Gecoördineerde fotografie en videoproductie in het buitenland

The contract is a framework agreement that commences on January 1, 2027. It has an initial duration of two (2) years. The client has the unilateral option to extend the agreement two (2) times, each for a period of one (1) year, under the same conditions. The maximum total duration of the agreement, including extensions, is until December 31, 2030, with no further extension options beyond this date.

Key milestones during the tender process include:

• Publication of the tender and start of the submission period: September 14, 2026.
• Closing date for questions: September 28, 2026, before 13:00.
• Sending of the Memorandum of Information: October 13, 2026.
• Latest date and time for receipt of submissions and subsequent opening: October 27, 2026, before 13:00.
• Assessment of submissions: October 27, 2026, to November 17, 2026.
• Sending of the award decision notification: December 10, 2026.
• Latest date for the winning bidder(s) to provide requested evidence: December 15, 2026.
• Latest date for asking questions or requesting provisional measures regarding the award decision notification: December 16, 2026.
• Sending of the definitive award: January 1, 2027.
• Effective date of the agreement: January 1, 2027.

The core scope of work for this tender is the provision of coordinated photography and video production services abroad. This explicitly includes services related to film and video production, as well as photographic services (CPV codes: 92100000-2, 92110000-5, 79961000-8). The assignments are global in nature, but specifically exclude work fully conducted within the mainland Netherlands. Additionally, productions that solely consist of animations and graphic elements are outside the scope. The overall objective is to establish an agreement with a single contractor for these diverse photography and video production tasks worldwide.

The Statement of Work summary and core deliverables include:

• Video Deliverables: Standard delivery in 4K resolution (3840x2160 px), with HD (1920x1080 px) as an option upon request. The standard framerate is 25fps and the file format is .mp4. Snippets are to be delivered in 1080x1920 px (9:16 ratio) by default, with flexibility for other formats if requested. All videos are provided via a secure link/platform, including a version without burned-in subtitles with separate .srt and .txt files, a "CLEAN" main video (interviews and ambient sound, no subtitles, music, or graphics), and unedited music tracks. For the Rijksbeeldbank, specific files are required: source (.mp4) and archive (.MXF) versions with burned-in subtitles, audio description (.mp3), text alternative (.txt), subtitle file (.srt or .vtt), and a videostill (.jpg). Raw footage (moving images/B-roll) with ambient sound must be provided separately via a secure link/platform for free use if requested. The contractor is responsible for obtaining permits for additional equipment like drones. All video productions for public websites must be web guideline-proof (WCAG 2.1AA), and design must comply with the client's house style.
• Photography Deliverables: Photos are for both internal and external, online and offline use. Working files and raw recordings must be delivered via a secure link if requested. Timeless and reusable photo images, as determined by the client, are to be supplied upon request in quantities specified in the briefing. High-resolution images suitable for print applications (e.g., banners) are also required. Photo series must be delivered via a user-friendly online selection tool for client review.
• General Deliverables & Reporting: Both videos and photos must be uploaded to the Rijksoverheid Media Library with appropriate metadata and signed consent forms if recognizable individuals are present. All final products must include royalty-free music and voice-overs, or ensure unlimited usage rights are acquired. The contractor is to submit management reports periodically, detailing project progress, planning, potential issues, risks, measures, results, lessons learned, and financial status. An annual overarching report summarizing projects, trends, challenges, and innovations is also required. Annual evaluation meetings will cover service quality, team performance, and improvement suggestions. The tender also mandates a Social Return commitment, requiring at least 2% of Netherlands-based labor costs to be spent on employing individuals from specific target groups.