However, if the recommendation is to award to a Corporate Contractor (CC), the duration of the long-term arrangement (LTA) is for 2 years.
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1 Annex 1- Statement of Work Table of Contents INTRODUCTION... 1 PURPOSE and OBJECTIVES of the RFPS... 1 SCOPE OF WORK... 2 UNICEF RESPONSIBILITIES... 4 EXPECTED DELIVERABLES AND TIME LINE... 4 Timelines:... 5 KEY SKILLS, TECHNICAL BACKGROUND, AND EXPERIENCE REQUIRED*... 5 EVALUATION OF THE PROPOSAL... 5 a. Technical Proposal :... 6 Part 1: Desk review (maximum 45 points):... 6 Part 2: Mock up (maximum 25 points):... 6 b. Financial Proposal... 6 TECHNICAL PROPOSAL TEMPLATE... 8 FINANCIAL PROPOSAL TEMPLATE... 9 INTRODUCTION UNICEF requires the successful service provider to provide high level visual branding, graphic design services for advocacy and communication materials in a high pressure environment with rapid turnaround for delivery within short deadlines. PURPOSE and OBJECTIVES of the RFPS The purpose of this Request for Proposals for Services (RFPS) is to enter into a LTA or Individual Contract with a suitable service provider to provide graphic design of all advocacy and communication materials, based on the current UNICEF s visual branding. Bidders are requested to propose the best and most costeffective solution to meet UNICEF s requirements, while ensuring a high level of service. Following the evaluation process, if the recommendation is to award to an Individual Consultant (IC), as per UNICEF s policy, the initial maximum duration of the as-when-required contract is 11.5 months and can be extended to another 11.5 months subject to satisfactory performance. However, if the recommendation is to award to a Corporate Contractor (CC), the duration of the long-term arrangement (LTA) is for 2 years. The rate is fixed for the duration of the contract.
2 UNICEF reserves the right to: a) Award the contract to a bidder/s of its choice, even if its bid is not the lowest; b) Award separate contracts for parts of the work, components or items, to one or more bidders of its choice, even if their bids are not the lowest; c) Not award any contract at all. SCOPE OF WORK The IC or the CC is expected to work on variety of products ranging from reports, brochures, factsheets, major publications, posters and other graphics on several areas within UNICEF. To have an overall picture of the assignment, below are some areas of our work. WASH Section: Key deliverables will include the design of reports, including reference guides, guidance notes etc. (up to 50 pages each) plus additional graphic design support (posters, infographics, brochures etc) for key events such as World Water Day (March 2017), Global Handwashing Day (October 2016) and World Toilet Day (November 2016). Nutrition Section: Key deliverables include: layout and design of the annual NutriDash report, which will include several charts and infographics that presents data from UNICEF s nutrition programmes globally; and layout and design of a series of lessons learned briefs on multisectoral nutrition programming. Education Section: Branding & Messaging: Branding/Identity: for any new major initiatives and projects; scaling brands/identities globally Development of infographics for use in publications and for advocacy purposes Message Integration and Dissemination in Multi-Media Production Development of templates and graphics that are easy to access, use and apply to communication materials Support with Data: Instant data visualization and mapping tools, data profiles Interactive maps, graphs and tables Creative approaches to share data which are digital or physical-based. Support with websites/apps: Support with branding, design and general layout of websites/apps; content management systems and information sharing systems Support with events:
3 Designing of event and exhibition spaces, posters, banners, etc. Designing of strategic presentations in power point and other widely used software tool for presenters. Health Section: The service provider will be required to work on a similar range of products as described above for the UNICEF Health Section. Some of the work in 2016 will include assistance to the staff in Health Section for their presentations and organized session in the Global Symposium on Health System Research in Vancouver in November. The Health Section is also with uneven intervals producing working papers for internal guidance based on specific study outcomes. The working papers are printed and distributed internally in a smaller volume of copies. HIV/AIDS Section: The HIV and AIDS Section and the IATT Secretariat will need a graphic designer of varying skillsets for: - The layout of approximately 12 reports ranging from five to fifty pages (majority of work Summer 2016), which includes case studies, a costing report on community engagement activities and UNICEF s flagship publication, the Seventh Stocktaking report (Nov 2016); - The design and layout of a 300 page Pediatric Toolkit (July 2016); - Infographics; - Graphic elements/special effects for videos and presentations; - Two advocacy animations to explain technical programmes to a broad audience; - Data visualization for the web. Furthermore, given the drive toward more web-based and multi-media packaging of technical reports and guidance, to increase usage and access, it is important to work with designer(s) of high calibre that have a wide range of expertise and rapidly respond to requests to format and design key knowledge management and advocacy products. In addition to animation videos on the cross-sectoral topics, and as part of the production of the digital elements of the Stocktaking Report, the HIV/AIDS Section will commission a set of art, graphics and animations to illustrate and advocate the key messages of the report and will be used at the week of 1 December 2016 (World AIDS Day), with soft launches in June 2016 (United Nations Special Session on AIDS) and July 2016 (International AIDS Society Conference) minimal print runs may be done for each key event). The art, graphics and animations can contain symbols, icons, diagrams, maps and other illustrations as needed to visually depict the issue at hand. Preference is to use music in the background to set the mood, and to communicate the message visually so as to avoid a voiceover. The animations and graphics are intended for an audience of HIV programme staff, decision makers and international development donors. However, the animations need to be understood by as wide an audience as possible. It should use conversational language accessible to laypeople, avoiding jargon and concepts that are only understood by specialists. The general public, someone living with HIV, as well as an NGO Chief of health programmes must all be able to understand and retain the messages being communicated.
4 Graphic designer-consultant must be proficient in using design and/or video editing software, working on large publications with a significant amount of text and must be diverse in regards to skills to cover the following : Creatively translate abstract concepts into effective visual tools in a variety of media formats; Creates materials for both web and print purposes, including flyers, technical reports, and training materials, using professional page layout and graphic design software; Uses sound judgement in selecting appropriate photos and illustrations; Edits and proofreads copy for accuracy, grammar, punctuation, consistency, and formatting; Consults with UNICEF regarding format and print specifications. Designs and develops multimedia-based layouts, graphics, infographics content for use in presentations, websites, and other electronic media. UNICEF RESPONSIBILITIES UNICEF will provide overall guidance, direction and support for this assignment. Specifically: Provide an initial brief to selected institute on the background, context, rationale, and expected outcomes Provide overall guidance for the finalization of designs Provide timely and complete inputs and feedback on work-in-progress output Provide all available source files for use in design of the kit Ensure timely payments on completion of key tasks and submission of deliverables. The corresponding UNICEF Officer will provide the service provider with all the required information and examples of previous work, UNICEF formatting guidelines and any other information that is required to complete the tasks. Several weeks notice will be given, wherever possible, but some work may only be requested just a few days in advance. The service provider will have regular contact with the corresponding Officer throughout the course of the year in order to ensure the timely and effective completion of the requested products. The service provider will be duly informed by corresponding Officer on needed information and expectations in order to complete assigned work and projects including previous work, UNICEF formatting guidelines and any other appropriate information. The requesting section will aim to provide sufficient notice for all to complete assigned tasks. Times for feedback sessions will be set up for the service provider together with the corresponding focal points. EXPECTED DELIVERABLES AND TIME LINE Among the expected deliverables are: Guidelines Booklets Brochures Reports
5 Templates Newsletters Visual promotional materials, such as banners, posters, flyers. This list may not be exhaustive and UNICEF reserves the right to include additional requirements. Timelines: UNICEF expects to receive a response on first proposals and cost estimates for projects within forty-eight (48) hours of receipt of request, or unless otherwise indicated by the UNICEF; complex design/artwork/programming within seventy-two (72) hours of receipt of request KEY SKILLS, TECHNICAL BACKGROUND, AND EXPERIENCE REQUIRED* The IC or the assigned staff of the CC should have the following qualifications: A degree in graphic design or other related discipline (or an additional 5 years experience in lieu of a degree) At least 5 years experience in report layout and design At least 5 years experience in creating infographics and visualizing complex information Excellent skills in Adobe InDesign, Adobe Bridge, Adobe Acrobat, Adobe Illustrator, Adobe Photoshop, Adobe Flash, Avid, Final Cut Pro and other graphic design software. Exceptional creativity and innovation Excellent time management and organisational skills Professional approach to time, costs and deadlines Demonstrate initiative, sound judgment and demonstrated ability to work in harmony with persons of different national and cultural backgrounds. Strong organizational skills and ability to handle multiple tasks under tight deadlines is essential Knowledge of basic principles of Accessible Design Knowledge of UNICEF Branding Style Book is desirable 1 There is no restriction on geographical area, however the location in Eastern Standard Time zone is preferable EVALUATION OF THE PROPOSAL A two-stage procedure will be utilized in evaluating the proposals, with technical evaluation of the proposal being completed prior to any focus on or comparison of price. In making the final decision, UNICEF considers both technical and financial aspects. The Evaluation Team first reviews the technical aspect of the offer followed by the review of the financial offer of the technically compliant vendors. 1 1 CHILD RIGHTS AND VISUAL PRESENTATION Because UNICEF advocates the importance of responding to children's needs, and acknowledging and defending their rights, it is imperative to examine the links between child rights and how children are depicted visually. Since graphic designer often works with images, he/she should understand the inclusive nature of UNICEF s work and importance of use of images that uphold children's rights to accurate representation, respect, privacy and protection.
6 The proposals will be evaluated against the following two elements: a. Technical Proposal : The technical proposal should address all aspects and criteria outlined in this Request for Proposal and is divided into 2 parts: Part 1: Desk review (maximum 45 points): UNICEF will review the technical proposal and supporting materials. Scores from the desk review will be allocated according to the table below. Part 2: Mock up (maximum 25 points): The Technical Proposals will be evaluated against the following: Reference DESK REVIEW: (maximum 45 points) Maximum POINTS 1 Vendor profile Evidence of experience and ability to provide high calibre deliverables and complete assigned project in a timely manner. (maximum 15 points) 1.2 Relevant experience and qualifications (maximum 15 points) 1.3 Sample of previous work (maximum 5 points) 1.4 Client references (maximum 5 points) 2 Overall response Quality and completeness of the overall proposal (maximum 5 points) Only the technical proposals receiving a total score of 30 points or more from the desk review will be invited to proceed with the mock up. Part 2 Mock- up (maximum 25 points) 25 Simple exercise to demonstrate the understanding of the assignment, knowledge of UNICEF Branding style, compliance with UNICEF s principles of diversity and inclusion. Total Technical 70 Only proposals which receive a minimum of 50 points will be considered further for financial evaluation. b. Financial Proposal The total amount of points allocated for the price component is 30. The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those proposals who obtained the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price; e.g.:
7 Max. Score for price proposal * Price of lowest priced proposal Score for price proposal X = Price of proposal X **Payment Provisions UNICEF's policy is to pay for the performance of contractual services rendered or to effect payment upon the achievement of specific milestones described in the contract. UNICEF's policy is not to grant advance payments except in unusual situations where the potential contractor, whether a private firm, NGO or a government or other entity, specifies in the bid that there are special circumstances warranting an advance payment. UNICEF will normally require a bank guarantee or other suitable security arrangement. Any request for an advance payment is to be justified and documented, and must be submitted with the financial bid. The justification shall explain the need for the advance payment, itemize the amount requested and provide a time schedule for utilization of said amount. Information about your financial status must be submitted, such as audited financial statements at 31 December of the previous year and include this documentation with your financial bid. Further information may be requested by UNICEF at the time of finalizing contract negotiations with the awarded bidder.
8 TECHNICAL PROPOSAL TEMPLATE Provision of Graphic Design Services Name of Bidder: 1.1 General Experience: A brief description of background and orientation with a focus on relevant experience and services. 1.2 Qualifications and technical background: Provide design programs, software being used, etc. Provide CVs and copies of the diploma(s), documents demonstrating professional experience.cvs should demonstrate qualifications in areas relevant to the Scope of Services. 1.2 Samples of previous work: Please provide the links of project to demonstrate your skills: publications, promotional materials, banners, posters (try to demonstrate the diversity of styles and skills) 1.3 Client references: Please provide minimum three references, contact information and link to the work that you have done for them. If you previously worked with UNICEF, please indicate the section, year and link to your project. Name of the project Region and Country Client Contract Value Duration Scope of the Work (Description of the completed services) Status or Date completed References Contact Details (Name, Phone, e- mail) Documents without signature of the clients or any replacement documents (such as contract copies, etc.) that does not represent any information regarding performance of the proposer, status of the progress, etc. will not be considered. 1.5 Other valuable information: Please add any other valuable information, e.g. experience working with videos, illustrations etc.
9 FINANCIAL PROPOSAL TEMPLATE Provision of Graphic Design Services Name of Bidder: Hourly rate: (fixed for duration of the LTA/contract) Daily rate: (fixed for duration of the LTA/contract)
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