Producer for the digital learning course on monitoring of administrative services provision

Background

On 1 January 2021, UNDP launched its new Digital, Inclusive, Accessible: Support to Digitalisation of State Services in Ukraine (DIA Support) Project. The project is made possible due to support of the Government of Sweden and is carried out in close collaboration with the Ministry of Digital Transformation of Ukraine (MDT) and other government stakeholders.

The project builds on extensive UNDP experience in two areas: administrative service reform and reengineering and digitalising public administration processes with broad citizen and expert engagement. As part of the project, UNDP will help the government partners – primarily MDT – select several service clusters in use by citizens representing vulnerable groups. Services will be packaged to accommodate everyday needs and transposed into a fully digital format. Alternatively, sections of the service business-process will be digitally transformed.

The Government will partner with UNDP to ensure that authorities (civil servants) and the Parliament gain a deeper understanding of the ‘Human Rights Based Approach’ in the context of e-services, in particular by working more closely with the Secretariat of the Human Rights Commissioner and national human rights institutions of other countries. The project will also actively engage the population (citizen-clients) to build digital literacy, cyber hygiene, and nurture confidence in new solutions.

 

At the global level, the digitalisation of customer-oriented services and the development of mobile technologies that involve citizens in creating new solutions while leaving no one behind meet several Sustainable Development Goals at once. The creation of digital services – particularly mobile-based – contributes to an improvement in the quality of public administration and a reduction in corruption.

This, in turn, promotes the development of effective, accountable and inclusive public institutions capable of responding to the needs of women and men belonging to different groups, in line with Goal 16 to ‘Promote peaceful and inclusive societies for sustainable development, provide access to justice for all and build effective, accountable and inclusive institutions at all levels.’ For example, when applied in the access to justice sector, such services contribute to supporting the rule of law, so that no citizen is left behind.

Goal 9 to ‘Build resilient infrastructure, promote inclusive and sustainable industrialisation and foster innovation’ aims to improve access to information and communication technologies. In the Ukrainian context, this means expanding access to digital/mobile-based services outside large cities and in localities that have not yet benefitted from the latest generation of telecommunications technologies (at least 3G Internet).

Another aspect related to creating more accessible and inclusive electronic or mobile services is in line with Goal 4 to ‘Ensure inclusive and equitable quality education and promote lifelong learning opportunities for all.’

The implementation of digital solutions will also contribute to Goal 5 to “Achieve gender equality and empower all women and girls.” Gender mainstreaming can positively impact equal opportunities of women and men, especially in the context of the COVID-19 pandemic.

The ‘Your State in Your Smartphone’ initiative launched in Ukraine, will only succeed if appealing and accessible civic digital education is developed and widely implemented to help close digital gaps in knowledge and skills, and bridge the digital divide between generations and groups of Ukrainians with different social backgrounds.

No less important for proper project implementation is the increased awareness and capacity of the civil servants at large to understand the concepts of human-centred policy design and services provision. As such, amongst its many objectives, the project envisages that employees of the centres for administrative services provision (hereinafter – Centres), will learn more about how to monitor and assess the quality of services delivery based on the self-assessment tools and feedback mechanisms for citizens.

One of the key strategic goals of MDT proclaimed in the CMU Action Programme is 100% digitalization of public administrative services. To reach the goal, MDT works on both – reengineering of the services and improving access to them.

On 24 March 2021, the Cabinet of Ministers adopted Resolution #249, which identifies the procedure of the state subventions to centres for administrative services provision. The resolution envisages a clear mechanism for providing funds from the state budget to deploy the innovative Centres’ network.  As at March 2021, Ukrainians can receive administrative services in 687 Centres.

In 2021, MDT launches the Diia Centres initiative aimed to transform traditional Centres based on the one-stop shop concept with a range of all necessary services for citizens. That will help citizens to receive administrative services in a faster and more convenient way, and to avoid unnecessary and repeated visits to a Centre.

In average, 105 administrative services are available at all the Centres in Ukraine. However, the level of clients’ satisfaction with services is not measured in all of them. MDT has intention to increase the number of available administrative services to 400-800 and increase the level of satisfaction to 90% and above.

MDT in cooperation with UNDP will develop an online course for the Centres’ employees responsible for monitoring the quality of the services provision. For that purpose, MDT has developed a comprehensive methodology including self-assessment indicators and feedback loops to monitor and evaluate the quality of administrative services provision. Based on the methodology, UNDP in cooperation with MDT will design and produce an entry-level interactive course for administrators of the Centres to be placed on the Diia Centre educational platform, or any other resource indicated by UNDP and MDT. As such, UNDP is seeking a highly qualified Consultant on video\audio production with experience in production of similar online courses.

Duties and Responsibilities

2. Objectives of the assignment

The main objective of the assignment is to produce the online interactive course on monitoring of the quality of administrative services provision (the exact name of the course may be altered) to match the engaging edutainment format of similar Diia learning products. The assignment has to be carried out in close coordination and cooperation with the Expert tasked with developing the course curriculum and who will act as a lecturer for the video materials that will be produced (Expert-lecturer).

 

3. Scope of services

It is expected that the Consultant will engage in the following types of activities:

1. Participate in multiple working meetings of MDT, UNDP or other stakeholders to finalize the number of themes to be covered in the course, their sequence and depth of material delivery;
2. Develop the course’s video script, based on course curriculum and relevant materials that will be developed by Expert-lecturer as well as a script for short promotional video for the course;
3. Run the video and audio capture and edit, using equipment that matches minimum requirements set forth below;
4. In close consultation with the Expert-lecturer, prepare the video, audio, text, and interactive materials, including testing materials, for their upload to the Diia Centre educational platform, or another web resource indicated by UNDP and MDT. Developed materials must be compliant with a required edutainment format for learning courses and similar to those which are used at the Osvita.diia.gov.ua portal https://osvita.diia.gov.ua/uploads/0/1582-chek_list.pdf ;
5. Assist MDT with integration of the resulting video, text and interactive materials to the Diia Centre educational platform or another web resource indicated by MDT and UNDP and make minor edits and corrections to the course based on UNDP and MDT feedback.

While the ultimate configuration of the course is to be discussed and agreed upon by all relevant stakeholders, the approximate contents and thematic blocks should include a promotional brief video (teaser), the course itself and tests. The course will be created and administered in Ukrainian. It should consist of approximately 10 modules (episodes), approximately 8 minutes in length each, and be designed in the edutainment format, including infographics and samples where appropriate. These modules include, but aren’t limited with, the following themes:

• The essence of monitoring of administrative services provision: legislative approach and the best foreign practices;
• Methodology of assessment of the services provision (key indicators and outcomes);
• IT solutions enabling to monitor the services provision. The monitoring system provided by MDT: how to work with it.

4. Minimum requirements for equipment that would be used in course production

To fit the required format for courses, equipment to be used for production that is either owned or rented by the incumbent, should have the following (or equal in capability) specifications:

• Video cameras – Blackmagic Pocket Cinema Camera 4K or Sony Alpha a7 III or similar capability equipment;
• Optics - Sigma 18-35 f1.7, or Sony 16-35 f 2.8, or Zeiss Batis 25 mm f 2 E mount, or Zeiss Batis 40 mm f 2 E mount, or Canon EF 24-70mm f/2 8L 82 mm , or Canon EF 70-200mm f/2 8 IS 77 mm or similar capability equipment;
• Teleprompter - AutocueQTV Starter Series 17, or AutocueQTV Starter Series 12 mm or similar capability equipment;
• Studio lights – at least 8 light points.

Availability of the listed equipment or equivalence of specifications for the owned or rented equipment shall be confirmed by listing detailed specifications for each of the items in a table attached to the candidate’s proposal.

 

5. Measurable outputs of the work assignment/deliverables

Deliverable #	Deliverable essence	Deadline
Deliverable #1	Draft video script for outline course, including video script for short promotional video. The drafts are to be approved by UNDP and MDT (the ultimate procedure for approvals will be determined additionally);	20 working days after signing the Contract
Deliverable #2	Video and audio materials of the course captured and edited, including short promotional video. All course materials, including video, audio, graphic, text and interactive materials prepared for upload to the Diia Centre educational platform or another platform, selected by the Project Team. All materials are to be approved by UNDP and MDT (the ultimate procedure for approvals will be determined additionally) and be compliant with the required format  similar to https://osvita.diia.gov.ua/uploads/0/1582-chek_list.pdf	40 working days after approval of Deliverable 1

 

6. Management arrangements

The Consultant will be primarily responsible for achieving the objectives of the assignment. The Consultant will report to the Digital Policy Specialist and will work closely with the Project Manager, representatives of the Democratic Governance Portfolio of UNDP in Ukraine and representatives from the Ministry of Digital Transformation of Ukraine.

The Consultant will be responsible for all personal administrative expenses associated with the assignment, which include renting of the equipment and studio, printing costs, stationery, telephone, and electronic communication. In case any public events are planned jointly by the Consultant and UNDP as part of the present assignment, the Consultant will not be responsible for logistics of events. UNDP will cover the conference costs (including possible printing, food, accommodation and etc.) on its own.

 

7. Monitoring requirements / Terms of payment

The Consultant will work under the overall supervision of the Digital Policy Specialist. The Consultant will interact with UNDP to receive any clarifications and guidance that may be needed. The Consultant will duly inform UNDP of any problems, issues or delays arising in the course of implementation of assignment and take necessary steps to address them.

UNDP will be the final authority to control the quality and evaluate the work. The satisfactory completion of each of the deliverables shall be subject to the endorsement of the Project Manager. Each deliverable will be delivered in a draft for comments and feedback before finalisation. No reports or documents should be published or distributed to third parties without the approval of UNDP.

All reports and results are to be submitted to the UNDP in electronic form (*.docx, *.xlsx, *.pptx, and *.pdf or other formats accepted by UNDP). The language of the materials and reports is Ukrainian.

UNDP will provide payment upon provision of each deliverable duly certified by UNDP in accordance with the schedule below:

Deliverable 1. 40%

Deliverable 2. 60%

Competencies

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favouritism;
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

8. Required experience and qualifications

• University degree (Bachelor’s) in Filming, Photography, Computer Science or related field;

• At least 5 years of experience in the field of video production (including production of multimedia content);
• At least 5 projects completed for government bodies or international technical assistance projects in the sphere of producing multimedia content. Production of materials that are currently part of the Osvita.gov.ua portal is an asset;
• At least 10 similar projects produced as proven by links to developed online video and interactive courses or an online portfolio;
• Fluent Ukrainian; working knowledge of English will be an asset;

 

9. Documents to be included when submitting the proposal

	Personal CV, including information about experience in similar projects / assignments as well as the email and telephone contacts of at least three (3) professional references;
	Financial proposal in line with information presented in Section 4. Measurable outputs of the work assignment/deliverables;
	Duly accomplished Letter of Confirmation of Interest and Availability (template may be found at https://cutt.ly/Bzs6D4A);
	Description of and links to the similar projects produced (online video and interactive courses);
	List of equipment that will be used, with detailed specifications. Where equipment is different from the one listed in this TOR, please provide a detailed description of equivalency or superiority of the proposed alternatives. The equipment may be owned or rented.

 

10. Financial Proposal

 Lump sum contract

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (please, refer to Section 4 Measurable outputs of the work assignment/deliverables). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of Cost by Components.

 

11. Evaluation Criteria

• Educational background – 7 pts max
  • 7 pts – Master or similar in Filming, Photography, Computer Science or related field
  • 6 pts –Bachelor’s in Filming, Photography, Computer Science or related field.

• Experience in the field of video production (including production of multimedia content) – 16 pts max
  • 16 pts – 9+ years of experience;
  • 14 pts – between 6 and 8 years of experience;
  • 12 pts – at least 5 years of experience;

• At least 5 projects completed for government bodies or international technical assistance projects in the sphere of producing multimedia content – 16 pts max
  • 16 pts – 10+ projects completed for government bodies or international technical assistance projects in the sphere of producing multimedia content;
  • 14 pts – from 6 to 10 projects completed for government bodies or international technical assistance projects in the sphere of producing multimedia content;
  • 12 pts – at least 5 projects completed for government bodies or international technical assistance projects in the sphere of producing multimedia content;

• Production of materials that are currently part of the Osvita.gov.ua portal – 3 pts max
  • 3 pts – demonstrated experience of material production for the Osvita.gov.ua portal;
  • 0 pts – no experience of such production;

• At least 10 similar projects produced as proven by links to developed online video and interactive courses or an online portfolio – 25 pts max
  • 25 pts – the 10 projects presented for assessment are extremely relevant and similar in style to the courses used on the Osvita.gov.ua portal. Presented samples show mastery in video-editing, keeping the attention of the viewer in a brief but informationally-intense learning sessions through proper cuts, different angles, accents and use of voice editing;
  • 21 pts – the 10 projects presented for assessment are relevant and demonstrate the ability of the producer to capture more than just a lecture-style material delivery. The videos of the courses presented clearly demonstrate video-editing skills and the material is offered in an engaging manner;
  • 17 pts – the 10 projects presented for assessment (online video and interactive courses) are only partially relevant and are aimed at much longer, academic-style lectures or video-seminars. The production style is simplistic, and the visuals are rugged, reminding of a static lecturer videorecording with minimum edits.

• Language Skills – 3 pts max
  • 3 pts – Native / fluent Ukrainian. Working knowledge of English;
  • 2 pts – Native / fluent Ukrainian.

Maximum available technical score – 70 points

Evaluation method:

 Cumulative analysis

Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the cumulative highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight: 70%

* Financial Criteria weight: 30%

Only candidates obtaining a minimum 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.