Request for Proposal (RfP) of Producing Information, Education and Communication (IEC) Materials in 2017

Transcription

1 Request for Proposal (RfP) of Producing Information, Education and Communication (IEC) Materials in 2017 This RfP describes in Part (A) Swisscontact, the project s background, the assignment that need to be carried out and the deliverables of the consultant/agency. Part (B) explains the content, evaluation and submission of the proposal for the assignment to be carried out as described in Part (A). Background PART A Swisscontact was established in 1959 as an independent organisation by prominent individuals from the worlds of commerce and science in Switzerland. It is exclusively involved in international cooperation and since 1961 has carried out its own and mandated projects. Since it was founded, Swisscontact has maintained close ties with the private sector. Swisscontact is currently active in 35 countries implementing 110 projects with a workforce of over 1,200 people. The organisation is based in Zurich. Swisscontact concentrates on four core areas of private sector development: Skills Development SME Promotion Financial Services Resource Efficiency The Swisscontact, South Asia Regional Office (SARO) is based in Dhaka, Bangladesh. As per the Mission of Swisscontact, SARO has the mandate to develop and maintain the Foundation s portfolio of development projects in South Asia. Building Skills for Unemployed and Underemployed Labour (B-SkillFUL) Mandated by the Swiss Agency for Development and Cooperation (SDC) and European Union (EU), the B- SkillFUL project of Swisscontact aims to improve the well-being of poor and disadvantaged men and women by increasing their access to the labour market and increase income, while safeguarding their fundamental rights at work. The project facilitates implementation of demandable skills training programmes and job placement through local Training Service Providers (TSPs) in Bogra, Tangail, Gazipur, Dinajpur, Joypurhat, Jessore, Mymensingh and Narsingdi. B-SkillFUL also raises awareness amongst potential trainees, graduates and informal sector enterprises on issues of Labour Rights and Decent Work (LRDW). The duration of the project Phase I is 4 years ( ). In order to maintain visibility, networking and raise awareness on the issues of skills development, the project needs to focus on communicating with external stakeholders. B-SkillFUL also raises awareness on gender and diversity issues amongst beneficiaries and advocates for LRDW agenda to the enterprises where the graduates work after training. As such, a wide range of IEC materials will help disseminate project

2 messages on the benefits of skills training for the poor and disadvantaged 1 as well as on gender and diversity and LRDW. Moreover, B-SkillFUL project needs to print a number of training materials to implement skills training programme for the target youths i.e. logbooks. For this purpose, B-SkillFUL needs to appoint 1 or more communication agencies and/or printing houses for the project period which will support the project in conceptualising, designing and printing the IEC materials under an Options Contract 2. However, this contract will not identify specific tasks and/or final quantity of materials, rather this includes only a tentative estimate of the type and quantity of the items the project may require over a period of 3 years ( ) (see Annex 1). Separate work orders will be issued each time before the project requires specific materials with approved deliverables.annex 1 provides a tentative list of tasks on the basis of expected requirements of the project. The applicant is requested to fill out Annex 1 as a part of the financial proposal. The contract period will initially be for 1 year but may be renewed for 2 more consecutive years based on performance evaluation. Proposed Tasks i) Task of the Agency and/or Printing House a. Understand the Terms of Reference (ToR) and B-SkillFUL communications strategy b. Submit work plan/ minimum timeline for activities specified under each work order c. Submit concepts and designs of materials d. Conduct photo-shoot if needed e. Submit design/s (soft copy/pdf version of draft/ graphics and audio-visuals overall concept and scenario) f. Develop script and storyboard to be used in audio-visuals g. Receive and incorporate feedback on design/s h. Submit final draft i. Submit machine proof j. Print IEC materials k. Arrange customised packaging and phase by phase delivery of specific material, if needed l. Arrange proper storage for substantial number of materials, if needed m. Provide copyrights of all IEC materials to Swisscontact ii) Task of B-SkillFUL Project a. Meeting with the agency for understanding of ToR and provide B-SkillFUL communications strategy b. Orient the communication agency and/or printing house on the specifications of each work order c. Approve work plan/ timeline d. Finalise concepts and share with agency e. Provide feedback on draft designs and approve the final designs and draft for materials (soft copy and machine proof) f. Support to photo-shoot activities in order to ensure real skills development training photo if needed g. Conduct/arrange field test h. Arrange photo-shoot in project areas if needed i. Receive IEC materials j. Receive customised packaging k. Check the storage and keep record l. Receive and preserve copyright 1 Poor and disadvantages for B-SkillFUL means individuals who earn less than 1.25 dollars per day and are marginalised, e.g. women, differently abled people, ethnic and religious minorities etc. 2 According to Swisscontact Bangladesh B-SkillFUL Employee Manual, an options contract provides for the occasion when it is necessary to define in broad terms the duration and range of services to be provided for a pre-agreed price because it is uncertain what final shape the contract needs to take. The contract may comprise two or more components, which may be invoked (or not), may have an option for project to extend the contract for a pre-agreed time and a pre-agreed price, or may include add-on deliverables of a particular type or nature. There is no need to go through a procurement process again as long as the final services delivered are covered under the Options Contract. Page 2 of 7

3 PART B Guidelines for submission of the proposal These guidelines shall ensure uniformity of proposals submitted by all applicants and transparency of the evaluation process. A. Minimum Eligibility Criteria 1. Agency and/or printing house should submit relevant legal papers (TIN/VAT registration, NID and valid trade licence etc.) 2. Agency must have previous experience of designing and producing promotional materials 3. Printing House must have previous experience of printing promotional materials 4. Applicant must have a dedicated personnel (in percentage) as a contact person for B-SkillFUL 5. Applicant must have excellent technical capacities to ensure smooth and high quality production 6. Experience in development communication will be an added advantage B. Content of the proposal 1. Applicants must submit a cover letter to express interest of executing the assignment 2. Applicant should be willing to share the copyright of all designs with B-SkillFUL which must be mentioned in the cover letter 3. Applicant must submit an Organisation Profile mentioning years of experience and other relevant issues 4. Applicant should provide experiences of last 5 years in relevant work, mentioning type of work, budget and client 5. Applicant must submit some samples of previous work (no more than 3 different designed and printed materials, which may be returned after evaluation upon request) 6. Applicant must submit a financial proposal (see annex 1) 7. Applicant must propose a staff: Staff member(s) who will be assigned to this account; percentage of their time which will be devoted to this account and description of staff experience C. Evaluation Process All proposals should follow both point A and B. above, if not, the applicant will be disqualified. D. Anticipated timeline for submission and evaluation Sl Activities Deadline (2017) 1 RfP distributed 14 February 2 Receive questions on RfP from interested applicants 3 18 February 3 Answers of the questions on RfP 20 February 4 Submission of proposal 26 February 5 Evaluation and shortlisting 28 February 6 Inform the selected agency and/or printing house 1 March 7 Negotiation meeting with agency and/or printing house (if 05 March required) 8 Contract signing 07 March 3 Questions should be sent to bd.bskillful@swisscontact.org Page 3 of 7

4 E. Submission of proposal: The proposal should be submitted as: 1 hard copy of the technical proposal 1 hard copy (in a separate sealed envelope) of the financial proposal Both technical and financial proposal should be sealed in a larger envelope and submitted to: Mr. Mostafizur Rahman Senior Administration Officer, B-SkillFUL Swisscontact South Asia Regional Office House 19, Road 11, Baridhara, Dhaka 1212, Bangladesh The envelope must be marked with Proposal for developing Communications materials of 2017 on the top of the envelope. The proposal must reach the Swisscontact office latest by 26 February 2017, Sunday, 4:00 pm. Page 4 of 7

5 Annex 1- Budget Template (You are requested to follow the instructions below marked with red) B-SkillFUL will select the agency and/or printing house based on the rates provided by respective organisations. Items will be designed and printed within the stipulated time frame of the contract, which is initially 1 year and may be renewed for 2 more consecutive years depending on satisfactory performance of the agency and/ printing house. 4 It must also be noted that the items will be produced in bulk amounts as per the tentative estimate for the remaining period ( ) of the first phase of the project, mentioned in the table and the quantity of each product may vary depending on the requirement of the project. The applicant must offer competitive rates for each item. There might be add-on deliverables depending on the requirement of the project. Sl Expected Items Tentative Specification Approximate Quantity Unit cost for 3 years 1 Flyer 4 colour, 180 gsm glossy paper 6,000 Insert unit cost 2 Folder A4, 80 gsm, b/s print, 4 colour 6,000 Insert unit cost matt lamination 3 Signboards for TSP 4 colour, media: eco inkjet vinyl 50 Insert unit cost sticker, base: 5mm PVC board, lamination: glossy, size: 3 x 4 feet 4 Pen 4 colour, uv printing 6,000 Insert unit cost 5 Notebook 8 x 6 inches, cover: 300 gsm art 6,000 Insert unit cost card, 4 colour, matte lamination, inner: 50 leaves 80 gsm offset paper, 2 colour both side print 6 Branded paper bag 12 x 16 inches, matt 900 Insert unit cost lamination, 4 colour 7 Campaign leaflet 8 x 5.5 inches, 180 gsm, glossy 150,000 Insert unit cost paper, 4 colour printing 8 Campaign banner 7 x 4 feet, PVC, 4 colour, inkjet 600 Insert unit cost printing 9 T-Shirt Round neck, white, 4 colour, 3,000 Insert unit cost screen print 10 Cap White, 4 colour, screen print 3,000 Insert unit cost 11 Logbook Size: A4, colour: cover ,000 Insert unit cost colour, inner - 2 spot colour, pages: 20 approximately, paper: cover 300gsm art card, inner 80gsm offset, lamination: cover matte laminated, binding: limp (machine gel) binding 12 LRDW leaflet 8.25 X 11 inches; 150 gsm paper; 4 colour both side print (tri fold) 450,000 Insert unit cost 4 The renewal of the contract is upon the discretion of Swisscontact based on a rigorous performance evaluation of the agency and/or printing house. In a situation where Swisscontact decides to renew the contract, prices of the items can be open for further negotiation in due consideration of the change in market prices and inflation. Page 5 of 7

6 Sl Expected Items Tentative Specification Approximate Quantity Unit cost for 3 years 13 LRDW sticker 3.25 X 4.75 inches (same 54,000 Insert unit cost sticker design in a single page), there will be 9 different designs; 4 colour print; sticker paper 14 LRDW festoon 4 X 2 feet in PVC; with sticks 4,500 Insert unit cost and thread for hanging 15 LRDW bag 12 X 16 inches; 4 colour, matte 4,500 Insert unit cost lamination with B-SkillFUL branding 16 LRDW poster 17 X 22 inches; one-side print; 45,000 Insert unit cost 4 colour, 150 gsm glossy paper 17 Sticker with B- 1 x 6 inches, synthetic sticker 3,000 Insert unit cost SkillFUL logo panel with lamination 18 Glass signage 4 colour, inkjet printing, 20 x 1 Insert unit cost 30 inches 19 B-SkillFUL pull up 4 colour, 6 x 3 feet, PVC 30 Insert unit cost banner material, top bottom PVC steel, inkjet printing 20 B-SkillFUL x-stand 2.5 x 5 feet, PVC, inkjet print, 60 Insert unit cost banner with PVC stand 21 Event banner 8 x 4 feet, PVC, 4 colour 100 Insert unit cost printing 22 Gift item: pen drive 8 GB, branded UV printing 600 Insert unit cost 23 Gift item: Power With B-SkillFUL logo 600 Insert unit cost bank 24 Gift Item: Paper Yet to be decided 600 Insert unit cost weight 25 Gender and LRDW Yet to be decided 3,000 Insert unit cost Booklet 26 Trainee Booklet Yet to be decided 40,000 Insert unit cost 27 Rickshaw Tin Sign Yet to be decided Yet to be decided Insert unit cost 28 LRDW Crest (as a Yet to be decided Yet to be decided Insert unit cost recognition to partners) 29 LRDW customised Yet to be decided Yet to be decided Insert unit cost basic first aid box 30 B-SkillFUL customised bags (training bag) 12 x 16 inches, concord fabric, logo/text screen print, 2 partition inside, front pocket, inside interlining, 10 size zipper, shoulder carrier, D handle 31 Danglers 8 X 24 inches, 350 gsm art card, eyelets 03, Hanging: 12 thread Print: Single side four-colour print, Single side matt lamination 1,500 Insert unit cost 15,000 Insert unit cost Page 6 of 7

7 Sl Expected Items Tentative Specification Approximate Quantity Unit cost for 3 years 32 Desk Calendar 8.5X6 inches, 300 gsm art card, 1,500 Insert unit cost 4 colour b/s print, wire-obinding 33 Desk Calendar 4 colour, 100 gsm offset 1,500 Insert unit cost Envelopes 34 Invitation Cards for 8X4 inches, 300 gsm art card, Insert unit cost Events colour b/s print 35 Envelope for 4 colour, 100 gsm offset 600 Insert unit cost Invitation Cards 36 Video 5-7 minute duration 5 Insert Unit Cost 37 Photoshoot 7 days travel for each 6 Insert Unit Cost photoshoot in Bogra, Joypurhat, Dinajpur and Mymensingh, Narshingdi and Jessore. Design charge Insert lump sum Agency Commission VAT Mention the % of agency commission (if applicable) only on materials, not design charge Insert charge on amount of BDT 1 to 100,000 in percentages Insert percentage Insert charge on amount of BDT 100,000 and above in percentages Page 7 of 7