Call for Proposals: Photo and Video Production Services for HEALTHPRO Phase II Project (Sudan)

The Italian Agency for Development Cooperation (AICS) is inviting qualified Sudan-based providers to submit tenders for photo and video production services under the HEALTHPRO Phase II project. The estimated contract value is €45,000 excluding VAT, with an expected duration of approximately 14 months, covering documentation across Red Sea, Gedaref, White Nile, and Khartoum.

What Is the AICS HEALTHPRO Phase II Photo and Video Tender?

The Italian Agency for Development Cooperation (AICS) is seeking a professional audiovisual service provider to document the implementation and impact of the HEALTHPRO Phase II project in Sudan.

HEALTHPRO Phase II focuses on strengthening primary healthcare services for vulnerable populations affected by food insecurity and malnutrition.

The selected contractor will produce high-quality photographs and videos that document:

• Baseline conditions and project progress
• Rehabilitation of health facilities
• Healthcare service delivery
• Capacity-building and training activities
• Engagement with beneficiaries and communities
• Improvements in health services
• Overall project outcomes and impact
• Contributions and visibility of the European Union and AICS

The audiovisual material will be used for project monitoring, reporting, impact assessment, communications, and donor visibility.

Where Will the Project Take Place?

The assignment covers four Sudanese states:

• Red Sea
• Gedaref
• White Nile
• Khartoum

The documentation will cover 14 health facilities, together with the surrounding community and project context.

Because the assignment involves travel across areas affected by conflict and humanitarian challenges, applicants must demonstrate the ability to operate safely and effectively in difficult environments.

What Is the Contract Value and Duration?

The estimated contract value is €45,000 excluding VAT.

The expected contract period is approximately 14 months. Within this period, the provider is expected to undertake approximately 8 to 12 months of effective work, carried out intermittently according to the project’s implementation schedule.

The contract is fully funded through European Union funds.

What Deliverables Are Required?

The selected provider will be responsible for producing a range of photographic and audiovisual materials.

Key deliverables include:

• One photo album documenting the project.
• Eight videos, with two videos produced for each of the four target states per year.
• One one-minute promotional video highlighting the project and its impact.
• Photographic and video documentation covering project activities and outcomes.
• Visual materials showing health facilities, healthcare services, beneficiaries, communities, and project interventions.

The materials should provide a clear visual record of both project implementation and measurable impact.

Why Does This Tender Matter?

The assignment is important because audiovisual documentation can help demonstrate how humanitarian and development investments translate into improvements in healthcare services.

The resulting materials can support:

• Monitoring and evaluation
• Donor reporting
• Impact assessment
• Public communications
• Project visibility
• Documentation of healthcare improvements
• Demonstration of community-level outcomes

The assignment also provides an opportunity to document the experiences of vulnerable populations and the challenges of delivering healthcare in difficult operating environments.

Who Is Eligible?

Applicants must meet specific organizational, financial, professional, and geographic requirements.

Eligible applicants must:

• Be registered in Sudan.
• Be capable of travelling and working in Red Sea, Gedaref, White Nile, and Khartoum.
• Have completed at least two similar audiovisual projects during the previous three years.
• Demonstrate experience working in war-torn, conflict-affected, or otherwise challenging environments.
• Have an average annual turnover of at least €22,500 during the previous three financial years.
• Employ at least two personnel with relevant professional expertise.

Applicants should be able to demonstrate that they have the technical capacity, personnel, equipment, logistics, and operational experience required to complete the assignment.

What Experience Should Applicants Demonstrate?

Relevant experience is particularly important because the project requires work across multiple locations and challenging environments.

Applicants should be prepared to demonstrate:

• Previous photo and video production experience.
• Experience documenting development or humanitarian projects.
• Experience working in conflict-affected or high-risk environments.
• Ability to travel to project locations.
• Experience producing professional documentary-style content.
• Capacity to work with beneficiaries and communities appropriately.
• Ability to meet donor visibility and communication requirements.
• Availability of qualified audiovisual personnel.

Previous work involving healthcare, humanitarian assistance, food security, nutrition, community development, or international development projects can strengthen an application.

How to Apply

Applicants should prepare their tender submission according to the official procurement requirements and demonstrate both technical and financial capacity.

A strong application should generally include:

1. Organizational information
   • Legal registration details
   • Company or organization profile
   • Relevant contact information
2. Relevant experience
   • Details of at least two comparable projects completed during the required period
   • Evidence of experience in difficult or conflict-affected environments
   • Examples of previous audiovisual work where required
3. Technical proposal
   • Proposed methodology
   • Production approach
   • Fieldwork and travel arrangements
   • Approach to documenting beneficiaries and health facilities
   • Quality-control procedures
4. Team information
   • Names and qualifications of key personnel
   • Relevant professional experience
   • Evidence that at least two qualified personnel are available
5. Financial information
   • Evidence of the required annual turnover
   • Proposed financial offer
   • Relevant cost breakdowns
6. Operational capacity
   • Ability to work across the four target states
   • Equipment and production resources
   • Logistics and scheduling capacity
   • Risk-management arrangements
7. Supporting documentation
   • Required legal and registration documents
   • Financial documentation
   • References or evidence of previous assignments
   • Any other documents specified in the tender notice

Key Project Facts at a Glance

• Funder: Italian Agency for Development Cooperation (AICS)
• Project: HEALTHPRO Phase II
• Sector: Primary healthcare and humanitarian/development assistance
• Country: Sudan
• Target states: Red Sea, Gedaref, White Nile, Khartoum
• Estimated contract value: €45,000 excluding VAT
• Contract duration: Approximately 14 months
• Effective work period: Approximately 8–12 months, intermittently
• Health facilities covered: 14
• Main outputs: Photo album, eight videos and one 1-minute promotional video
• Funding source: European Union
• Applicant location: Sudan
• Minimum similar projects: Two within the previous three years
• Minimum average annual turnover: €22,500 over the previous three financial years
• Minimum relevant personnel: Two

Common Mistakes Applicants Should Avoid

Applicants should carefully check the tender requirements before submitting their proposals.

Common weaknesses may include:

• Failing to demonstrate the required two similar projects.
• Providing insufficient evidence of experience in challenging or conflict-affected environments.
• Not proving the required financial turnover.
• Submitting incomplete registration or supporting documents.
• Underestimating the logistical challenges of working across four states.
• Providing an unclear production methodology.
• Failing to explain how beneficiary dignity, consent, and responsible storytelling will be maintained.
• Not demonstrating sufficient personnel or technical capacity.
• Ignoring EU and AICS visibility requirements.
• Submitting a financial proposal that does not correspond clearly with the requested deliverables.

Tips for a Strong Tender

A competitive proposal should connect the proposed methodology directly to the project’s objectives.

Applicants should:

• Demonstrate recent and directly relevant audiovisual experience.
• Highlight previous work in humanitarian or development settings.
• Provide a clear plan for covering all four states.
• Explain how production schedules will accommodate intermittent field assignments.
• Demonstrate the qualifications of the proposed production team.
• Show strong documentary storytelling and technical production capabilities.
• Explain how photographs and videos will capture both activities and outcomes.
• Include realistic logistical and production costs.
• Demonstrate awareness of security and operational constraints in Sudan.
• Ensure all mandatory documents are complete and consistent.

Frequently Asked Questions

What is the AICS HEALTHPRO Phase II tender about?

It is a procurement opportunity for professional photo and video documentation services for the HEALTHPRO Phase II project in Sudan. The contractor will document healthcare interventions, facilities, beneficiaries, project progress, and outcomes.

How much is the HEALTHPRO Phase II audiovisual contract worth?

The estimated contract value is €45,000 excluding VAT. The contract is funded through European Union funds.

Which areas of Sudan are covered?

The assignment covers Red Sea, Gedaref, White Nile, and Khartoum states and involves documentation across 14 health facilities and surrounding communities.

What audiovisual materials must be produced?

The expected outputs include one photo album, eight videos, and one one-minute promotional video. The content will document project implementation and impact.

Who can apply for the tender?

The opportunity is intended for registered providers in Sudan that have the required audiovisual experience, financial capacity, personnel, and ability to operate across the specified project locations.

How much previous experience is required?

Applicants must have completed at least two similar projects within the previous three years, including experience in war-torn or challenging environments.

What financial capacity must applicants demonstrate?

Applicants must demonstrate an average annual turnover of at least €22,500 during the previous three financial years and employ at least two personnel with relevant expertise.

Conclusion

The AICS HEALTHPRO Phase II Photo and Video Production Tender offers a contract opportunity for Sudan-based audiovisual providers with experience in humanitarian, development, healthcare, or conflict-affected environments. With an estimated value of €45,000 excluding VAT, the assignment requires comprehensive documentation across four states, including a photo album, eight videos, and a promotional film.

Organizations interested in applying should focus on demonstrating relevant project experience, technical capacity, qualified personnel, financial strength, and the ability to safely deliver high-quality audiovisual work across Sudan.