RO3KVIT announces a tender for the provision of video shooting and editing services within the framework of the project TEPLO

NGO “RO3KVIT Urban Coalition for Ukraine” announces a tender for the provision of video shooting and editing services within the framework of the project “TEPLO” co-funded by the European Union, namely European Climate, Infrastructure and Environment Executive Agency, under the LIFE Programme, the goal of which is to empower both homeowners' associations (HOAs) and the professional community of architects and engineers to facilitate comprehensive circular renovations.
About the TEPLO ProjectTEPLO is a thermal renovation project for a residential building in Nizhyn, Chernihiv region, using bio-based materials.Ro3kvit: Urban Coalition for Ukraine together with ReThink, Neo-Eco Ukraine, and Matek are implementing a pilot initiative to renovate a Soviet-era residential building in Nizhyn using prefabricated bio-based panels. The project is supported by the LIFE Programme and contributes to achieving climate neutrality by 2050. 
The TEPLO project focuses on:● Energy efficiency: upgrading an outdated building to reduce energy consumption and improve residents’ quality of life●  Circular construction: demonstrating the potential of prefabrication and bio-based materials● Community engagement: interactive workshops for knowledge exchange and resident participation in the renovation process
The project aims to demonstrate the potential of prefabrication and bio-based materials in Ukraine, as well as provide architects, engineers, and homeowners’ associations with the knowledge and tools needed to implement circular approaches in renovation projects.Funded by the European Union. However, the views and opinions expressed are solely those of the authors and do not necessarily reflect those of the European Union or the LIFE Programme. Neither the European Union nor the granting authority can be held responsible for them.
1. General descriptionThe task is to produce a series of videos (8 videos in total, approximately 7-10 minutes each) + 1 course teaser (1-2 minutes) + 5 social media reels presenting the results of pilot renovation of a two-floor residential building in Nizhyn, Chernihiv region performed during this project. 
These 8 videos include: 1 project overview video, 1 video presenting training program for HOAs, 6-lesson educational course for construction professionals.
Video overview of the project Description: One video report for general explanation of the project about pilot renovation performed during this project that includes filming of the preparation and construction process, filming of the residents’ participation process, workshops and capacity building training, filming the opening event/presentation of the final project to residents as well as interviews with the residents and the team involved in the projects. The final outcomes is an edited video compiled of multiple parts described above. 
As specified below, the production of the final video would require multiple filming trips (that need to cover filming and travel expenses) prior to which the production team together with Ro3kvit’s representatives would need to prepare an approximate shooting plan. The production company is responsible for developing the creative concept and storyboard for the project overview video, in alignment with the project brandbook and in consultation with the Client.
● Visiting the production facility Smart-lodges during the manufacturing of panels that requires travelling to Velyka Dobron, village close to Chop in Zakarpattia Oblast. Please note that the speaker at this location is English-speaking. The crew members attending this filming trip must be able to communicate in English.● 1 full day visit of the site in Nizhyn, Chernihiv region together with the team of engineers and architects for filming structural elements and panel installation process (could be combined with the next point).● Video coverage of building trainings for both residents and professionals of the construction industry. Requires attending and filming 2 full day capacity building trainings both held in Nizhyn, Chernihiv region.● Online documentation of resident workshops. 
As part of the community engagement component, 2 online workshops for residents of the pilot building (5-10 participants each) will be conducted via Viber group video call in Ukrainian. Each workshop runs approximately 60-70 minutes and covers topics related to the renovation process (bio-based materials and panel production; modern building technologies and economic value of renovation). Since Viber does not support built-in screen recording, the production team is expected to join the calls online and independently arrange a high-quality screen and audio recording of the sessions. Selected footage from these workshops must be integrated into the final video to reflect the community engagement component of the project. The production team should propose solutions for ensuring acceptable visual and audio quality given the online format constraints.
Documentation of the final result of the project which implies filming the opening event or presentation of the renovated/insulated house opening to residents (1 full day visit)Interviews with the residents during capacity building training, interviews with professionals of the construction industry during another capacity building training and interviews the team involved in the projects during the opening event in Nizhyn or potentially online with some (included in the above points)A total of 5 days of filming would be required. If additional shooting days would be required, the additional payment would be made for each shooting day.
*Important note: The production team or at least those part of the team that would be involved in the shooting process need to be willing and able to freely travel around Ukraine in the period between July to November (exact dates to be defined later). 
Some parts of the videos, as for instance, interviews with experts/team involved might be conducted online, which is less preferable, but possible. Thus, the proposed production concept must include solutions to mitigate potential quality issues (sound, lighting, framing, connection) and ensure a consistent visual and audio standard across all videos.
Duration of the final video: around 7-10 minutes (the exact format is to be discussed with the production team).
Target audience: HOAs, namely, managers, board members of apartment associations and apartment owners/residents Professionals of construction industry: architects, engineers, building companies, building materials producers
Subtitles: Videos would have both Ukrainian and English speakers and need to have both Ukrainian and English translation/subtitles (Ukrainian speakers with both Ukrainian and English subtitles and English speakers with both English and Ukrainian subtitles). Subtitles need to be suitable for YouTube. Videos need to be presented in MP4 format and would be published on the YouTube channels of the project partners. 
Reference: YouTube video reference, do not fully corresponds to the expected result (especially in terms of length) but provides an example of video report on the relevant topic Additional content from the recorded footage: 5 reels for social media channels
Description: 5 reels created from raw footage collected for the video overview of the project to support social media communication and showcase the discussion and implementation process.Reel #1, 1–2 minAbout the visit to the Smart-lodges production facility in Velyka Dobron, a village near Chop (Zakarpattia region), to film the panel manufacturing process. Includes comments from the production manager and a short tour around the facility.Reel #2, 1–2 minFilming at the building site: preparation and construction process. Comments from a project team member presented as a mini-tour around the site.Reel #3, 1–2 minInterviews with several residents where they briefly talk about themselves (how long they have lived in the building, what they do, etc.), as well as their impressions of and expectations for the project.Reel #4, 1–2 minCompilation of footage from workshops and training events, briefly explaining what took place during the meetings.Reel #5, 1–2 minPresentation of the final result with comments from the project team, along with residents’ reactions and impressions.
Educational video presenting training program for HOAs, namely, managers, board members of apartment associations and apartment owners/residents
Description: 1 video (7-10 minutes) compiled from expert and participant interviews filmed on the day of the offline HOA capacity building training in Nizhyn. The video is structured around short on-camera interviews with the speaker presenting the construction perspective and a resident of the pilot building sharing their personal experience of the renovation process. Raw footage from the training session itself may be used as b-roll to support the narrative. The video is intended to inspire HOA managers and residents across Ukraine and is adapted in terms of technical detail and tone for a non-specialist audience.
A detailed content plan for this video, including structure and learning outcomes, is available here: Technical Task_Program.xlsx. All additional materials referenced in the content plan are prepared and provided by the Client.Some parts of this shooting would be also used for compiling a video overview of the project as described above.Most likely videos would be published on YouTube or potentially some other platform for the smooth distribution among managers, board members of apartment associations and apartment owners/residents.  
Subtitles: While videos would be mainly in Ukrainian but need to have both Ukrainian and English subtitles. Subtitles need to be suitable for YouTube. Videos need to be presented in MP4 format.
Preliminary plan for the production of this video: ● Pre-production: Concept development, plan writing, production schedule, logistics
● Production: Filming takes place on the day of the offline HOA training in Nizhyn, Chernihiv region. The production team conducts short on-camera interviews with speakers and participants during or immediately after the training session. Training session footage is captured in parallel for use as b-roll and for video overview of the project.
● Post-production: Editing, motion graphics and animation, color improvement, sound design, potentially music licensing, translation and subtitles/captions
Educational video course presenting training program for professionals of construction industry, including architects, engineers, building companies, building materials producers, etc.
Description: The main objective is to produce an educational video course consisting of 6 thematic video lessons. Each lesson is built around a focused expert interview filmed on the day of the offline capacity building training for construction industry professionals in Nizhyn, and on location during the filming trip to the Smart Lodges production facility in Velyka Dobron. Speakers are interviewed on camera immediately after or alongside their live presentation, in a quiet space within or near the venue. Raw footage from the training session may be used as b-roll to supplement the interview content. Motion graphics and infographics are added in post-production.
The course consists of 6 thematic video lessons (~7 minutes each, total ~40 minutes):
1. Bio-based materials in construction: new standards 2. Pilot building in Nizhyn: from technical assessment to prefab panel installation 3. Manufacturing of prefab panels 4. Digitalization of renovation: BIM and modern design tools 5. Community engagement in the renovation process 6. Regulatory framework and next steps
In addition to the 6 lessons, the course includes a short teaser video (1-2 minutes) designed to introduce the course and attract potential learners on NEB Academy and YouTube. The teaser is compiled from highlights of the course footage and does not require separate filming.A detailed course program, including lesson overviews, learning outcomes, and additional materials for each lesson, is available here: Technical Task_Program.xlsx. All additional materials referenced in the course program are prepared and provided by the Client.
Each lesson is built around an expert interview filmed on location or on site, supplemented with b-roll footage and motion graphics/infographics. Raw footage from the capacity building training may be used as supplementary material, but is not the primary video format.Videos need to explain the approach taken in Nizhyn, Chernihiv region in terms of pilot renovation of a two-floor multi-family residential building, its impact and possible replications in Europe and Ukraine. Videos would be targeted not only to Ukrainian audience, but also to other contexts, like Moldova and Baltic countries.
The creation of final videos would require a production of the new content, including interviews with experts and infographics sections, as well as adaptation and post-production of the content produced during the capacity building programs, supplemented with English translations.Some parts of this shooting would be also used for compiling a video overview of the project as described above.
Language: Both Ukrainian and English, with the Ukrainian part requiring translation in English.
Subtitles: Videos would have both Ukrainian and English speakers and need to have both Ukrainian and English translation/subtitles (Ukrainian speakers with both Ukrainian and English subtitles and English speakers with both English and Ukrainian subtitles).
Video course would be launched on the NEB Academy Platform and potentially YouTube.
Preliminary plan for the production of this videos:
● Pre-production: Concept development, plan writing, production schedule, logistics
● Production: Filming takes place on the day of the offline training for construction professionals in Nizhyn, Chernihiv region, and during the visit to the Smart Lodges production facility in Velyka Dobron (Zakarpattia). The production team conducts focused on-camera interviews with each speaker during or immediately after their session. Training footage is captured in parallel by a second camera operator for use as b-roll and for video overview of the project.
● Post-production: Editing, some motion graphics and animation would be required, color improvement, sound design, potentially music licensing, translation and subtitles/captions. Production of a short course teaser (1-2 minutes) compiled from course highlights for placement on NEB Academy and YouTube.
Please note: part of the raw footage to be used in the final video may be filmed by the Client or a third-party crew. Applicants must be willing and able to work with pre-existing materials.
2. ObjectivesPresent the progress, methodology used as well as the results, methods, and recommendations of the projectStrengthen the visibility and dissemination of project outcomes through accessible video formatCommunicate the interdisciplinary and collaborative approach of the project teams, highlight expert perspectives from different partner organizations
3. Target audienceManagers of apartment buildings, board members of HOAs (Homeowners Associations) and apartment owners/residents across UkraineConstruction industry professionals such as engineers, architects, construction companies, building material producers, and policy makers in both Ukraine and other contexts, like Moldova and Baltic countries
4. Deliverables8 edited videos (each approx. 7-10 minutes), 1 teaser for the educational video course (1-2 minutes) and 5 social media reels (each 1-2 minutes), all featuring consistent intro/outro graphics and a unified visual style aligned with the project brandbookSubtitles both English and Ukrainian for each videoRaw footage archive (all interviews and b-roll materials)
5. Responsibilities and expectations
Client / Ro3kvit Team:● Coordinates the overall content and communication process between production company, client and all the involved parties on all stages.● Acts as part of the content team, shaping the overall concept of the videos and the concept for each particular one. ● Prepares and provides structured interview questions and a content brief for each video in advance of the filming day; no scripting is required from the production company.● Provides background information, reference materials, and access to documentation.● Invites and briefs all experts and video participants.● Reviews and approves scripts (if needed) and video drafts at all stages.● Ensures timely feedback and coordination between project partners.● If needed, the Client may arrange and cover the costs of an additional studio shooting day in Kyiv for specific speakers.
Production Team:● Leads the full production process from pre-production to post-production with proactivity and flexible approach towards the processes that might be adjusted along the way.● Works jointly with the project team on shaping video structure, interview logic, and narrative flow.● Prepares, records, and edits all videos and supporting visuals.● Manages planning, booking interviews, filming, editing, and post-production processes.● Provides translation and preparation of subtitles (including transcription and synchronization).● Develops and applies all visual and motion design elements in line with the project brandbook.● Ensures high-quality sound, image, and editing consistency across all videos.● For filming days at offline training events: the production team must come equipped for on-site interviews – including portable directional or lavalier microphones, portable lighting, and any other equipment necessary to ensure clean audio and image quality in a non-studio environment (conference hall, outdoor site visit, etc.).● For offline capacity building training days, the production team is expected to provide at least two camera operators working in parallel: one dedicated to documenting the training session itself (general footage, audience, presentations), and one conducting separate video interviews with speakers simultaneously or immediately after their presentations.● Delivers all final edited videos (including course teaser and social media reels) and full raw footage archive. ● Is prepared to work not only with footage filmed by the production team itself, but also with pre-existing materials provided by the Client or filmed by a third-party crew.
6. Contract timeline06.07.2026 - 31.10.2026
7. Application
Deadline for submitting applications: July 1st, 2026, by 16:00 (Kyiv time).Proposals as well as the questions about the tender should be submitted via e-mail to: .moc.tivk3or%40tnemerucorpEmail subject line: Provision of video shooting and editing services within the project “TEPLO”.
To apply for the tender, please send us the following documents and materials:Annex 1: Financial and technical proposal in .pdf format with the file name TEPLO_Financial and Technical Proposal_Name of organisation. Please provide the file signed and stamped (if applicable)

A short concept note describing the director’s vision and proposed technical aspects (maximum 2 pages, free format)

Portfolio

Copies of documents confirming state registration and tax status

Additional services you can provide to enhance the project, along with their cost, please submit this as a separate document together with the other required materials