Provision of Video production with actors for educational purposes

Buyer: European Union Agency for Asylum, Malta, Valletta

Estimated value excluding VAT: 1 000 000,00 EUR

Duration: 48 Months

Deadline for receipt of tenders: 15/07/2025

Objective, Purpose and Deliverables

Overall objective: The overall objective of the contract resulting from the present procurement procedure is the provision of video production services with actors for educational purposes. This will enable the Training and Professional Development Centre in EUAA in the process of revising and redesigning training content for the European Asylum Curriculum (EAC) that will include in relevant cases, audio-visual materials such as video components.

Purpose: The purpose of the contract is to complement new training content through the production of creative, impactful and professional video components with actors in the spirit of learning and positively influence the user experience. Videos can present case scenarios and relevant examples from the asylum and reception context in the framework of educational learning. Moreover, videos with educational purposes in the framework of EAC will mainly be based on topics related to international protection, in particular asylum and reception1 and as such are intended as crucial components in both as part of the learning strategy and, where applicable, as part of the assessment strategy.

The videos will mirror the tasks of asylum and reception officials’ activities in their respective workplace (i.e. simulation of offices of public administration, reception centres etc.).

Deliverables: EUAA expects the highest performance by the contractor on the deliverables highlighted below.

The contractor will have to produce creative, impactful and professional videos (“the Services”). The ‘Videos’ shall be High Definition (HD) digital files, displaying moving visual media or containing motion pictures and where necessary, voice over, comments and/or subtitling in English. Where necessary subtitles in different languages will be provided by the contracting authority to be embedded in the video file.

Videos for educational purposes in the framework of EAC will mainly be based on topics related to international protection, in particular, asylum and reception. They will be used as part of the synchronous, asynchronous and blended learning programmes and uploaded in E-Learning platforms, to complement E-Learning courses or embedded in a face-to-face learning environment. In addition, they can be part of learning assessment strategy and used to present case studies and scenarios related to asylum and reception contexts. Occasionally, some videos can also be produced with the aim of promoting EUAA events and/or learning products.

Additionally, they can be used to represent EUAA’s mission and broadcasted in EUAA premises, during various conferences meetings organised by EUAA or attended by EUAA staff etc.

During the Framework Contract duration, it is estimated that approx. 80-100 videos will be produced. This is just an estimation and does not constitute an obligation for the contracting authority to purchase this amount of services.

Duration of the videos will be from a range of less than one minute to ten minutes, however,

exceptionally also longer videos might be requested. The average duration of EUAA videos is about six minutes.

Furthermore, the Contractor is expected to produce finished video/film products according to EUAA

requirements, which can include the following deliverables:

Deliverable 1: Video production with actors

• Scriptwriting and/or review of scriptwriting or storyboarding; video concept and storyboard services;

• Video shooting, recording, editing video and sound, adding music component and postproduction;

• Voice over screening;

• Subtitling using material provided by the contracting authority;

• Staged scenarios using professional and non-professional actors or in-house staff;

• When requested, videos shall contain professional actors and/or voice actors or non-professional actors, to explain EUAA’s tasks or position on various technical topics;

• Green screen filming;

• The contractor shall be responsible for casting and selection of actors for the videos (ensuring a gender, age, multicultural and multi-ethnic representation) and EUAA should give approval for the selection of actors before the shooting of a video starts. The contractor must ensure that actors comply with the needs in terms of multicultural representation expressed by EUAA. • The contractor is responsible to scout, select and adjust the locations based on EUAA needs.

Deliverable 2: Postproduction work of video and audio material

• Cutting and editing of audio and video material provided by the contracting authority (interviews, presentations, podcast etc);

• Optimizing services on existing footage provided by the contracting authority: Editing, cutting, sound effects, optimizing for further distribution;

• Formatting and conversion of video assets;

• Integration of graphic effects, music, sound, visuals, and corporate elements (e.g., logo, colors).

• Subtitles provided by EUAA

Deliverable 3: Consultancy and capacity building activities for EUAA

• Consultancy may be required on video business analysis, storyboarding, scriptwriting, design concept for video, storyboarding, video technical aspects, etc.

• The contractor may be asked to design and deliver capacity building activity on the above-mentioned processes (e.g. trainings, workshops, etc.) to EUAA staff and/or external stakeholders (Member states, external experts…). The capacity building activities can be delivered mainly remotely or occasionally onsite at EUAA premises or in specific onsite locations as requested by EUAA.

Target Groups: Video production is part of EAC development and final products, and the target group is composed of mainly national officials involved in different stages of asylum process (eg. case officer, reception officer, registration officer etc.) as well as EUAA staff and other stakeholders dealing with applicants for international protection. The target audience is composed by adult learners only.