Expression of Interest (EOI) - Procurement of layout and graphic design services.

Reference Number:83468328

Publication date: 28.06.2024

Introduction

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

1. Context

The various projects within the SED Cluster need to prepare communication materials – both, print and digital –, which require professional layout/ design to successfully display the work undertaken on behalf of their commissioning parties. The objective of this assignment is the delivery of layout and design services.

2. Contract Term

GIZ shall hire the contractor for the anticipated contract term, from 1 August 2024 to 31 July 2025.

3. Tasks to be performed by the contractor

In the following, all deliverables to be provided by the contractor are listed. It is not guaranteed that all deliverables will ultimately be requested, therefore all numbers are up to numbers based on the estimated needs of the projects within the SED portfolio of GIZ Rwanda.

Any project within the SED Cluster in Rwanda may request the completion of a deliverable specified below. For this, the respective projects will share with the contractor a short briefing further specifying the tasks at hand, the specific timeline, and particular requirements to the deliverables.

Design/Layout Services

The contractor is responsible for providing layout/ design for the following deliverables:

• Up to 23 publications with a total of up to 700 pages
• Up to 70 factsheets with a total of up to 150 pages, based on a clear template
• Up to 50 banners, flyers, roll-ups, or posters
• Up to 4 key visuals/ logos e.g., for conference purposes

The contractor must note/take care of the following with regards to the delivery of these services:

• Adhere to the concrete specifications provided by GIZ projects as part of each deliverable’s briefing (incl. timeline, specification of the project, GIZ or project specific communication and visibility guidelines, visual language etc.).
• Provide a design concept and draft layout for the deliverables for feedback/ approval by GIZ.
• Revise the final draft based on the feedback by the respective GIZ project.
• Implement the agreed layout, including creative work and typesetting.
• Prepare/edit and incorporate design elements, e.g. photos, illustrations, charts, diagrams etc. to create a visually pleasing product as per the briefing. For charts or diagrams, the underlying data would be provided as part of the briefing.
• Provide the final work in the format agreed with the respective project (e.g. print, web or interactive PDF, Microsoft Office files etc.) and optimized for digital/ print use as agreed with the project.
• The extend of creative work (incl. feedback loops) for publications, banners/ flyers/ roll ups/ posters as well as key visuals/ logos may differ and is to be specified by the requesting project. The contractor shall provide a cost estimation that works as an average. For factsheets, a clear template will be provided, with no room for creative freedom; the contractor must only implement the layout as per provided template.

Additional notes:

GIZ has all rights to the designed works produced as part of this assignment and they shall not be used in whatever form, without written permission by the requesting project. Credits will be mentioned to the layout/design contractor.

Period of assignment: from 1 August 2024 to 31 July 2025.

I. Tender requirements

1. Qualifications of proposed staff

The tenderer is required to propose personnel for the positions specified here and described with respect to the areas of responsibility and qualifications on the basis of relevant CVs.

The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

1.1 Expert 1: Graphic Designer

1.1.1 General qualifications

Education: University Degree in graphic design or related field focusing on graphic design and layout

Professional experience: 5 years of working experience in graphic design of which 2 years of experience in designing visual identities and promotional materials for conferences or similar events.

1.1.2 Experience in the region/knowledge of the country

none

1.1.3 Language skills

C1 level language proficiency in English

1.2 Expert 2: Graphic Designer

1.2.1 General qualifications

Education: University Degree in graphic design or related field focusing on graphic design and layout

Professional experience: 5 years of working experience in graphic design.

1.2.2 Experience in the region/knowledge of the country

none

1.2.3 Language skills

C1 level language proficiency in English

2. Costing requirements

Since the contract to be concluded is a contract for works, we would ask you to offer your services at a lump sum price, which covers all relevant costs (fees, costs etc.). The assessment of the financial bid is based on the lump sum price tendered. Please state the lump sum per page of publication, per page of factsheet, per banner/flyer/roll-up/poster, per key visual/logo. A breakdown of the days is not necessary. In the contract itself, the budgets will be contractually agreed as maximum amounts.

3. Conceptual

The tender should indicate how the services tendered in these ToR are to be provided. Reference should be made to the following criteria:

1. Strategy: The tenderer is required to consider the tasks to be performed, with reference to the objectives of the services, and to critically examine the tasks. Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible, including reference to the tenderer’s existing experiences (see chapter I.3).
2. Steering structure: The tenderer is required to present and explain its approach to steering the measures with the project partners. The tenderer should outline how to ensure a permanent focal point for communication with the contracting party and outline how the tenderer ensures availability of staff for requests on short notice and parallel requests by different projects. The tenderer should describe the approach for coordinating with the requesting project, especially focusing on feedback loops and quality assurance.
3. Processes: The tenderer is required to describe the key processes for the services for which it is responsible, with a special focus on a standard implementation plan for layout/ design for publications and key visuals (work steps, schedule).
4. Proficiency of proposed personnel: The tenderer is required to evidence the proficiency of its proposed personnel in layout, illustration, graphic design by providing a professional portfolio for each expert, including 10 completed design tasks (20 in total)

II. Requirements on the format of the tender

The CV submitted for each expert can have a maximum of 4 pages. The concept (if required) should not exceed 8 pages. If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g., links to websites) will also not be considered).

In addition, please submit the following references as external content (links or USB stick):

• For the evaluation of the previous professional experience in graphic design, each proposed expert must provide access to 10 completed design tasks (including publications, illustrations, posters, etc.) that evidence their capability in the above-mentioned areas. Files can be provided on a USB stick or via a web link as part of the technical proposal.

Please identify the external content with its date of creation. This date may not lie outside the tender deadline.

Please calculate your financial tender based exactly on the parameters specified in chapter II.2.

III. Outsourced processing of personal data

The execution of the contract may be associated with processing of personal data by the contractor for the client. Such data processing shall always be carried out only on behalf of and in accordance with the instructions of the client.

Therefore, the client and the contractor shall conclude a contract for order processing (AuV) in accordance with Article 28 General Data Protection Regulation (GDPR). It shall be annexed to these tender documents.

The bidder must set out the technical and organizational measures (TOM) it takes to ensure a high level of data protection and data security in an annex to its bid. This also applies if the bidder has already been audited by the contractor in the past. Details on the relevant TOM can be found at the end of the AuV (see section "Note on technical organizational measures (TOM)"). The TOM of the bidder/contractor must reflect the state of the art, the nature, scope, context, and purposes of the processing of personal data, as well as the risk to the rights and freedoms of the data subjects. After a positive review, the contract is concluded with Annex AuV.

The contractor should also indicate in its bid all relevant certifications it has (e.g., according to ISO 27001).

In addition, the contractor must advise the client on compliance with data protection formalities. This includes to the contractor's obligations as a processor, to record the processing of personal data carried out for the client in a list of processing activities accordance with Article 30 (2) of the GDPR; if the contractor lacks the information required for this, it shall request this from the contracting authority.

1. Annex / Attachments

2. Submission of offer: The Expression of Interest should contain the following:

A. Technical Proposal:

• A cover letter expressing your interest in this assignment
• Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, your approach to complete the assignment, template attached.
• Company registration certificate (RDB)
• VAT-Registration certificate
• Latest tax clearance certificate
• Proof of successful completion of related assignments.

B. Financial Proposal: The price per service category must contain all relevant costs supported by a breakdown of each cost. The costs must be in RWF and VAT

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 15^th July 2024

Please you must write on each email subject this sentence: 

83468328 Technical/financial offer, without this sentence, your offer may not be considered

Hard copies are not allowed this time

GIZ reserves all rights