Short-term consultancy for the complete production of the Wajibu Wetu; Jumuika, Sikika! docu-film

Other - ForumCiv

Terms of Reference

1. BACKGROUND/INTRODUCTION

1.1 Introduction ForumCiv

ForumCiv is Sweden’s largest civil society platform, with 180 member organizations and a presence in Sweden, Colombia, Liberia, Kenya, and Lithuania. Since 1995, ForumCiv has supported civil society actors globally to enable people to organize, claim their rights, and drive sustainable change.  

  • Our vision: A just and sustainable world where all people have the power to effect change.
  • Our purpose: To empower people living in marginalization, who organize to claim their rights and advocate for change that contributes to a just and sustainable world.

In Kenya, ForumCiv operates through its Eastern and Southern Africa Regional Office (RO ESA), focusing on strengthening civil society, deepening democracy, advancing human rights, and promoting gender equality. The office works with various partners and stakeholders at the grassroots, national, regional, and global levels.

1.2 About the Wajibu Wetu; Jumuika, Sikika! Programme

The Wajibu Wetu; Jumuika, Sikika! programme is designed to promote inclusive governance, community empowerment, and resilience, with a focus on human rights and democratic participation.

At its core, the programme seeks to empower rights holders while promoting accountability and responsiveness among duty bearers. This dual approach reinforces democratic principles and supports the sustained defence of human rights in the face of various social, political, and environmental challenges.

One of the central pillars of the programme is the promotion of inclusive good governance and democracy. This is achieved by amplifying community voices in decision-making processes and enhancing their ability to actively participate in development planning. Communities are empowered to demand their rights and hold duty bearers accountable, ensuring responsible and transparent service delivery.

ForumCiv has been implementing the programme to support social transformation in Kenya for the last 10 years. The programme has been providing financial and technical support to nascent and non-traditional civil society organizations, artivist that leverage on art for societal transformation, gender-focused civil society organizations, LQBTQI civil society organizations, environment and climate change interventions, organizations that advocate for the deliberate inclusion of people living with disabilities, and general support for democracy and human rights-centered initiatives in the country.

1.3 Description of concerned activities

The Wajibu Wetu; Jumuika, Sikika! programme contributes significantly to the realization of human rights in Kenya by empowering communities to actively claim their rights and enhancing the accountability of duty bearers.  

Over the years, numerous individuals have been directly impacted by the programme leading to the realization of human rights in their daily lives. The Wajibu Wetu; Jumuika, Sikika! Programme aims to identify five (5) of such individuals from different backgrounds and regions in Kenya with a powerful human-interest journey to the realization of human rights as a result of the programme.  

ForumCiv seeks to procure the services of a qualified and experienced documentary production house to follow and document the journey of the 5 selected individuals (programme participants) and produce their stories as a comprehensive and engaging docu-film of about 45 mins to 60 mins.  

2. ASSIGNMENT

2.1 Assignment purpose, aims and objectives

As the third phase of the programme comes to an end, it is vital to look back at the progress made over the 10-year lifespan of the programme. We therefore intend to reflect on this success through the production of a docu-film.  

The main purpose of producing this docu-film is to take a deep dive into the contribution of the Wajibu Wetu programme towards the realization of human rights in Kenya between 2015 to 2025. The docu-film will follow the lives of 5 meticulously selected individuals, looking into how the programme has positively impacted their lives leading to the realization of human rights.

2.2 Scope, Focus and limitations

The docu-film production house will be responsible for executing the following pre-production, production, post-production, and distribution processes:

a. Pre-production:

  • Scripting and storyboarding of the docu-film. This entails outlining the overall narrative, plot, and structure of the docu-film together with the visual planning of the key shots and scenes. This includes the voice-over script that can be finalized in post-production. ForumCiv will give general guidance.  
  • Logistics, scheduling and location scouting. This entails developing a shooting schedule that considers the programme participants, crew, and location dynamics, and securing access to identified shooting locations including necessary permits and insurance.  
  • Participate in planning meetings with ForumCiv team, selected programme participants, artists, and other key actors when called upon.  
  • Acquire and prepare all production equipment and rigs necessary for the successful and creative execution of the assignment.  

b. Production:

  • With the support of ForumCiv, coordinate the full production process including filming and video recording/shooting in a professional industry-standard, audio and foley recording, capturing b-rolls and photographs on set.  
  • The potential shooting locations will be in the following counties: Nairobi, Mombasa, Kisumu, Nakuru, Wajir, Marsabit, Isiolo, Kwale, Kilifi, and Siaya.  
  • The exact shooting locations depends on which programme participants are selected.  
  • Programme management teams in Nairobi (ForumCiv, Swedish Embassy, and other stakeholders) will also feature in the docu-film.
  • Comply with all the professional documentary film production standards.
  • Properly manage the crew and cast involved in the production.  
  • Participate in production meetings with ForumCiv when called upon.

c. Post-production:

  • Complete video and audio editing in line with the agreed structure and creative direction.
  • The final docu-film should be compatible with the requirements of streaming platforms and cinema screening. Any compatibility issues will require re-editing or conversions.  
  • Subcontract a seasoned voice-over artist/narrator to creatively guide the audience through the narrative, providing context, and bridging the visual elements with a cohesive story, enhancing the overall viewing experience.
  • Subcontract a sign language interpreter for the assignment to translate the entire docu-film and incorporate it into the video. One version of the final output will include a video of the sign language interpreter.
  • Subcontract a translation service provider to accurately translate the languages used in the docu-film for captioning and subtitling to enhance accessibility and engagement. All dialogue will be subtitled.
  • Coordinate with artists provided by ForumCiv to incorporate original score into the docu-film.  
  • Post-production of foley and sound effects, colour grading, animation and visual effects, credits, and other relevant requests. Where necessary reshoot scenes.
  • Participate in post-production meetings with ForumCiv when called upon.

d. Distribution:

  • Negotiate with docu-film streaming services and distributors together with ForumCiv to potentially secure an outlet to show the docu-film.  
  • Support ForumCiv with securing a cinema screening/theatre release of the docu-film in Nairobi.
  • Support with the potential submission of the docu-film to a global documentary film festival.  
  • Participate in distribution meetings with ForumCiv when called upon.

3. METHODOLOGY

This assignment is expected to be carried out in the following ways;

  • Field missions: The documentary consultant is expected to visit a minimum of 5 counties and follow the lives of the 5 selected programme beneficiaries for 2 to 3 days to capture their day-to-day lives as they tell their stories.  
  • Office interviews: The documentary consultant is expected to conduct sit-in interviews with selected staff from ForumCiv, and potentially Embassy of Sweden and other stakeholders,  
  • The documentary consultant is expected to capture b-rolls, re-enactments, and where necessary use extras to bring the story to life.

4. OUTPUTS AND REPORTING

4.1 Outputs  

The docu-film production house is to produce the following outputs;  

  • A complete docu-film on the Wajibu Wetu; Jumuika, Sikika! programme’s contribution to the realization of human rights in Kenya between 2015-2025. Various formats are required, which are;
  1. A format suitable to cinema.
  2. A format suitable for streaming services.
  3. A format suitable for broadcast television.
  4. A version with the sign language interpreter on the bottom right of the screen.

The length of the docu-film should be around 45 – 60 mins.  

  • An engaging 45 – 60 secs trailer/ teaser of the docu-film for social media, streaming services, and television.  
  • Provide both a soft copy (cloud-stored downloadable copy) and hard copy (on hard drives) of the final assignment including raw footages.
  • Prepare a final report for the assignment.  

 

All deliverables are expected to be completed by March 27, 2026. Deliverables are subject to approval by ForumCiv.  

4.2 Reporting

The docu-film production house shall work directly with the ForumCiv Communications Officer who will coordinate with the Programme Manager and Regional Manager. The docu-film will also be subjected to other reviews as seen fit by ForumCiv.  

Representatives from the docu-film production house will be required to participate in the regular project update meetings to share challenges, ideas, and report progress of the documentation process.  

5. TIME SCOPE

ForumCiv has estimated that the volume of the assignment will be spread across 7 months (From September 2025 to March 2026). During this period the production house is expected to have conducted all production and post-production activities and submitted the final approved deliverables including the report.  

Detailed scope of work and timelines will be aligned during the pre-production processes.

6. BUDGET

The bidder should prepare and share a detailed financial proposal including VAT for the successful execution of the assignment. The financial proposal should include the following costs:

  • Detailed costs for the full technical equipment and film gear including costs for hiring cinematic cameras, sound equipment, filming gear etc.
  • Production crew fees including costs for creative director, cinematographers, sound technicians, grips, editors, etc.  
  • Pre-production costs including costs for scripting and storyboarding, location scouting, permits etc.
  • Post-production costs including costs for editing, animation, colour grading, foley editing, audio mixing, etc.  
  • Photography during production.
  • Hard drives and storage of raw footage and final deliverables.  
  • Reimbursables including estimate costs for transport, accommodation, and meals. Consider shooting locations in Nairobi County, Coast region (Mombasa or Kwale or Kilifi), Rift Valley region (Nakuru or Narok), Nyanza region (Kisumu or Siaya), and North-Eastern region (Wajir or Marsabit or Isiolo)

Payment terms will be as follows:

  • 40% upon signing the contract.
  • 40% upon finalization of the field missions and office interviews.
  • 20% upon completion and approval of the final deliverables.

7. TENDERERS QUALIFICATIONS  

The tenderer is to meet the following expectations.

  • At least 10 years of professional experience in documentary filmmaking, especially in social impact, human rights, or development themes with strong storytelling and narrative development skills.
  • Experience handling multi-phase productions (pre-production, production, post-production, and distribution).
  • Demonstrated ability to produce content for cinema and streaming platforms (broadcast-quality footage, sound, and editing).
  • Access to high-quality filming equipment (cameras, sound gear, drones, lighting).
  • Can assemble a team of qualified film production crew specialized in their production and post-production roles i.e., video editors, cinematographers, sound technicians, directors etc.
  • In-house or reliable access to post-production facilities: editing, sound mixing, colour grading, foley, subtitling, translation, and sign language interpretation.
  • Ability to produce outputs in multiple formats for screenings, cinema, and digital distribution.
  • Capability to handle scripting, storyboarding, licensing/permits, transport, accommodation, and logistics, and all other project management issues.  
  • Commitment to ethical storytelling, including securing participant consent, image rights, and respecting privacy.
  • Demonstrate experience in working with distribution and networking platforms.
  • Must be tax compliant/Tax registration certificate.  
  • Accurate, current addresses, i.e., physical, postal, telephone, and email.
  • Ability to work collaboratively and meet deadlines.
  • Environmentally sustainable development shall be taken into consideration and goods/services shall be produced and supplied in the most environmentally friendly way possible.
  • Not be bankrupt, be convicted of crime in the profession, not have been guilty of serious professional misconduct nor have tax liabilities.  
  • Follow ForumCiv’s Code of Conduct (As attached in the appendix).
  • The tenderer must make sure that subcontractors, if any, follow the same expectations.

8. PROCUREMENT TECHNICALITIES

8.1 Tender Procedure

This assignment is subject to an open tender procedure, handled directly by a ForumCiv assessment group. The tenders will be assessed considering the following aspects;

  • The contents of the tender (that all the required information is enclosed).
  • The qualifications and experience of the tenderer.
  • Experience in documentary filmmaking, especially in social impact, human rights.
  • Experience in working with documentary distribution platforms.
  • Experience in handling multi-phase productions in long-term projects.  
  • Quality of previous work shared.
  • The cost for the tender.

Questions concerning the tender can be posed to the contact persons indicated below until September 1st, 2025. ForumCiv reserves the right not to accept any of the tenders submitted. In addition, ForumCiv reserves the right to take references on the proposed candidate.

ForumCiv is not covered by the Kenyan Public Procurement and Disposal Regulations. This means that it is not possible to appeal against the decision of choosing a supplier and that ForumCiv is not obliged to disclose the procurement documentation after completion of procurement.

8.2 Documentation and information required

Tenderers shall submit:

  • A technical proposal stating the methods they intend to use to implement the assignment and to guarantee the quality of their work.
  • A financial proposal that includes the total cost of the assignment, reimbursable costs, and any other costs including VAT.  
  • State the qualifications of each of the persons/sub-consultants they make available for the assignment and attach a CV for each of them.
  • A detailed list of production and post-production cinematic cameras, professional sound equipment, lighting, drones, rigs, software, etc.  
  • Confirm that they will be able to meet all expectations.  
  • Firm/company profile on handling related assignment.
  • Contact details of at least 3 referees, which shall be organizations for whom you previously engaged on similar assignments.  
  • Sample of previous productions, reels, or portfolio.

8.3 Final date of Submission  

Application documents should be sent to procurement.kenya@forumciv.org with the subject heading: Short Term Consultancy for the Complete Production of the Wajibu Wetu; Jumuika, Sikika! Docu-Film. The deadline for submission is September 3rd, 2025.

9. CONTACT DATA

For further information, kindly contact: abdullatif.omar@forumciv.org. 

Location
Kenya
Miniatyr