Terms of Reference Professional Audiovisual Equipment Supply

Location: Ethiopia

Organization: Girl Effect

Deadline: 07 Aug 2025

Job Description

Who We Are

Girl Effect is an international non-profit organization dedicated to addressing challenges faced by adolescent girls and youth in Ethiopia. Operating in the country since 2013, the organization leverages Social and Behavior Change (SBC) strategies, combining media and on-the-ground interventions to tackle various societal issues and empower young people. Girl Effect Ethiopia created the youth brand Yegna in 2014 and since then has reached over 10 million people through multiple products, outreach programs, girl networks, and research pieces done all for the betterment of adolescent lives.

We create safe spaces for girls, sharing facts and answering questions about health, nutrition, education, relationships, etc. And we use innovative technology so we can reach girls at scale. We arm girls with the skills to negotiate and redefine what they are told is possible, so every girl can choose to be in control of her body, her health, her learning and livelihood.

When a girl unlocks her power to make different choices that change her life, it inspires others to do so too. She starts a ripple effect that impacts her family, community, and country.

That’s the Girl Effect.

Background

Girl Effect is dedicated to addressing challenges faced by adolescent girls and youth in Ethiopia, leveraging Social and Behaviour Change (SBC) strategies through media and on-the-ground interventions. To maximise the impact and reach of these vital messages, we are significantly enhancing our digital content production capabilities. Our digital platforms serve as a crucial space for engaging young people, promoting key initiatives like immunisation awareness, positive health-seeking behaviours, reproductive health education, and various other digital activations.

To produce high-quality, professional digital outputs for these critical campaigns and other initiatives, including engaging interview setups, dynamic talk shows, compelling testimonial videos, and diverse digital content releases, we require specialised studio lighting equipment. This equipment is essential for ensuring our visual content is of broadcast quality, captivating our audience, and effectively conveying complex health and social behavior change messages across our digital channels.

What we are looking for

We are seeking a reputable and reliable supplier who can provide a complete equipment package. The ideal vendor will have a proven track record of supplying professional media equipment, demonstrate a commitment to quality, and offer excellent customer support. We value suppliers with a local presence and experience in supporting media projects in Ethiopia.

Scope of Work

The supplier will be responsible for:

Proposals should cover the supply of the following equipment, broken down by category. Please provide options where specified.

Camera Equipment

• Cameras (Quantity: 3)
  • Please share your price quotation from the following models: Canon 5D Mark IV, Sony FX3, Canon R6, Canon C70, Sony A7S III, Sony FX30 and share separate quotes for two additional batteries and chargers for each camera model
• Accessories
  • Professional video tripods (3)
  • High-speed memory cards 256 GB, 6 Pcs
  • Memory card reader, 3 PCS
  • High-quality extension cables supporting 16W, 3m, 6 Pcs
  • High-quality roll cables,30 m, 3 pcs

Note: Share quotes with the specific model listed

 Audio Equipment

• Microphones
  • Table/desk podcast microphones (e.g., Shure SM7B or similar broadcast-quality dynamic mics), 4 Pcs
  • Professional lavalier/neck microphones with wireless transmitters/receivers, Optional: 4 Pcs
• Audio
  • Audio mixer/interface (e.g., Rodecaster Pro II or equivalent model with at least 4 XLR inputs)
• Accessories
  • Monitoring headphones (e.g., Sony MDR-7506, Beyerdynamic DT 770 Pro), 4 Pcs
  • Microphone stands/boom arms, mounts, and pop filters, 4 Pcs

Responsibilities

The supplier will undertake the following key responsibilities

1. Equipment Provisioning and Supply

• Provide a detailed, itemised quotation for all required equipment, including cameras, audio gear, lighting, and accessories as specified in the TOR.
• Source and supply professional-grade equipment that meets or exceeds the minimum specifications outlined.

1. Logistics and Delivery

• Deliver the complete order of all specified equipment directly to the Girl Effect studio located in Addis Ababa.
• Adhere to the agreed-upon delivery timeline as stated in the proposal.

1. On-Site Support and Handover

• Provide on-site assistance with the initial setup and configuration of all camera, audio, and lighting equipment.
• Conduct testing of the equipment upon setup to ensure everything is in proper working order.
• Lead a brief but clear handover session for the Girl Effect creative team to familiarise them with the new equipment.

1. Documentation and Post-Sale Support

• Supply clear and comprehensive documentation for all warranties, return policies, and terms of technical support for every item provided.
• Serve as a reliable point of contact for any follow-up questions or support needs related to the supplied equipment.

Expected Deliverables

• Full delivery of all specified equipment to our studio in Addis Ababa.
• Assistance with the initial setup and testing of the equipment.
• A brief handover session for our create team.
• Clear documentation for all warranties and technical support terms.

Expected Commitment

• Duration: Aug 11 – Aug 22, 2025

NB: The supplier will commit to full delivery of the products/equipment by Aug 22, 2025.

Management

The supplier will have a primary point of contact within our Ethiopia Create team.

Procurement Timeline

• Terms of Reference Published: July 29, 2025
• Deadline for Proposal Submission: Aug 7, 2025
• Project Commencement: Mid-August, 2025

Proposal Submission

Interested suppliers should submit a maximum 10-page proposal that includes the following:

Technical Proposal

• A brief company overview, including experience with media projects.
• A detailed, itemised list of the proposed equipment, including brand, model, specifications, and unit pricing.
• A clear timeline for the delivery of all equipment from the date of contract signing.

Financial Proposal

• Itemized budget with a breakdown of costs in Ethiopian Birr (ETB), all applicable taxes should be quoted separately;

Evaluation Criteria

Proposals will be evaluated based on 50% technical and 50% financial criteria.

Technical evaluation (50%), key factors include delivery timeline (15%), product quality and brand reputation (10%), supplier track record (10%), warranty and Guarantee setup (10%) and compliance with technical specifications (5%).

Financial evaluation (50%) will assess overall value for money (35%), clarity of the cost breakdown (10%), and favorability of payment terms (5%).

GE is not liable for any cost incurred during the award/contract preparation, submission, or negotiation of the award/contract. All submitted documentation and/or materials shall become and remain the property of GE.

VALIDITY of the proposal shall be for 90 days from the date of bid closure.

How to Apply

To apply for this opportunity, please submit a proposal by email with the subject line “Professional Audiovisual Equipment Supply – Ethiopia” to: suppliers@girlefect.org by August 7, 2025.

Copyright

All materials/documents arising from this work shall remain the property of Girl Effect.

Equal Opportunities

Girl Effect is committed to equal opportunity regardless of race, color, ancestry, religion, sex, national origin, age, marital status, disability, gender or expression. We are proud to be an equal opportunity workplace.

We are committed to building an organisation that is truly representative of the communities that we serve. To this end, due regard will be paid to procuring consultancy services of organisations and individuals with a deep understanding and experience of our programming markets and diverse professional, academic and cultural backgrounds.

Safeguarding

You may be required to undertake safeguarding checks. Shortlisted consultants will be assessed on our organizational values at the interview stage. The successful consultant will be expected to adhere to our safeguarding policy. We encourage you to read and understand our safeguarding policy, the executive summary of which can be found here. We have zero tolerance for all forms of violence against children, beneficiaries and staff.

Tax

Girl Effect Ethiopia is obliged by the Ethiopian tax authorities to ensure all taxes are charged where applicable. Applicants are advised to ensure that they have a clear understanding of their tax position regarding provisions of Ethiopian tax legislation when developing their proposals.

Disclaimer

 GE reserves the right to determine the structure of the process, the number of shortlisted participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party. GE shall inform the ONLY successful applicant(s). The process of negotiation and signing of the contract with the successful applicant(s) will follow.

Please note: We will evaluate only proposals submitted following the application process outlined in the TOR and using our specified email address (suppliers@girleffect.org).