ToR for Hiring Agency -Video Production for JSW Room to Read Project

About Room to Read India

Room to Read India was established in 2003 and presently has programs in twelve states –Bihar, Chhattisgarh, Delhi NCR, Himachal Pradesh, Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand and Uttar Pradesh.

Room to Read is a global organization transforming the lives of millions of by focusing on literacy and gender equality in education. Since 2000, Room to Read has benefited more than 50 million children across 28 countries. Learn more at www.roomtoreadindia.org.

Read more about the JSW Room to Read Project here: JSW flyer.pdf.

Scope of Work

The production agency will produce 2 high quality impact videos - a long and a short version of the same story. They will be responsible for all stages of the video production i.e., scripting, storyboarding, filming, translation, editing, voice-over/narration, graphics, etc., and deliver a final product in broadcast standards and full HD with 1080x1920 resolution.

Deliverables

• Two high quality videos – A long version (5-7 minutes) and a shorter version (1- 2) minutes of the JSW Room to Read Project impact.
• Storyboarding and final script for the video.
• Raw Footage/B rolls of the video and open files of the final product in a hard disk.
• Still shots of the production.
• Un-mix master with separate tracks.
• Two separate final videos with mixed audio and graphics.
• English subtitling of the entire video.
• Voice-over/narration (if required).
• Subtitle translation from Kannada to English.
• Room to Read India is to be consulted and its feedback is to be incorporated at each stage of the video development process.
• At least 5 years of production work experience in the field of filmmaking, especially working with development sector clientele.
• Access to high-quality filming, light, sound and editing equipment.
• Ability to communicate with teachers, school authorities and community members in Kannada, Hindi and English languages.
• Work experience and/or presence in Karnataka state.

Experience

Interested production agencies should be able to provide relevant samples of past work.

Duration/shooting dates and places

The agency is expected to begin work immediately upon signing the contract. A detailed work plan, the blueprint of the shoot, a rough script and a timeline should be submitted as soon as possible.

The shoot will be conducted between the first and second week of September (tentatively) across the Bellary and Vijayanagara districts of Karnataka. Shoot may also be required at the Room to Read office in New Delhi. The duration of the shoot in Karnataka is expected to be tentative four-five days.

The videos are expected to be released by the end of September.

Role of Room to Read India

Room to Read India will be responsible for

• Sharing location-specific activity timelines with the agency.
• Connecting the agency with the local team members for shooting.
• Overseeing materials and processes developed by the agency and providing feedback at each step of the process.
• Share guidance on formalizing operational aspects of the video scripting, shoot, and production.

Technical Evaluation Criteria

(Please refer to Annex A for Technical Proposal Template)

Room to Read will evaluate the profiles based on the following criteria and agencies with 14 or above marks will qualify for further rounds:

• Experience of working in the development sector (5 marks)
• Technical competence (Understanding of the project, knowledge and use of production equipment’s, pre-production planning and post-production expertise, experience in storytelling, scriptwriting and crafting compelling narratives to engage target audiences) (10 marks)
• Relevant work samples (5 marks)

Financial

(Please refer to Annex B for Financial Proposal Template)

Payment

• 25% payment will be made on the signing of the contract
• 50% after completion of the shoot
• Rest 25% will be released after receiving the final deliveries from the agency

Annex A 

Technical Proposal Template 

The production agency is expected to share a comprehensive proposal citing their experience and work basis the following points:

Section	Key Content Details
Agency Overview	Provide a concise introduction to your organization, highlighting your core values, mission, and unique strengths. Include your management structure and team size.
Project Understanding	Present a brief narrative demonstrating your understanding of our specific project needs and objectives. Clearly articulate how you interpret the scope and desired outcomes.   Please note: AI-generated submissions for this section will be discarded.
Relevant Experience	Showcase your experience producing similar project films. Include examples of your work with approximate time durations and brief descriptions of the projects, emphasizing their relevance to our current needs.
Delivery Timeline	Provide a clear, estimated delivery timeline for the project. Please specifically bifurcate your timeline to include: Submission of the first draft of one video for review. Submission of the revised video for review.
Project Staffing & Management Plan	Detail your proposed team structure for this project. Include summary profiles of all essential candidates (e.g., Director, Producer, Cinematographer, Editor, etc.), highlighting their relevant experience and roles.
Why Choose Us?	This is your final pitch. Articulate reasons why we should choose your agency over others. Highlight your unique value proposition, creative approach, client success stories or any other differentiating factors.

 Annex B

Financial Proposal Template 

Room to Read will not be responsible for any costs exceeding the contractual amount. The production agency is expected to share a detailed financial proposal basis the following points:

JSW Room to Read Video Production – Financial Format
	Rate	Numbers	Details	Days	Total (INR)
A.    Production and Logistic Costs
Air Tickets (example)
Hotel Rooms and food (example)
Others – add as necessary
Total (A)
B.     Equipment Costs
Camera & Light Equipment Package (example)
Others – add as necessary
Total (B)
C.     Post-Production Cost
Editor (example)
Graphics (example)
Others – add as necessary
Total (C)
D.     Personnel Cost
Production Crew
Add as necessary
Technical Crew
Add as necessary
Total (D)
Grand Total (A+B+C+D)

Deliverables:	Quantity
Video: 5-7 minutes	1
Video: 1-2 minutes	1

HOW TO APPLY

Proposals are invited from the interested agency for the above assignment and the last date for receiving the proposal is 28^th Aug 2025 at procurement.india@roomtoread.org  [do not copy anyone from RtR]

Kindly submit two separate emails with the following subject lines:

o EMAIL (1): TECHNICAL PROPOSAL – Video Production-JSW

o EMAIL (2): FINANCIAL PROPOSAL – Video Production-JSW

Submission terms:

• All agencies are advised to thoroughly review the ToR before applying.
• Technical and Financial proposals are to be shared in two different emails separately and not in a single email (mandatory)
• Incomplete applications or deviations from the prescribed process will result in automatic rejection.             
• Proposals received after the prescribed deadline will not be considered.
• Only shortlisted agencies will be contacted and may be requested for face-to-face/online interaction/presentation.
• For the Selected bidder it will be mandatory to sign and abide by Room to Read’s Child Protection Policy and Child Protection of Code of Conduct policy

For queries, please contact:

Vivek Shrawat

vivek.shrawat@roomtoread.org

Tags Education and Education Technology (edtech)