Legal Aid Society (LAS) has been awarded ICRC funding for Phase 1 (Design and Validation) of the Justice Hubs for Women, Children and Families initiative in Khyber Pakhtunkhwa. The overall project runs for six months from June to December 2026 centred on Peshawar District and is designed to produce a pilot-ready Justice Hub model for a 12-month pilot in 2027 and subsequent KP-wide scale-up.

This ToR covers the VR Justice Hub Experience component (D7). The assignment term is four months from September 2026 to 15 December 2026 running within the broader project timeline.

Justice Hubs are community-based legal access points where women, children and families can walk in to access free legal advice, mediation, documentation support and referrals to state services. Explaining this model to donors, government partners, community leaders and first-time users requires more than a written document. An immersive 360-degree video experience allows a viewer to enter a Justice Hub virtually, observe how a client is received, supported and connected to services and understand the safeguards in place for vulnerable users. This tool serves both as a donor and stakeholder engagement asset and as a community sensitisation instrument that can reduce fear and stigma before a physical hub is established.

HOW TO APPLY:

Interested vendors are invited to submit a full technical and financial proposal in response to this ToR.

Proposals must be submitted by email to [email protected] by 30 September 2026. Late or incomplete submissions will not be considered.

Shortlisted applicants may be invited for a portfolio review or clarification meeting before final selection. LAS may request a brief video call demonstration of 360-degree headset playback capability before contracting.

The primary objective of this consultancy is to produce a professional 360-degree immersive video walkthrough of the Justice Hub model that depicts the full client journey from walk-in intake through legal triage, service delivery, referral and case follow-up.

The video will be rendered in an interactive 360-degree format viewable on VR headsets and on standard screens via a 360-degree video player. A prototype will be completed and piloted with select donor and community audiences by 15 December 2026.

The scope of this assignment is drawn directly from D7 of the REACH KP Concept Note of 14 April 2026. The delivering party must not exceed this scope or commit to outputs not included in the concept note.

The consultant/vendor will undertake the following tasks:

A. Production of the 360-Degree Video

This assignment requires the production of one complete 360-degree video (the prototype) and the supply of two VR headsets for LAS to use for pilot screenings and stakeholder engagement.

The video is a single continuous or scene-edited 360-degree production that guides the viewer through the Justice Hub client journey. It is not an animated or computer-generated experience; it is a live-action 360-degree video filmed in a real or dressed Justice Hub environment using a 360-degree camera rig.

Technical Specifications

B. Client Journey Scenes

The video must depict the following scenes as set out in the concept note. The vendor will develop a full script and storyboard in consultation with LAS before any filming takes place.

1. Scene 1 - Walk-in intake: A client arrives at the Justice Hub; is greeted by the hub coordinator; client registration is completed within 15 minutes; safeguarding flags are identified.

2. Scene 2 - Triage and pathway assignment: The coordinator uses a decision tree to assign the client to a service pathway (legal advice, mediation or referral).

3. Scene 3 - Legal advice session: The client meets the hub lawyer; a 30-minute consultation takes place in a private room; the viewer observes the dignity and confidentiality of the interaction.

4. Scene 4 - Referral desk: The client is connected via a warm hand-off to a partner institution (NADRA, social welfare or a shelter); a referral card is issued and follow-up is explained.

5. Scene 5 - Resolution and feedback: The client's case reaches a resolution stage; a brief client feedback interaction is shown; the hub coordinator logs the outcome in the case management system.

The vendor may propose an introductory scene or narrator-led framing sequence. Any scenes beyond those listed above require written approval from LAS before inclusion.

C. VR Headsets for Pilot Playback

The vendor will supply two standalone VR headsets configured and loaded with the final 360-degree video for use by LAS in pilot screenings with select stakeholders and community audiences.

D. Pre-Production

• Develop a full script and scene-by-scene storyboard in consultation with LAS.

• Obtain LAS written approval before any filming begins.

• Identify and confirm filming location with LAS.

• Prepare a production schedule.

• Develop a safeguarding and consent protocol for all participants appearing in the video.

E. Casting and Briefing

• Cast and brief community members or LAS staff to portray hub roles.

• Ensure all on-screen individuals provide informed consent.

• No real client cases or identifying information may be depicted.

F. 360-Degree Filming

• Film all scenes using a professional 360-degree camera rig (minimum 5.7K).

• Manage spatial audio capture.

• Ensure all scenes meet the quality and scene requirements in Section 3.

G. Post-Production

• Stitch, colour grade and edit the 360-degree footage.

• Add narration, on-screen text, subtitles and spatial audio mix.

• Produce all three delivery formats specified in Section 3.1.

H. LAS Review and Revision

• Submit draft video to LAS for review.

• Incorporate one round of consolidated feedback before final delivery.

I. VR Headset Supply and Configuration

• Procure two standalone VR headsets meeting the specifications in Section 3.3.

• Sideload the final video.

• Deliver with accessories and operation guide.

J. Pilot Screening Support

• Attend or support at least one pilot screening session with LAS.

• Demonstrate headset operation.

• Collect initial audience feedback.

K. Final Handover

• Deliver all master files, project files, subtitles and headsets to LAS by 15 December 2026.

The consultant/vendor must propose a team with demonstrated professional 360-degree video production capability.

Minimum Required Team Composition

• One director or lead producer with experience directing 360-degree or immersive video productions.

• One 360-degree cinematographer with hands-on experience operating a 360-degree camera rig and capturing spatial audio.

• One post-production specialist with experience stitching and editing equirectangular 360-degree footage and producing VR-compatible outputs.

• One Urdu-speaking narrator or voice-over artist.

• One Pashto-speaking narrator or voice-over artist.

Required Experience and Competencies

• Minimum two completed 360-degree or VR video productions; samples must be submitted with the proposal.

• Experience filming in a sensitive or community-based setting; understanding of consent and safeguarding in documentary or social impact production.

• Familiarity with VR headset platforms (Meta Quest or equivalent) and sideloading video content.

• Experience producing content for development sector, NGO, humanitarian or social impact clients is strongly preferred.

All deliverables must be submitted to and accepted in writing by the LAS Programme Lead. No payment or milestone will be processed without written sign-off. All deliverables must be completed by 15 December 2026.

V1: Written approval required before filming begins.

V2: Approval required before post-production proceeds.

V3: One consolidated feedback round; revisions within 7 days.

V4: Written sign-off required for final release and payment.

Interested vendors are invited to submit a full technical and financial proposal in response to this ToR.

Applicants are requested to submit:

1. Firm/vendor profile and registration details.
2. CVs/profiles of the proposed director/lead producer and key production team members.
3. Portfolio and evidence of minimum two completed 360-degree or VR video productions.
4. Technical Proposal covering methodology, production approach, script and storyboard approach, safeguarding and consent approach, and proposed timeline.
5. Financial Proposal with detailed and itemised costing covering:
   • Pre-production
   • Filming
   • Post-production
   • Narration
   • Subtitles
   • Two VR headsets with accessories
   • Delivery
   • Travel or logistics costs

SAFEGUARDING AND CONSENT

Given that the video depicts a Justice Hub serving women, children and families including survivors of GBV and other sensitive legal issues, the following safeguarding requirements are mandatory:

• No real clients, real cases or any identifying information may be depicted. All scenes must use cast participants who have provided written informed consent.

• A safeguarding and consent protocol must be submitted as part of Deliverable V1 and approved by LAS before any filming begins.

• All participants including cast, crew and any background individuals must sign consent forms before appearing on camera.

• LAS reserves the right to withhold approval for any scene, individual appearance or content it considers a safeguarding risk.

• The final video must not include any content that could identify or endanger real beneficiaries of LAS services.

INTELLECTUAL PROPERTY AND OWNERSHIP

• All video content, scripts, storyboards, master files and project files produced under this ToR vest in LAS upon acceptance and final payment.

• The two VR headsets become the physical property of LAS upon delivery.

• The vendor retains the right to reference this project in their portfolio with prior written consent from LAS; no footage may be shared publicly without LAS approval.

• Pre-existing tools, software and IP used in production remain the property of their owners; the vendor must confirm all software used is properly licensed.

ASSUMPTIONS AND EXCLUSIONS

• The assignment term is four months from September 2026 to 15 December 2026 within the overall REACH KP project period of June to December 2026.

• LAS will provide access to a Justice Hub site or a suitable dressed location in Peshawar for filming, and will facilitate coordination with any LAS staff or community members involved in production.

• The scope of this assignment is limited to one 360-degree video prototype and two VR headsets as set out in D7 of the REACH KP Concept Note.

• No animation, no interactive branching narrative and no app development is included in Phase 1.

• Broader deployment of the VR experience beyond the Phase 1 pilot is excluded from this ToR and will be considered in Phase 2.

• The vendor is responsible for all filming equipment including the 360-degree camera rig; LAS will not supply production equipment.

• Any material scope change requires written agreement between LAS and the vendor.

CONFLICT OF INTEREST AND ELIGIBILITY

Applicants must declare any actual or potential conflict of interest with LAS, ICRC or any partner institution named in the REACH KP Concept Note.

Submission of a proposal constitutes confirmation that the applicant is legally registered or eligible to contract with a non-profit organisation and that all portfolio samples submitted are original work by the proposed team.

CONFIDENTIALITY AND OWNERSHIP

All video content, scripts, storyboards, master files and project files produced under this ToR vest in LAS upon acceptance and final payment.

The vendor must ensure that all information, materials, footage and documentation relating to the assignment are handled appropriately and that no footage is shared publicly without LAS approval.

Payment will be made in instalment(s), linked to deliverables approved by LAS, as per the agreed contract terms and applicable financial policies.

No payment or milestone will be processed without written sign-off by the LAS Programme Lead.

Budget:

The vendor must submit a detailed and itemised financial proposal covering all costs including pre-production, filming, post-production, narration, subtitles, two VR headsets with accessories, delivery and any travel or logistics costs.

The budget must clearly separate production costs from equipment costs.

LAS will not reimburse costs not included in the approved budget.