TERMS OF REFERENCE Graphic Design Company: Visual identity project Knowledge and Innovation Team ORGANIZATIONAL CONTEXT The United Nations Development Group (UNDG) unites the UN funds, programmes, specialized agencies, departments, and offices that play a role in development in over 131 countries. The UNDG was constituted in 1997 following the UN General Assembly s endorsement of UN Secretary-General Kofi Annan s report Renewing the United Nations: A Programme of Reform. Since 2008, the UNDG has been one of the three pillars of the UN System Chief Executives Board for Coordination (CEB), the highest-level coordination forum of the United Nations system. The CEB brings together the executive heads of UN organizations under the chairmanship of the Secretary- General to provide broad guidance, coordination and strategic direction for the system as a whole in the areas under the responsibility of executive heads. Focus is placed on inter-agency priorities and initiatives while ensuring that the independent mandates of organizations are maintained. Within the CEB structure, the High-Level Committee on Programmes (HLCP) promotes system-wide cooperation, coordination and knowledge sharing in programme and operational areas. The High- Level Committee on Management (HLCM) identifies and analyzes administrative management reforms with the aim of improving efficiency and simplifying business practices, while the UNDG is responsible for coordinating UN operational activities at the country level. The UN at country level The UNDG is currently present in 158 countries and territories through the presence of its members and observers. UN agencies, funds and programmes represent the United Nations team at country country level and through their representatives, they conform the UN country team. The country team is coordinated by the the UN Resident Coordinator. Resident Coordinators, lead UN country teams in more than 130 countries and are the designated representatives of the Secretary-General for development operations. Working closely with national governments, Resident Coordinators and country teams advocate the interests and mandates of the UN system while drawing on the support and guidance of the entire UN family. The RC and the country teams represent the UN at country level. Under the leadership of the Resident Coordinator, the UNCT is accountable for developing a strategic framework of the UN system operational activities for development, through which to support national development priorities, to promote international norms and standards including human rights, as well as to respond to rights/humanitarian/crisis/transition situations. The High-level Panel on United Nations System-wide Coherence in 2006 recommended that the UN system should accelerate and deepen reforms to deliver as one at the country level and establish unified UN country teams with one leader, one programme, one budgetary framework and where appropriate one office, with integrated capacity to provide a coherent approach to cross-cutting issues, including sustainable development, gender equality and human rights. These objectives remain as relevant as ever in light of the universal and integrated nature of the 2030 Agenda. Communicating as One: Supporting UNCTs in developing a One UN identity at country level The importance of Communicating as One was highlighted by the independent evaluation of Delivering as one in 2012, which concluded that concerted communication on issues of concern based on mandates and expertise of United Nations entities is widely seen as a major step forward.
Following this recommendation, the UNDG Advocacy and Communications Group approved in 2014 the Communicating as One guidelines, a standard operating procedure to improve coordination of communication among UN agencies within the country context, in support of shared objectives, including as outlined in the One Programme. The Communicating as One guidance note addresses among other areas how to represent a coherent image of the United Nations at country level. According to the guidance note, the UNCT may choose to be presented jointly in different ways: under the UN identity with supporting agencies; or presenting United Nations agencies together in partnership. The basic understanding of these models are addressed in the guidance note and are explain in the annex 2 of this document, but more comprehensive guidelines are required to support those UN country teams that take the step to come together under a One UN identity to guarantee a coherent approach across the system globally. A new development agenda Key to the work of the UNDG in the years to come is supporting Governments through their UN country teams (UNCTs) on delivering the Agenda 2030. The UNDG branding should reflect this global effort in order to capture the work of the organization and its 32 members and observers towards achieving the new sustainable development goals. UN RC Leadership Programme The post-2015 development agenda is complex, transformative and networked, and thereby demands universal and system-wide adjustments from thinking on the policies and creative strategies needed to guide responses, to ensuring that strong and flexible field leadership (Resident Coordinators and UN Country Teams) is in place to create and connect opportunities and drive for results. The development, political, human rights, humanitarian and security dimensions of the Organization s mission are embodied in the role and functions of the Resident Coordinator. These dimensions are not only interlinked, but are also mutually interdependent in the functions of the RC. The Leadership Development Team at UNDOCO was established in 2015 to improve leadership capabilities, capacities and skills of UN field leadership, specifically UN Resident Coordinators and UN Country Teams. Previous communication and branding documents are outdated and require change in graphic design based on the new strategic direction. The UN RC Leadership Development Team intends to revise its branding and communication materials in line with the UNDOCO branding exercise to promote, inform and outreach the role of Resident Coordinators and better support and develop RC/UNCT leadership at country level. As part of the branding exercise, the visual and communication materials are intended to be utilized during various leadership development initiatives, learning events and forums. We are Silo Fighters! UNDG supports 131 UN Country Teams around the world. These UNCTs are coordinated by the UN Resident Coordinator. He is the representative of the Secretary General in the country and he is generally supported by a team of officers. The work of the Resident Coordinators together with the work of the coordination officers is behind the successful story of a more comprehensive, coherent and efficient UN System at country level. Resident Coordinators and Coordination Officers bring people, teams, departments, agencies and countries together to advance sustainable development. They usually are the first ones battling UN organizational silos that prevent the UN from creating integrated solutions. They are commonly known as the Silo Fighters (www.silofighters.org). Resident Coordinators and Coordination Officers are not the only Silo Fighters in the UN System, there are many others that are trying to break silos on their every day work (results groups members, UNCT members, communication groups, etc.) 2
The positive aspects of their silo fighting should be better recognized across the System to raise awareness of its criticality to promote sustainable development and to celebrate this working approach which in most cases relies on a personal commitment rather than in an organizational approach promoted by the UN System. OBJECTIVES OF THE ASSIGNMENT DELIVERABLES Working closely with the overall supervision of the Knowledge and Innovation Team and reporting directly to the KM and Communications Specialist, the graphic design company will work on the following deliverables: Updated new visual identity for the UN Development Group; Develop UNDG graphic design guidelines based on the Rules governing the use of the United Nations Development Group (UNDG) logo document. The guidelines should incorporate at least the following items: design of the different logos (UNDG, UNDG+DOCO, UNDG regional teams, UNDG +SDGs, UNDG + work inprogress) in portrait and landscape, black and white version, inverted versions, basic rules to regulate the use of the logo including in different backgrounds and color pallette (primary colors and color codes). The guidelines should include an adaptation of the logo to the UNDG regional teams (Latin America and the Caribbean, Asia and the Pacific, Arab Region, Eastern and Southern Africa, Western and Central Africa, Europe and Central Asia). The guidelines should include a version of the UNDG logo that will be ready to use in work in progress documents being developed by DOCO. The guidelines should incorporate template options to combine the UNDG logo with any other logo from the 32 members and observers being part of the organization. The guidelines should incorprate template options to combine the UNDG logo with the Development Operations Coordination Office (DOCO) logo. The guidelines should incorporate template options to combine the UNDG logo with the SDG logos related to the 2030 Agenda. Create the design for application of the new branding in the following merchandising and office materials: Mouse pad, note book, desk calendar, wall calendar, pen, landyard, folder, social media landing pages (Twitter, YouTube), banner template (portrait and landscape), animated logo for video clip, event invitation, and stationary materials (envelops, letterheads, business cards, identity cards, blocs, e-mail signature, power point presentation template). Design the UNDG presentation package comprised of a presentation folder and a 12 pages brochure. Based on the new guidelines, design templates to develop the following documents: Guidance notes, policies, training materials, reports, strategies, faact sheet, case studies and guides. o o o These templates should be developed in InDesign format and should be provided with specific design instructions on how to implement them to transform them into UNDG resources. A brief guide with rules on how to use and apply the UNDG corporate guidelines when developing new documents using these templates should be provided. Issues like font type and size, paragraph style, colors and use of photographs and infographics should be addressed in this guide. The guide will be developed with graphic designers as a target audience and will be used, together with the templates, as a go to resource to develop any official UNDG document. 3
o Apply these templates into the following documents: UNDAF Guidelines (120 of non-designed pages document of text and graphics). The document should be design for printing and web publishing purposes following the new branding guidelines. Guidelines for Business Operations Strategy which will comprise of three documents: a manual (16 non-designed pages), Policy document (40 nondesigned pages) and templates (10 pages). Human Rights report Strengthening Engagement with the International Human Rights Machinery, a 50 non-designed pages document. UNDG Advocacy Case Studies comprised of 20 non-designed pages of text. The document should be designed for web publishing purposes following the new branding guidelines. Design the UNDG Innovation Report comprised of 30 non-designed pages of text. The document should be designed for web publishing purposes following the new branding guidelines. Design the UNDG Results Report comprised of 40-50 non-designed pages text and graphs. The report should be designed for printed purposes following the new branding guidelines. Design a set of 10 Standard Operation Procedures posters identifying the key operational priorities around the implementation of the Delivering as One approach. Design 17 posters capturing the Sustainable Development Goals, using one photo per poster. The photos will be provided in high resolution by UNDG. Design 10 infographic fact sheets showing the key information around the SOPs implementation. Design Human Rights interagency workshop products: Design for one stand-alone banners and invitation. Creating a One UN identity at country level Under the framework of the UN emblem guidelines (annex 6), develop guidelines on how to use the UN logo at country level. The guidelines should address the following issues: Logo design in portrait and landscape, black and white version, inverted versions Basic rules to regulate the use of the logo including in different backgrounds Color pallette: Primary colors and color codes Address how to combine the use of the One UN logo with one, several or all of the agencies, funds and programmes logos Based on the new guidelines, design templates to develop the following documents: UN Development Assistance Framework, Common Country Assessment, Country Report, SDG Report. Apply the guidelines to the design of stationary materials (envelops, letterheads, business cards, identity cards, blocs, e-mail signature, power point presentation template), publication cover, stand-alone banner, social media avatars (facebook, twitter, youtube, flickr). Apply the guidelines to the design of a website at country level and develop html templates to be adapted by countries. The templates should be designed for the following sections: home page, 4
about us, what we do, publications, news center, news item, publication item, 2030 Agenda section. New identity for the UN Resident Coordinator Leadership Programme; Based on the new UNDG graphic guidelines, update branding and promotional materials for the UN Resident Coordinator role and leadership; Develop graphic guidelines capturing how to apply these branding guidelines in different products (logo, primary colors); Apply the UN Resident Coordinator Leadership Programme branding guide into the following communication products: Introduction package for the UN Resident Coordinator induction training (folder, brochure of maximum 12 pages); Welcome package for UN Resident Coordinators (folder, brochure of maximum 16 pages, fact sheet); Design competency framework document (2 pages); Event materials such as: Two designs for backdrop banners, two designs for stand-alone banners, cover design for a notebook, pen, four posters, flash drive, certificate design. We are Silo Fighters! Based on the new UNDG graphic guidelines, develop an internal marketing and communications campaign to increase the profile of the teams (coordination officers, result groups members, etc.) working at country level supporting the role and work of the UN Resident Coordinator and UN Country Teams. This campaign will have the following components: Develop further the branding aspects of the Silo Fighters identify and apply the following merchandising materials: landyard, t-shirt, fabric bag, badge, stand-alone banner, selfie-photo banner, Silo Fighter sticker. Develop regional versions (African, Asian, Latin American, Caribbean, European, Central Asia) of the Silo Fighters. Design a maximum of 14 comic characters. Each character should have a male (7 characters) and a female version (7 characters). Design a welcome package to the silo fighter community explaining their role, the numbers behind the coordination effort, their stories and photos capturing their work, their essential role in the enhancement of the UN Development System, key moments in the life of a silo fighter. The welcome package should be comprised of a brochure of a maximum of 12 pages, a folder, a badge. Design and develop a story line for comic book of a maximum of 16 pages incorporating the 14 comic characters. Design a maximum of 5 merchandising materials to recongnize the different life moments of a Silo Fighter (development of CCA, signing of UNDAF, etc.) Design materials (e-invitation, landing page for website and publication cover) for an anonimous cartoon competition compyling anectotes of the coordination work from colleagues at country, regional and global level. Design the following items to complement the Silo Fighters blog (www.silofighters.org): 5
Html survey Are you a Silo Fighter? Find out! to include in the Silo Figther blog. Develop a html template for a newsletter to recognize the story of The Silofighter of the month (featuring our staff working to promote coordination in the UN System) and the latest posts in the blog. Mainstreaming, Acceleration and Policy Support (MAPS) initiative Logo for the Mainstreaming, Acceleration and Policy Support to deliver the 2030 Agenda initiative. The logo should have a portrait and a landscape version. Design three reports applying the branding concept. Each report will have a maximum of 150 pages. The reports will incorporate mostly photos and text. WORK SETTING The work plan for the assignment will include three different aspects: Place, timing and duration of the assignment, briefing/debriefing arrangements, reporting relationships, work setting and reporting arrangements, support provided, deliverables and timeline. Timing and duration of the assignment The timing of the assignment will be 10 th May 15 th December 2016. Briefing/debriefing arrangements A first meeting/conference call will be scheduled for the DOCO team to brief the firm on the background information to develop each of the requested deliverables. Reporting relationships and identification of responsibility for assessment of the services/outputs The company will work in close consultation and under the supervision of the Communications and Knowledge Management Specialist. They will follow up the design process answering questions related to the documents. The Communications and Knowledge Management Specialist in close consultation with the Team Leader of the Knowledge and Innovation Team will assess the services and outputs of the firm. WORK PLAN Scope of the assignment: The consultant will support the Knowledge and Innovation Team in the provision of graphic designing services related to different programme activities and products. The outputs of the company work will be the following: The firm will provide the print electronic files and web files of all the materials listed in the section Deliverables The firm will submit all the original files of all the products listed to allow graphic designers at country level adapting all the materials to the national language. The firm will address a minimum of two and a maximum of five rounds of comments for each of the listed deliverables. The firm will provide at least three different proposals for the different identities to be developed according to the section Deliverables. Tasks regarding the design of publications outlined in this TOR: 6
Working under the direct supervision of the Knowledge Management and Communications Team, the company will undertake the following tasks regarding the application of the templates into the documents outlined in in this TOR: Apply the design of the templates in the documents incorporating DOCO comments and suggestions; Prepare the electronic files for the printer; Create PDF from final electronic file for DOCO Web posting; Submit all the original files to allow developing versions in other languages; Submit all final files to DOCO through FTP. Timeframe per deliverable: Deliverables (following the details described in the section Objectives of the Assignment Deliverables ) Deadline Graphic guidelines for UN Resident Coordinator Leadership Programme Introduction package for the UN Resident Coordinator induction training (folder, brochure of maximum 12 pages) - print electronic files and web files to be Welcome package for UN Resident Coordinators (folder, brochure of maximum 16 pages, fact sheet) - print electronic files and web files to be Competency framework document (2 pages) - print electronic files and web files to be Two designs for backdrop banners- print electronic files and web files to be Two designs for stand-alone banners- print electronic files and web files to be Design for notebook cover, pen, four posters, flash drive, certificate - print electronic files and web files to be May 30, 2016 UNDG Results Report designed - print electronic files and web files to be Delivering Results Together Report - print electronic files and web files to be Human Rights Interagency Workshop Business Operations Policy, Manual and Templates - print electronic files and web files to be 10 Standard Operation Procedures Posters designed - print electronic files and web files to be 17 posters capturing the SDGs designed - print electronic files and web files to be 10 infographic fact sheets designed - print electronic files and web files to be One stand-alone banner design and one invitation design for the human rights event - print electronic files and web files to be June 30, 2016 7
UNDG Graphic Design Guidelines One designs for each of the following new merchandising and office materials: Mouse pad, note book, desk calendar, wall calendar, pen, landyard, folder, social media landing pages (Twitter, YouTube), banner template (portrait and landscape), animated logo for a video clip, event invitation, and stationary materials (envelops, letterheads, business cards, identity cards, blocs, e-mail signature, power point presentation template) - print electronic files and web files to be UNDG Presentation Package: One Folder and one 12-pages brochure designed - print electronic files and web files to be Designed templates for the following items: Guidance note, policy, training material, report, strategy, fact sheet, case study and guide - print electronic files and web files to be July 31, 2016 We are Silo Fighters! Campaign: Designed landyard, t-shirt, fabric bag, badge, stand-alone banner, selfie-photo banner, Silo Fighter sticker - print electronic files and web files to be 14 comic characters. Each character should have a male (7 characters) and a female version (7 characters) - print electronic files and web files to be Welcome package designed: brochure of a maximum of 12 pages, one folder, one badge. One comic book of a maximum of 16 pages - print electronic files and web files to be Design of 5 merchandising materials - print electronic files and web files to be Design of e-invitation, landing page for website and publication cover for cartoon competition. Design html survey for silofighters blog. Design a html newsletter to capture the Silo Fighter of the month and the latest blog posts. Guidelines for Business Operations Strategy - print electronic files and web files to be September, 30 2016 UNDAF Guidelines designed - print electronic files and web files to be Logo for the Mainstreaming, Acceleration and Policy Support to deliver the 2030 Agenda initiative Mainstreaming guide designed - print electronic files and web files to be Acceleration report designed - print electronic files and web files to be Policy Support report - print electronic files and web files to be October 30, 2016 October 30, 2016 8
One UN identity at country level branding guidelines - web files to be Templates for the following documents: UN Development Assistance Framework, Common Country Assessment, Country Report, SDG Report. Design for the following materials: envelops, letterheads, business cards, identity cards, blocs, e-mail signature, power point presentation template, publication cover, stand-alone banner, social media avatars (facebook, twitter, youtube, flickr. Html templates designed for the following sections: home page, about us, what we do, publications, news center, news item, publication item, 2030 Agenda section. UNDG Advocacy Case Studies publication designed - print electronic files and web files to be UNDG Human Rights report designed - print electronic files and web files to be UNDG Innovation Report designed - print electronic files and web files to be November 30, 2016 November 30, 2016 December 15, 2016 Support provided The UNDG KIT team will provide guidance on graphic work based on previous institutional branding guidelines and the following documents: UNDG, Guide to Communicating as One UNDG, Branding UN development work, A Guide for UN Country Teams UN in Rwanda, Rwanda UN Country Team Branding Guidelines UN in Ethiopia, Ethiopia UN Country Team Branding Guidelines UN DOCO, Rules governing the use of the United Nations Development Group (UNDG) logo UN Department of Public Information, UN Emblem Guidelines The UNDG KIT will also provide comments on the designs provided by the firm. EXPERIENCE AND QUALIFICATIONS: The company must be a recognized firm in graphic design with at least five years of experience; Wide experience in developing institutional graphic profiles, preferably cases where logos of different organizations have been combined; Demonstrated experience of working within development world in graphic design (samples of previous graphic manuals for further evaluation); The company must be experienced in commercial print management and similar projects; The company must have internal editorial and production capacities in English; DOCUMENTS TO BE INCLUDE IN THE PROPOSAL If you have the required qualifications and are interested in this contract, please submit: A proposal describing the previous work done in this area; 9
A graphic portfolio of previous work reflecting at least part of the products outline in the section deliverables ; Project manager and the graphic team CVs in charge of this project to be included in the proposal; A financial proposal to address the work. The lump-sum fee which you propose for the consultancy should indicate the breakdown of all costs. This fee should be inclusive of ALL considerations. Each of the submissions should be made in two separate envelopes or attachments (if submitted via email) for technical offer and financial offer (indicating; DO NOT OPEN IN ADVANCE). Offers that are not submitted separately will be deemed as disqualified and will not be assessed further. When choosing to submit their proposals electronically, Proposers are solely responsible for ensuring that any and all files sent to UNDP are readable, that is, uncorrupted, in the indicated electronic format, and free from viruses and malware. Failure to provide readable files will result in the proposal being rejected. Please submit proposals to procurement.doco@undg.org with the subject line: Web Technical Systems Maintenance EVALUATION AND SELECTION PROCESS The evaluation team shall review and evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria, and point system outlined below. Each responsive Proposal will be given a technical score. A Proposal shall be rendered non- responsive at this stage if it does not substantially respond to the RFP. In the second stage, only the Financial Proposals of those Proposers who achieve the minimum technical score of 70% will be opened for evaluation for comparison and review. The Financial Proposal Envelopes corresponding to Proposals that did not meet the minimum passing technical score shall be returned to the Proposer unopened. The overall evaluation score will be based either on a combination of the technical score and the financial offer, or the lowest evaluated financial proposal of the technically qualified Proposers. Technical Evaluation Total 70 % The work presented throught the firm portfolio will be evaluated to assess the quality of the company s work [20 points]; Experience and qualifications of the team proposed to deliver the work by the company. This part of the evaluation will be based in the CVs of the individuals comprising the team that need to be share by the firm in their proposal [20 points]; Experience in developing institutional visual identities [10 points]; Experience on developing marketing campaigns with similar deliverables as the ones described in this document [10 points]; Timeline to deliver the objectives of the assignment based on the deadlines provided in this document [10]; Experience in applying branding guidelines in materials shared in the section deliverables of this TOR [20 points]; Experience working in the development sector producing high quality outputs [10 points]; Financial Evaluation Total 30 % The financial offer will account for a maximum of 30 points. If you submit via email, to secure your financial offer please SET-UP A PASSWORD for the Financial Proposal which will be requested as follows: The password for Financial Proposal will be requested from only those who achieved the minimum score on the technical evaluation will be requested to provide the password to the financial proposals. 10