REQUEST FOR PROPOSAL (RFP)

1.1 Introduction

Impact and Innovations Development Centre (IIDC) invites qualified individual consultants and registered firms to submit proposals for Illustration, Animation, and Video Editing Services for the Production of Safeguarding Social and Behaviour Change Communication (SBCC) Avatar-Based Communication Materials under the SAFE Employment

Project as described in the Terms of Reference (ANNEX A)

1.2 Eligible Bidders

This RFP is open to:

• Individual consultants and registered firms

1.3 Submission Requirements

1. Proposals must be submitted electronically in PDF
2. Technical Proposal (using template provided)
3. Financial Proposal (using template provided)
4. The Technical and Financial Proposals must be submitted as separate files. Proposals where financial information is included in the technical document will be disqualified.
5. Maximum file size per email: 25 MB. For larger portfolios, provide links or a well-labelled flash disk delivered physically to IIDC offices.

Note: Please read this document carefully such that you submit a fully responsive proposal

1.4 Proposal Validity

Proposals must remain valid for 60 calendar days from the closing date of submission.

1.5 Conflict of Interest and Ethical Standards

Bidders must declare any actual or potential conflict of interest in relation to IIDC. We reserve the right to reject any proposal where a conflict of interest is identified.

SECTION 2: EVALUATION PROCESS AND CRITERIA

2.1 Evaluation Stages

Proposals will be evaluated in a three-stage process:

Stage 1: Mandatory Compliance and Eligibility Requirements (Pass/Fail and MUST be submitted in the order listed)

The following documents are mandatory. Proposals that do not include all mandatory compliance documents will be declared non-responsive and will not proceed to technical evaluation. No exceptions will be made. • Attach an Incorporation certificate (Firms only)

• Attach a valid trade licence (Firms only)
• Attach a Valid tax compliance certificate (Firms only)
• National ID (Individuals only)
• Attach a confirmation that the proposal shall remain valid and binding for a period of ninety (60) days from the date of submission

Stage 2: Technical Evaluation

Technical proposals are scored against the criteria below. Only bidders who score 60% or higher will proceed to the financial evaluation stage. Bidders who score below 60% will be disqualified at this stage.

2.2 Financial Evaluation 

Financial proposals will be opened and evaluated only for technically qualified applicants.

SECTION 3: TECHNICAL PROPOSAL TEMPLATE

(Bidders MUST use this template and be presented in a way that easily identifies you i.e. on your headed paper or signed and stamped)

Applicants must complete this template and submit it as their Technical Proposal. Do not include pricing information in this document.

3.1 Applicant Profile

3.2 Understanding of Assignment

Provide a comprehensive statement demonstrating your understanding of the assignment, the SBCC context, and the communication objectives to be achieved through this animation project.

3.3 Technical Approach & Creative Methodology

Describe your proposed approach to this assignment and Include your proposed production pipeline from brief, Character design process, how you will handle revisions and feedback Animation workflow, Audio integration (voice, sound effects, music) to final delivery.

3.4 Proposed Work Plan & Timeline

Provide a week by week production schedule to Include Key milestones (character design, animation drafts, final delivery), Review and feedback periods, Revision rounds. (Attach a Gantt chart or table separately if needed)

3.5 Team Composition & Key Personnel and Software Proficiency (Share ONLY relevant CVs and qualifications)

3.6 Relevant Portfolio Samples

List a minimum of 3 relevant projects completed in the past 6 years. Attach, provide links or submit samples on a well labelled flash disk

3.7 Professional References

Provide at least three professional references who can speak to the quality of your animation work. (You may add more using the same template flow)

SECTION 4: FINANCIAL PROPOSAL TEMPLATE (MUST be presented in a way that easily identifies you i.e. headed paper or visible stamp)

4.1 Price Schedule (Ensure to share a comprehensive breakdown of each item)

Submit this document SEPARATELY from the Technical Proposal. All amounts must be stated in UGX. The financial proposal should be all-inclusive (taxes and all costs to produce the deliverables). Applicants are required to submit a price schedule detailing the proposed cost for delivering this assignment. 

Additional Notes on Pricing:

• Confirm that this proposal is valid for 60 days from the submission deadline.

ANNEX A:  TERMS OF REFERENCE (ToR) FOR A SERVICE PROVIDER

Project: Safeguarding SBCC Message Development and Campaign Roll out

1.1 Background & Context

In partnership with the Mastercard Foundation, IIDC is implementing the SAFE Employment project as part of the Young Africa Works (YAW) programme across multiple sectors. A Safeguarding SBCC Strategy has been co-created with programme participants, refugees, young women, trainers, trainees, and directors grounded in validated behavioural analysis and stakeholder lived experiences.

This procurement of an experienced SBCC message animator marks the transition from strategy to action. The selected Animator and Video Editor will work alongside the SBCC Consultant to translate approved safeguarding messages into avatar-based animated videos and visual materials. Content shall be gender-transformative and address key themes: prevention of abuse and exploitation, duty of care, zero tolerance, reporting mechanisms, positive masculinities, and sector-specific risks, including unsafe work placements and digital and financial exploitation.

All materials will be pretested with intended audience and approved before final production.

This assignment translates that strategy into practice. The four avatar characters shall represent the core actors named in the behavioural analysis: a programme participant, an employer, an employee, and a private sector intermediary. The eight videos shall be produced to speak to the lived safeguarding realities across the Young Africa Works sectors: Agrifoods, Workforce Development, Micro, Small and Medium Enterprises (MSME), and the Digital Economy, so that every audience sees its own risks and reporting pathways reflected on screen.

1.2 Objective

The objective of this ToR is to guide the procurement of an experienced Animator and Video Editor (individual consultant preferred) to design original avatar characters and produce high-quality animated video content that translates approved SBCC concepts into compelling communication materials.

1.3 Scope of Work

The service provider shall deliver services under two Activity areas

Activity 1: Message Development

This will be implemented under two stage approach

Stage A. Avatar Animation Character Design

• Design 4 original avatar characters representing the target community (employee, employers, participants and private sector player)
• Include: distinct appearance, facial expressions per character, culturally appropriate clothing, consistent visual identity
• Submit concepts for approval before animation

Stage B. Avatar Animation Production

• Produce 8 animated avatar animations covering the safeguarding themes in the table below and target audiences set out in the video schedule below, each running approximately 5 to 10 minutes: (Produce draft cuts of all 8 avatar-based videos, ready for pretesting with the intended audiences; Revise the draft videos to incorporate pretesting feedback,          ready    for        final      sign-off)

• Produce up to 8 short social media clips (15–60 seconds each) featuring the four avatar characters, edited down from the core video content, for use across other SBCC materials.

Video Schedule: Themes and Target Audiences

The eight (8) videos will translate safeguarding principles into simple, relatable, and actionable messages for programme participants, employees, employers, MSMEs, and private sector actors across the agrifood, digital economy, workforce development, and entrepreneurship sectors, covering the following themes:

The Days column shows the production days allocated to each video, that production falls under. The days total 64 working days, matching the full length of the animator's contract period (1 September to 30 November 2026).

Deliverables by Activity Area

Activity 1: Message Development

• 8 avatar animations (videos) capturing the 8 safeguarding themes across the four avatar characters, approved for use across all safeguarding materials. Specifications: MP4, 1080p minimum, suitable for digital, training, and community use.
• Complete source files (editable project files, layered artwork, vector characters) for IIDC’s continued use after rollout.
• Up to 8 short social media clips featuring the four avatar characters, edited down from the core video content.

Activity 2: Campaign Rollout – Tasks and Deliverables

• Finalise and export broadcast- and platform-ready versions of all 8 videos in the required formats.
• Deliver the 8 short social media clips in platform-ready formats for rollout across social media channels.

Required Qualifications & Experience

Firms or individuals with demonstrated experience in:

• Character/avatar design and 2D animation Minimum qualifications:
• Diploma or degree in Animation, Film, Multimedia, Graphic Design, or a related creative field, or equivalent demonstrated experience as a working animator or video creator
• Minimum of 3 years of professional experience producing animated video content or character-based visual media
• Proficiency in industry-standard animation and editing software, such as Adobe After Effects, Premiere Pro, Illustrator or Photoshop, or Toon Boom
• Motion graphics, lip-syncing, and voice/sound integration
• Video editing and branding for development or SBCC content
• Producing content for digital and community-based engagement Desirable requirements:
• Previous experience producing content for NGOs under themes like prevention of abuse, exploitation and harassment, duty of care
• Experience creating accessible content (captions, audio descriptions).

1.5 Reporting & Supervision

The service provider will report directly to the SBCC Technical Advisor and Safeguarding Technical Advisor who will provide approved messaging frameworks, review drafts, and content guidance. All outputs shall be submitted via email for review and feedback. Final Products shall be approved by IIDC Executive Director.

1.6 Payment Terms

Payment will be made in instalments upon formal acceptance of agreed deliverables. The detailed payment schedule will be confirmed at contracting stage.

1.7 General Conditions

• IIDC reserves the right to accept or reject any or all proposals, cancel the procurement, or re-advertise without incurring any obligation.
• Costs of preparing and submitting proposals are entirely the applicant's responsibility.
• All submitted materials become the property of IIDC.
• Canvassing or attempts to influence the evaluation process will result in automatic disqualification.
• The organization is committed to a fair, transparent, and competitive process.