Terms of reference for production of a documentary video

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P.O. Box 1527 Kigali-Rwanda


  1.   Background

1.1.    About RUB

Rwanda Union of the Blind is a local non-governmental organization legally operating in Rwanda since 1995. It is registered with Rwanda Governance board under the legal personality n  60/05 of 16/03/1995 to work towards the improvement of the living conditions of persons with visual impairment in Rwanda. RUB is a member of the National Union of Disability Organizations of Rwanda (NUDOR). It is also affiliated to the African Union of the Blind (AFUB) and the World Blind Union (WBU). Over time, the RUB strengthens and extends the scope of its activities by establishing branches in almost all districts of the country. Currently, RUB has 58 well-established branches in all districts with its headquarters in Kigali City, Nyarugenge District, Muhima Sector on Poids -Lourds Road. All its branches are managed by the visually impaired People and focus mainly on advocating for their rights and promoting income-generating projects. RUB envisages to have a situation where all necessary services for people with visual impairment are provided as a right of the individual and hope to see education and employment opportunities, as well as all other welfare services, being as available to those who are visually impaired as they are to all other citizens.

In 2011, RUB in collaboration with two organizations of persons with deafness in Rwanda, Rwanda National Union of the Deaf (RNUD), and Rwanda National Association of Deaf Women (RNADW), having realized that they all encounter persons with deafblindness in their work, they decided to join hands and start a project aimed at creating awareness on deafblindness and reducing vulnerability of persons with deafblindness.

1.2 About the production of the documentary video:

People with Deafblindness in Rwanda are among the most disadvantaged groups in the country with limited access to basic needs and social services such as health, rehabilitation, education, employment and microcredit just to name a few. The myths and beliefs associated with disability result in ignorance about their capabilities and lead to their low status in the society.

This has led to discrimination and isolation of Persons with Deafblindness, as they are regarded as people who are incapable of learning or being gainfully employed to take care of themselves and contribute to family and community development. As a result, their participation in the social and economic processes at the family, community and national levels is limited.

It is in this regard that, under the partnership project between RUB and FSDB: Improving the situation of persons with Deafblindness in Rwanda funded by Forum Syd through MYRIGHT, RUB wants to hire a producer who will make and produce a documentary video on past project key achievements.

From 2015 up 2017, RUB has been implementing a project in 5 districts (Bugesera, Gicumbi, Ruhango, Rubavu, Gasabo) aiming at improving the situation of persons with Deafblindness. Some activities were carried out and success stories have come up.  As a result, to continue advocating for the rights of persons with Deafblindness, RUB is planning to collect project achievements including success stories. In addition to this, the documentary video will help RUB and the newly established Organization of PWDB in advocacy on the inclusion of persons with Deafblindness in different government and private programs, and raising awareness on the rights of persons with Deafblindness to the public.

2. The objective of producing the documentary video:

The overall objective of the documentary video is to help RUB and the new organization of PWDB in advocating for recognition of Deafblindness as a distinct disability and their right to participate on equal conditions.

 2.1 Specific objectives:

  • Awareness raising on the rights of persons with Deafblindness
  • Increase organizational capacity in advocacy                                                                                                
  • Mainstream deafblindness and include persons with Deafblindness in the society                                                                
  • Broadcast the abilities and challenges that persons with Deafblindness have                                                  
  • Disseminate the information about persons with Deafblindness in Rwanda.

3. Scope of the assignment:

The assignment involves a development of a 15-20 minutes high-quality documentary video that details the history of the project, major successes, milestones, beneficiaries and success stories. The selected firm/individual will be required to interview selected interviewees for the video who will include beneficiaries, key project partners and staff. The hired individual/firm will seek approved written consent from the participants before conducting interviews. The hired firm/individual will also be required to visit some project sites and interact with the beneficiaries who have been impacted by the project. They will be required to present a script and draft documentary video to RUB for comments about the content. The video documentary must be able to bring out the following;

  • Effective Communication of the documentary theme
  • Telling the history of the project
  • Showing the link between the project interventions and recognition and inclusion of Deafblindness as a distinct disability
  • The partnership of various project partners
  • Highlight the contribution of the project in improving the situation of persons with Deafblindness
  • Build public awareness about the project

4. Deliverables:

  • Detailed production and post-production schedule for the filming process.
  • Submit the proposed interview questions for the documentary films, and the script to RUB for approval before filming.
  • Meeting with project stakeholders to collect and record data.
  • The documentary film will be produced in Kinyarwanda with sub-title in English.
  • Present draft documentary to RUB at the end of the field mission and incorporation of comments.
  • Produce an edited Video Recording of the scenarios captured, and the footage of the recorded stories.
  • Present a complete 15-20minutes documentary film version, and hand over 5 original copies of the product on professional labeled and packed DVD. The label design must be approved by RUB
  • Broadcasting the documentary video times to 5 media houses.

5. Duration:

The whole assignment is expected to have been completed within 15 days, with effect from the signatory of the contract.

6. Responsibilities of the company or consultant



Inception meeting with the Executive director and relevant staff to understand the previous project

1 day

Reviewing necessary project documents and reports

1 day

Field visits to collect data on key project achievements

 3 days

Consolidation of gathered data

1 day

Preparation, and submission of the script

1 day

Preparation and production of a documentary video

2 day

Submission of 5 original copies of the documentary video

1 day

Broadcasting the documentary video times to 5 media houses.

5 days

Total days  of the producing the documentary video

15 days

7.Responsibilities of the hiring institution:

  • RUB will make introductory contacts, for the experts to start their field work
  • RUB will lay a ground to facilitate experts to meet PWDB
  • RUB will avail the necessary project documents that will be needed by the experts
  • RUB will develop and avail the contract to be signed by the parties before commencement of the assignment
  • RUB will assess the draft products for approval towards completion of the assignment

8. Activity timeframe:

  • Call for bids: 05-12 October 2018
  • The opening of bids and selection of firm: 12 October 2018
  • Written notification to the successful bidder:15 October 2018
  • Receiving claims:16-17 October 2018
  • Contract signing:  18 October 2018
  • Implementation: 19 October-02 November 2018
  • Final products delivered: 05 November 2018


All information pertaining to this project (documentary, audio, project documents, etc.) belonging to RUB, which the consultant may come into contact with under this consultancy, shall remain the property of RUB.  Except for purposes of this assignment, the information shall not be disclosed to the public nor used anywhere without written permission from the RUB.

10. Reporting:

The firm/individual will work under the direct supervision and guidance of the Executive Director, and the project management team. The firm will meet the project management team at a kick-off meeting to concretize the expectations and the work schedule.

11. Skills and qualifications required:

  1. The Consultant (individuals, organization, or a TV production company) should have extensive experience in producing public information video films or TV programs relating to the social matters.
  1. Experts should have at least a Bachelor’s Degree in journalism or other related fields, and being professional film producers is a plus
  2. Demonstrated technical capacity of producing the required deliverables, including writing scripts, directing, interviewing different stakeholders, shooting, editing, high-quality printing, and finishing
  1. Able to work with different media houses is an advantage
  2. Able to produce a high-quality documentary film
  1. Experience in working with persons with different disabilities
  2. Excellent ability to meet deadlines.

12.Submission of requirements:

All interested firms/individuals should submit the following documents:

  • A Technical Proposal: Letter of Interest, stating why you consider yourself/firm suitable for the assignment
  • Brief methodology on the approach and implementation of the assignment
  • Completion certificates or work references, contact details (telephone and e-mail addresses) of referees (firms for whom you have produced similar assignments)
  • Key qualifications and experience of the firm’s production team/experts
  • Financial proposal indicating consultancy fee and a breakdown of expenses (unit price together with any other expenses) related to the assignment.
  • Copy of company registration certificate delivered by RDB
  • RRA tax clearance (valid)
  • Valid RSSB clearance (For firms/companies)

13. Application process

Interested producers should submit the above-outlined credentials addressed to the Executive Director, and should be deposited to the headquarters of RUB located at Muhima Sector, Nyarugenge District.

The deadline for application for this assignment is 12th October 2018 by 5h:00 PM.

Done at Kigali; 04th /October/2018

Donatilla KANIMBA,

Executive Director


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