REQUEST FOR PROPOSAL (RFP)

Background

Yayasan Cita Wadah Swadaya (YCWS) is a faith-based organization dedicated to transforming lives through just and sustainable responses to hunger, poverty, refugee crises, and disasters. YCWS currently manages 3 (three) projects in 3 (three) regions of Indonesia as follows:

1. Jakarta Great Area. YCWS manages the Protecting Urban Refugees through Empowerment (PURE) and ASPIRASI project.
2. Malaka Regency, East Nusa Tenggara Province. YCWS and its partner, PMPB, manage Improving Community Resilience Through Enhanced Adaptation and Technical Assistance (I-CREATE) project.
3. Makassar Area, South Sulawesi Province. YCWS currently works with partner, INANTA, to manage projects of Community-Led Early Action and Resilience (CLEAR).

As YCWS achieved a lot of key findings from the ongoing projects. We intend to produce photographs that show activities undertaken or represent changes in project participants’ lives. The photographs can be a very powerful and objective way of communicating the impacts, stories, lessons learned of the YCWS project because they visualize the projects on an emotional level. We believe it can help the various audiences to understand more thoroughly about our messages. The photographs will be disseminated through our media channels such as websites and social media sites.

With the above purpose, YCWS is looking for three freelance local photographers to gather photos in 3 (three) project locations (Jakarta, Makassar and Malaka). The documentation includes but is not limited to project location and activities, impact/changes in project participants’ lives, the involvement of project participants, etc.

Objective

To capture the YCWS’s projects implementation and result through high quality photography documentation.

Deliverable

At least 100- high-resolution photos in each project location: Makassar, Jakarta and Malaka.

Description of Work

Selected photographers will do the following works:

1. YCWS will provide directions regarding the required photos to be taken, and the photographer can provide the input based on the expertise.
2. The obtained photos will adhere to the strict YCWS photo/video permissions policy. The YCWS team will provide a briefing on photo permissions ahead of photographing.
3. YCWS will review photos before finalizing
4. YCWS will own the rights of photos, while photographers should ask permission for reselling of content. Use of images for portfolio purposes is permitted.
5. YCWS will arrange the transportation and coordination during the contents collection in the fields.
6. YCWS will provide a budget for freelancer/consultants which includes fees, meals, production process etc.

Required Skills and Qualification of Consultant

• Demonstrated expertise in similar tasks/humanitarian action photographing making
• Have a good track record in conducting photographing
• Ability to work with staff and communities in the field
• Ability to present and discuss and provide inputs and respond to comments and questions in a timely, appropriate manner

Schedule

The preparation of photos gathering, and the implementation of photo gathering will be conducted within August – September 2025.

Procedure for Expression of Interest

First Phase: Expression of Interest should be submitted to operations@ycws.org the latest on August 21, 2025, and enclose the following required documents:

1. Company/Organization Profile (copy of legal documents)
2. Individual (application letter, curriculum vitae and copy of supporting documents)
3. A proposal containing 2 parts:

• Technical Proposal comprising the description of proposed activities, methodology, and implementation plan which includes survey schedule and timeline for data analysis. The technical proposal should demonstrate understanding of survey ethics, the qualifications of team members and their CVs, as well as their roles in the survey. The consultant should also describe her/his experience in conducting similar surveys, and financial and technical capacity.
• Financial Proposal comprising details of budget plan such as consultant fee and payment method.

Subject of the message should include: “YCWS-JKT/RFP-OPR/2025-009” and “Documentation through Photographs for YCWS Ongoing Projects (ASPIRASI – PURE – I-CREATE – CLEAR)”. The body of the message should include Name of the Bidder.

Archive files should be marked as: Technical Proposal and Financial Proposal.

Second Phase: YCWS will shortlist candidates and invite them to present the proposal. YCWS will afterwards proceed with selection and appointing the candidate. A contract shall be prepared for the selected consultant.