REQUEST FOR TECHNICAL AND FINANCIAL PROPOSAL

Transcription

1 REQUEST FOR TECHNICAL AND FINANCIAL PROPOSAL from local and international companies Date: 12 July 2011 Country: Description of the assignment: Project name: Period of assignment/services: Viet Nam Developing Graphic guidelines and publication templates for the United Nations in Viet Nam UN Communication Unit Eight (08) weeks from signing of the contract Technical Proposal and Financial Proposal, in separate PDF files, should be submitted by to no later than: hours Hanoi time (UTC/GMT +7 hours), date 25 July 2011 Any request for clarification must be sent in writing, or by standard electronic communication to the e mail indicated above. Procurement Unit UNDP Vietnam will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all bidders. 1. You are requested to submit Technical Proposal and Financial Proposal in English to develop Graphic guidelines and publication templates for the United Nations in Viet Nam as per enclosed Terms of Reference (TOR). 2. To enable you to submit a proposal, please find attached the RELEVANT DOCUMENTS: Terms of Reference (TOR) Annex I General Terms and Conditions _and_conditions_for_professional_services.pdfi 3. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS. (i) Technical Proposal to demonstrate: Ability to deliver creative solutions and high quality results in the field of branding, graphic design and visual communication. The contractor will need to submit a design portfolio, with relevant experience, for evaluation Clear understanding of the purpose of the assignment Bidder s extensive experience of developing graphic guidelines and templates for similar design projects and communication materials Experience of working in Viet Nam or the region Understanding of client needs, and good English language Able to work independently and with minimal guidance, with great attention to detail Copy of other supporting documents (ii) Financial Proposal:

2 The bidder must provide a detailed cost breakdown for each consultant. Provide separate figures for each functional grouping or category. In case of an equipment component to the service provided, the Price Schedule should include figures for both purchase and lease/rent options. The UNDP reserves the option to either lease/rent or purchase outright the equipment through the Contractor. The format shown below should be used in preparing the price schedule. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples. Price Schedule Description of Activity/Item Unit cost No of days/missions Total Activity Consultancy fee 1.2 Other costs and applicable taxes... TOTAL Activity Consultancy fee 2.2 Other costs and applicable taxes... TOTAL Activity GRAND TOTAL 4. EVALUATION Technical Criteria weight: 1000 points Financial Criteria weight: 1000 points Technical Evaluation: Only bidders obtaining a minimum of 70% of Technical weight would be considered for the Financial Evaluation. Technical qualification will be evaluated using the following criteria: Bidder(s) experiences/qualification related to the services Demonstrated ability to deliver creative solutions and high quality results in the field of branding, graphic design and visual communication. The contractor will need to submit a design portfolio, with relevant experience, for evaluation Extensive experience of developing graphic guidelines and templates for similar design projects and communication materials 3. Clear understanding of the purpose of the assignment Experience of working in Viet Nam or the region Understanding of client needs, and good English language Able to work independently and with minimal guidance, with great attention to detail 50 Total Financial Evaluation:

3 Maximum 1000 points will be given to the lowest financial offer and the other financial proposals will receive the points inversely proportional to their financial offers. i.e. Sf = 1000 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration. Bidder Selection The weight of technical points is 70% and financial points is 30% of the obtainable points Bidders will be evaluated based on Cumulative Analysis, the award of the contract will be made to the bidder whose proposal has been evaluated and determined as: a) responsive/compliant/acceptable, and b) Having received the highest score out of a pre determined set of weighted technical and financial criteria specific to the solicitation.

4 Annex I: TERMS OF REFERENCE Graphic guidelines and publication templates for the United Nations in Viet Nam GENERAL BACKGROUND Viet Nam is one of a series of countries around the world selected to pilot the One UN Initiative which aims to reform the way UN agencies work together. As part of this, the UN in Viet Nam has been changing the way it works so as to better help the people of Viet Nam and support Viet Nam s development priorities. This for instance means working more closely together, and as a result joint UN papers and publications are now regularly being produced on behalf of the whole UN family in Viet Nam. OBJECTIVES OF THE ASSIGNMENT The UN communications team is responsible for the design and oversight of UN Viet Nam publications. This has been the case since 2007 and since then, the number of joint publications has rapidly increased. Certain templates and guidelines have been produced by the team, such as logo guidelines and newsletter and PowerPoint templates. However, up until now a professional design company has not been engaged in this work. With the volume of joint publications being produced there is now a need to develop a more consistent look and feel for these publications. This will help to clearly identify the sender (the UN in Viet Nam) as well as the type of publication, helping to ensure they are seen as coming from one family. SCOPE OF WORK 1) Graphic guidelines As mentioned above, there is a need to develop a consistent look and feel for UN Viet Nam publications, distinguishing different products from one another, while at the same time making sure they appear to be part of one family. A set of graphic guidelines and templates are therefore needed. The guidelines will need to be broad enough to allow for development of other publications not included in the template list, while at the same time giving a certain level of guidance that new publications must follow to ensure consistency. Note that the aim is not to carry out a re branding exercise or produce a prescriptive branding toolkit. The graphic guidelines need to develop a consistent look and feel for all UN publications. This should include: Review the logo guidelines (see annex 1) which have been developed by the communications team and amend them as appropriate. Note that the UN Viet Nam logo itself cannot be altered but black and white versions and inverted variations are possible, although not often used. Advise on appropriate colour schemes for UN publications Advise on appropriate typography for UN publications Advise on best use of images and graphics Advise on best use, placement and size for the tagline (Common Goals, Collective Action) Advise on best use, placement and size for the mission statement (see annex 2) Advise on best use, placement and size for contact and address information Advise on appropriate layout for a range of publications The guidelines should include all of the points above and, with examples, demonstrate correct use and application. The final product should be a handy publication (electronic, but easy to print if needed) which can quickly be referred to by the communications team and UN agencies in Viet Nam. 2) A series of templates

5 Based on these graphic guidelines, the design company should develop a series of templates for use by the communications team. Illustrations of the templates should be included in the graphic guidelines, and should also be included on a CD rom for the in house designers to work with. Note that the in house designers use MS Publisher 2007, Photoshop 8.0, Illustrator CS 2, InDesign CS 2 and Corel Draw 12. The six templates include: 1. A4 style short UN update (see annex 3) This update is printed back and front, both in house and externally. The template needs to cover overall design, including header and footer and text layout. 2. Policy brief (see annex 4) These briefs are in a short report format (4 to 8 pages) and give an overview of an issue (e.g. violence against women), along with a series of recommendations. The briefs normally include a series of textboxes and pull out quotes. The template will need to illustrate layout of all pages. 3. Policy reports ( wide publications/doc_download/175 gender based violence issue paper.html) These longer reports provide an analysis of challenges or issues facing Viet Nam. The template obviously cannot recommend a cover design which is appropriate for all policy reports. However, it must suggest the general look and feel, as well as the design elements that always have to be followed (e.g. logo placement, title placement etc). The template should also include design of the back page, acknowledgements, executive summary and overall layout of inside spread. 4. UN folder (see annex 5) This is an A4 size folder used regularly by UN agencies for multiple purposes. The design needs to be updated based on the new graphic guidelines. 5. E newsletter (see annex 6) Every second month an e newsletter is sent to donors informing them of recent UN activities, with links to new publications and stories on the UN website. The newsletter needs to be in html format, compatible with Joomla CMS. 6. PowerPoint presentation (see annex 7) This generic presentation is used regularly by UN agencies for multiple purposes. The presentation needs to include an opening slide, a divider page slide, text slide, closing slide and all key features should be predefined. 3) Design of one report One report will also need to be designed, following the approved guidelines. UN Viet Nam Annual Report 2010 Concept: An annual report which in a formal way reports on progress towards achieving the outcomes of the UN One Plan, describing the UN s contribution in terms of key outputs The target audience includes the Vietnamese Government, donors, UN HQs, and other development partners in Viet Nam Design: full colour Outline:

6 Acronyms Foreword Introduction [1 page] Viet Nam in 2010 [1 page] The UN working together in 2010 [about 20 pages] The UN working in partnership [1 page] One UN in 2010 [2 pages] Financial overview 2010 [including 4 tables] Annexes on CD Rom: Results Matrices 2010 One Plan Expenditure in 2010 One Plan Expenditure by Agency and Funding Source in 2010 DURATION OF ASSIGNMENT The selected company must be able to complete all tasks and submit final, signed off deliverables no later than eight weeks from signing of the contract. Review of existing materials: 1 week Development of overall graphic identity: 1 week Comments and final changes to concept: 1 week Full development of graphic guidelines: 1 week Full development of all templates: 1 week Comments and final changes: 2 weeks FINAL PRODUCTS The final products will include a set of graphic guidelines, which provide a consistent look and feel to UN Viet Nam publications, as well as a series of templates as listed in the scope of work, and actual design of one report. As a first step, the design company should review existing publications provided to get a feel for style and designs used so far, tone of voice, standard themes covered, and type of products most frequently developed. Next, the design company will need to develop two different overall graphic identities. These will be reviewed by the communications manager and based on the chosen concept two more rounds of comments and revisions should be allowed for. Once the overall concept/look and feel has been finally approved the design company can start developing the graphic guidelines and templates and designing the report. For all of these products, three rounds of changes should be allowed for. MONITORING The selected design company will work closely with, and report to, the overall manager of the communications team as well as the manager of the online and publications team. All final products will need to be approved by the UN communications manager. QUALIFICATIONS Demonstrated ability to deliver creative solutions and high quality results in the field of branding, graphic design and visual communication. The contractor will need to submit a design portfolio, with relevant experience Extensive experience of developing graphic guidelines and templates for similar design projects and communication materials Clear understanding of the purpose of the assignment

7 Experience of working in Viet Nam or the region Understanding of client needs, and good English language Able to work independently and with minimal guidance, with great attention to detail PAYMENT TERMS: 30 percent will be paid once the initial concept design has been signed off and 70 percent once all templates have been delivered and signed off.