: 4K preferred, minimum 1080p HD
• Audio: Professional quality with external microphones
• Subtitles: English subtitles for all content
  • Final Format: MP4, suitable for digital platforms and broadcast The preferred style is documentary-format with:
  • Personal storytelling approach
  • Intimate interviews with emotional narrative
  • Environmental context establishment
  • Activity documentation
  • Professional but authentic feel

4.  LOGISTICAL CONSIDERATIONS

Location Challenges

• Remote Areas: All filming locations are in remote/rural areas.Accomodation will be booked at empanelled guest houses/hotels.
• Basic Amenities: Accommodation and facilities will be basic. For train travel 3AC tickets will be reimbursed.
• Transportation: Local travel arrangements within each location
• Equipment Security: Vendor responsible for equipment safety and security.

Organisation’s Responsibilities

• Accommodation arrangements (basic amenities)
• Local transportation within filming locations
• Coordination with schools and beneficiary households
• Necessary permissions and access clearances
• Local language translation support if needed.

Vendor Responsibilities

• All video production equipment
• Equipment insurance and security
• Post-production and editing
• Final deliverables in required formats.

5.  DELIVERABLES

Primary Deliverables

1. Three completed videos (3-5 minutes each) final videos in MP4 format (1080p)
2. Raw footage archive on external hard drive
3. High-resolution still photographs from shoot
4. Project documentation and behind-the-scenes content

Timeline

• Pre-production: Field visit planning in coordination with State Teams and Communications team.
• Production: 3-5 days in each location.
• Post-production: 4 days per video.
• Final delivery: Deliveries will be on a rolling basis. Video 1 will be required by 20th Aug, Video 2 will be required by 20th Sept and Video 3 by 20th November 2025.

6.  PROPOSAL REQUIREMENT

Company Information

• Company profile and relevant experience
• Previous work portfolio, particularly documentary/impact videos
• Team credentials and key personnel bios

Technical Proposal

• Detailed production approach and methodology
• Equipment list and technical specifications
• Post-production workflow and software used
• Quality control measures

7 .BUDGET AND PRICING

Required Cost Breakdown

Please provide detailed pricing for:

• Equipment rental/usage
• Post-production and editing
• Deliverables and archiving
• Any additional costs or contingencies

8. EVALUATION CRITERIA

Proposals will be evaluated based on:

• Technical Capability (30%): Equipment, crew expertise, production quality
• Creative Approach (30%): Storytelling ability, visual style, understanding of objectives
• Experience (20%): Relevant portfolio, similar project experience
• Cost Effectiveness (20%): Value for money, transparent pricing

10. TERMS AND CONDITIONS

Contract Terms

• Selected vendor will enter into a formal agreement specifying confidentiality, data privacy and copy right clauses along with non -disclosure agreement.

Quality Standards

• Revision rounds included in scope
• Professional quality standards maintained
• Archival quality master files required

11. Apply: Interested companies/individuals are invited to share proposals by 10th Aug 2025 on hr.india@karuna-shechen.org . Only short listed applications will be contacted for further review or discussions. 

Tags Photo Journalism Advocacy