TORs for Photographer and Videographer – Coverage of DISC Malawi activities

PSI is a network of locally rooted, globally connected organizations working to achieve consumer-powered healthcare — people-centered health systems that ensure quality, affordable care wherever and whenever it is needed. In Malawi, our origins in sexual and reproductive health have grown into a broader mission. Today, we provide technical assistance (TA) to the Government of Malawi and local NGOs while collaborating with the public and private sectors, prioritizing people’s voice and choice and developing solutions to meet their essential health needs. Over the past three decades, we have helped push boundaries, break taboos, set trends, and develop innovative solutions to complex health challenges.

PSI seeks the services of a Photographer and Videographer to provide photographic, video coverage for its DISC activities for immediate use on its websites and social media accounts.

 Terms of Reference for Photographer and Videographer – Coverage of DISC Malawi activities

1) Rationale and Context of the Assignment:

The Consultant will provide photographic and video coverage, as directed by PSI personnel, of assigned events, meetings or other photo/video reportage, for immediate use on DISC’s websites and social media accounts, as well as sharing for use by other PSI Network members and DISC implementing countries media and the public. (the “Assignment”).

The photographer and videographer will be recruited as a Retainer and local consultant (for 20 days over four months), based in Lilongwe, Malawi, to create a comprehensive photo gallery and audiovisual product/s of DISC’s activities in Malawi. This will imply conducting field visits to the DISC implementing partners and districts.  Ahead of each specific mission, detailed instructions on the expectations of coverage (e.g. the nature of the activities being carried out, the people who will be present on the ground and whether or not they are to appear in the coverage) will be provided. The purpose of this assignment will be to document the activities being implemented under the DISC project.

2) Deliverables:

The Consultant shall provide and transmit, under the advice of PSI, a selection of the best images and video files at the end of each day of work. Resize optimized images, if necessary, for transmission. Files should be sent either via wetransfer or dropbox to a contact person that will be identified as soon as the photographer/videographer is operational.

Within one week of the completion of the Assignment, the Consultant will provide the entire take of all photographs and video clippings from the Assignment and a selection of approximately the 50 best photographs edited and optimized in high resolution with metadata in all of the photographs. Digital originals should be shot at the highest resolution that the camera permits. The minimum resolution accepted is 4000 pixels on the long side, saved as jpeg 10 or above.

Each image from the optimized edit as well as the full take must include in the IPTC metadata: the full name of the photographer for photo credit, the name of the event, the date, the venue, and the district . If possible and relevant, names and titles should be included as well. IPTC metadata can be embedded within the photo through the use of image editing software such as Photoshop, Lightroom, or Photo Mechanic. In addition to required info, a descriptive caption written in complete sentences in English is mandatory. The caption should describe the who, what, when and where of the photo.

3) Responsibilities of PSI and the Consultant

a) PSI shall provide:

• Programme information and editorial guidance to the Consultant to enable him/her to understand the Deliverables required and generate captions to embed in the photographs.
• Transportation necessary to complete photo assignments

b) The Consultant shall:

• Provide equipment to be used
• Abide by PSI’s guidelines on photographing and video recording of project beneficiaries

4) Duty Station: Lilongwe

5) Travel: Travelling to DISC project districts for two weeks the exact assignments for each of the visits will need to be defined at a later stage ahead of the visits themselves.

6) Supervisor:

The Consultant’s services and Deliverables shall be reviewed by DISC Communications Team

7) Performance Indicators for Evaluation of Deliverables:

Photographs/Video produced on the Assignment will successfully capture and emotionally express the core elements of the situation assigned for coverage. The coverage will include different visual perspectives (close-up, medium range, long distance), with a preference for horizontal framing, as noted. Photos will be technically good (properly exposed, framed, focused, and edits well optimized). Complete caption information and other metadata will be embedded in the files, as described. Deadlines for file transmission will be met as described in section 2.

8) Qualifications or Specialized Knowledge/Experience Required:

• Demonstrable prior experience in photographing and recording similar projects/activities with portfolio provided upon request;
• Ability to deliver products according to the specified technical requirements;
• Bilingual skills – fluency in English and Chichewa would be a plus.

9) Warranties, Consent and Intellectual Property

• The Consultant represents and warrants that he/she has not, and undertakes that he/she shall not, infringe any third-party intellectual property rights in performing any activities pursuant to the Contract. The Consultant represents and warrants that that he/she shall perform the activities pursuant to PSI’s Policy and Guidelines including obtaining written consent when required, including from the legal guardian/s of children under 18 years of age.
• The Consultant shall indemnify, hold and save harmless, and defend, at its own expense, PSI, its partners, employees, consultants, agents or other representatives from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses arising out the Consultant’s violations of the representations and warranties

The indemnity set forth, above, shall not apply to:

• A claim of infringement resulting from the Consultant’s compliance with specific written instructions by PSI directing a change in the specifications for the Deliverables or directing a manner of performance of the Contract not normally used by the Consultant; or
• A claim of infringement resulting from additions to or changes in any Deliverables furnished under the Contract if PSI or another party acting under the direction of PSI made the changes.
• PSI shall advise the Consultant about any such suits, proceedings, claims, demands, losses or liability within a reasonable period of time after having received actual notice thereof. The Consultant shall have sole control of the defense of any such suit, proceeding, claim or demand and of all negotiations in connection with the settlement or compromise thereof, except with respect to the assertion or defense of the privileges and immunities of PSI or any matter relating thereto, for which only PSI itself is authorized to assert and maintain. PSI shall have the right, at its own expense, to be represented in any such suit, proceeding, claim or demand by independent counsel of its own choosing.
• In the event the use by PSI of any Deliverables provided to PSI by the Consultant, in whole or in part, in any suit or proceeding, is for any reason enjoined, temporarily or permanently, or is found to infringe any patent, copyright, trademark or other intellectual property right, or in the event of a settlement, is enjoined, limited or otherwise interfered with, then the Consultant, at its sole cost and expense, shall, promptly, either:
  • procure for PSI the unrestricted right to continue using such Deliverables provided to PSI;
  • replace or modify the Deliverables provided to PSI, or part thereof, with the equivalent or better product, or part thereof, that is non-infringing; or,
  • refund to PSI the full price paid by PSI for the right to have or use such Deliverables, or part thereof.
• PSI confirms that the whole of the copyright present, future or contingent whatsoever and all other right, title and interest in and to the Deliverables shall be vested in the Consultant throughout the world in accordance with all applicable copyright laws.
• The Consultant further acknowledges and agrees that PSI shall have the unconditional non-exclusive and perpetual right to make use of the Deliverables including but not limited to the entire take of all photographs from the Assignment in such manner as PSI shall in its sole discretion think fit including without limitation the right tog)include the Deliverables on its own website and/or in any other public relations materials used to promote PSI. PSI may re-edit the Deliverables or any part thereof as convenient for its own exploitation of the Deliverables in any medium. PSI may provide the Deliverables to other PSI Network Members or DISC partners and the media at no cost and may apply a Creative Commons Attribution-Non Commercial-No Deriv 2.0 Generic license to the Deliverables.
• The provisions of this section 9 of the Terms of Reference shall supersede any inconsistent terms in the Contract for Consultant including the Conditions of Service for Consultants.

10. Application Process:

All interested parties should submit their application by 25 July 2024 through Addressed to:

The Chairperson

                Internal Procurement Committee

                Population Services International

                 ADL House, City Centre

                  P.O Box 30194

                  Lilongwe 3