Procurement: Video Documentation and Production Services

Procurement: Video Documentation and Production Services

Feb 25, 2026

 

 Project: FINCAPES (Flood Impacts, Carbon Pricing, and Ecosystem Sustainability)

Assignment: Short Course on Parametric Insurance

Location: Jakarta, Indonesia Event Dates: 13–15 April 2026

Submission Deadline: 02 March 2026, 23:59 WIB 

 

1. Background

The FINCAPES project is a 5.5-year initiative implemented by the University of Waterloo in partnership with Global Affairs Canada (GAC). The project aims to strengthen Indonesia’s climate resilience and disaster risk financing.

Following significant hydrometeorological disasters in late 2025, there is a critical need to translate flood risk modelling into practical financial tools. FINCAPES is organizing a technical short course to train stakeholders on using flood hazard data to support the design of Parametric Insurance.

 

2. Objective & Scope of Work

FINCAPES seeks a qualified vendor to professionally document the three-day technical training. The goal is to create high-quality institutional assets for future capacity building and policy engagement.

 

Key Responsibilities:

Recording: Capture full lecturer-led sessions, technical explanations, and participant interactions.

Post-Production: Sound optimization, color correction, and logical sequencing.

Integration: Synchronize presentation slides and include speaker identification (lower thirds).

Social Media Adaptation: Produce short, engaging clips optimized for vertical mobile viewing.

 

3. Deliverables

A.    Full-Length Training Videos

1.   One (1) professionally edited video per day of the three-day short course (total of three [3] full-length videos).

2.   Each video shall:

·      Capture the complete lecturer-led sessions of the respective day.

·      Be logically structured and professionally edited.

·      Include integrated presentation slides (where applicable).

·      Include title slides, speaker identification (lower thirds), and basic project branding (to be provided).

3.     Technical Specifications – Full-Length Videos

·      Resolution: Full HD (1080p) minimum

·      Aspect ratio: 16:9

·      Format: MP4 (H.264 or equivalent standard compression)

·      Professionally balanced and cleaned audio with noise reduction

All full-length videos must be suitable for long-term institutional learning, policy engagement, and future capacity-building use. The vendor must ensure filming composition allows effective vertical cropping for short-form social media outputs described in Section B below.

B. Short Promotional Video Clips for Social Media

In addition to the full-length training videos, the selected vendor shall produce short promotional clips derived from the recorded sessions.

1.     A minimum of three (3) short clips (at least one per training day).

2.     Each clip shall:

·      Highlight key insights, expert statements, or impactful learning moments.

·      Be concise, engaging, and suitable for digital dissemination.

·      Include basic branding elements and speaker identification (where relevant).

·      Include subtitles (if required) to ensure accessibility on social media platforms.

3.     Technical Specifications – Short Clips

·      Duration: 30–60 seconds per clip

·      Primary Aspect Ratio: 9:16 (vertical format for Instagram Reels and YouTube Shorts)

·      Resolution: 1080 x 1920 pixels (Full HD vertical)

·      Format: MP4 (H.264 compression)

·      Clean, professionally balanced audio

·      Subtitles embedded for mobile-first viewing

 

The short clips should maintain a professional and informative tone, reflecting the technical and policy-oriented nature of the short course, while being adapted for digital audience engagement.

 

4. Qualifications

  • Established company/agency with a portfolio of at least three similar projects completed in the last three years.
  • Demonstrated experience in documenting technical training, academic lectures, or policy dialogues.
  • Ability to provide professional-grade equipment (1080p minimum) and a skilled production team.

5. Budget

The maximum budget for this assignment is IDR 25,500,000. This ceiling must include all professional fees, equipment, taxes, and post-production costs.

 

6. Evaluation Criteria

  • Technical Proposal: 40% (Methodology, understanding of technical content, and timeline).
  • Experience (Portfolio): 30% (Past work relevance and quality).
  • Financial Proposal: 20% (Cost-effectiveness and budget clarity).
  • Client References: 10%. 

7.  How to Apply

Interested vendors should submit a comprehensive proposal including your : 

1.     Company Profile

2.     Technical Production Plan 

3.     Team work /Equipment List, and Itemized 

4.     Financial Proposal and detailed RFP: Here is the link : bit.ly/1100-RFP-Video

 

Submit your proposal via email to fincapes@uwaterloo.ca no later than 2nd March 2026 at 23:59WIB.  

 

The subject in your proposal submission email should use the following format: 1100VideoProposal_Your Name. 

 

Only shortlisted candidates will be contacted.