A typical example of a poorly conceived and prepared tender: everything mixed together, without any logic. AV production does not do graphic design, printers do not usually produce promotional items… and so on and so forth.
Everything is wrong. A large agency might be able to handle the entire list, but it’s not worth it for them due to the low budget. And it’s really not worth putting together a consortium for this kind of money. But okay, the tender has been announced and maybe it will pay off 🙂

Thematic communication services

Buyer: European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice (eu-LISA), Estonia, Tallinn

Duration: 48 months / estimated value excluding VAT: €1,200,000

Deadline for submission of tenders: 18/02/2026 – 13:00:59

LOT-1: Pre-press work

Estimated value excluding VAT: €600,000

LOT-2: Printing and production of corporate promotional items

Estimated value excluding VAT: €600,000

SCOPE

Lot 1: Pre-press work: The purpose of Lot 1 is to provide to the Contracting Authority various services related to the creation of communication outputs before their release, such as graphic design, audio-visual production, motion graphics, photography, video production, animation, branding, and copywriting.

The Contractor shall provide the Contracting Authority with practical support via a wide range of audio-visual production and distribution services, for and via multiple communication channels. The aim of the audio-visual products is to promote, provide visibility and increase awareness about the role and set tasks of the Agency among its stakeholders and the general public. The audio-visual products must be attractive and/ or interactive, be easily adaptable to eu-LISA’s online and offline communication tools, usable on internal digital signage solutions, social media platforms, and as stand-alone products (e.g. offline at events). The audio-visual products should:

• Illustrate complex concepts with simple visuals and text

• Appeal to users (from diverse domains and with varying levels of understanding and knowledge of the Agency and its activities) and retain their interest and attention

• Help the Agency consolidate its brand/ image whilst conveying its mission and values

• Adhere to eu-LISA’s visual identity

SERVICES

1. Project-based visual identity development

The development of each Communication Initiative’s visual identity will start with a mood board, which gives the project a recognisable and coherent image, defines the look and feel, sets the colour scheme and typography, etc. Project-based visual identities must be designed in accordance with the visual identity of the Contracting Authority.

The Contractor shall respect the templates designed in the Visual Identity Manual and shall propose designs that facilitate the identification of eu-LISA.

The Contractor shall develop and review a visual identity for Communication Initiatives, which can be used in different communication products and materials. The visual identity must be adaptable to various formats e.g. report covers, posters, flyers, presentations PowerPoint presentations, folders, digital outputs, etc.). The price for the visual identity development shall include three initial proposals (also called concepts or versions) and three different formats/ styles demonstrating the concept. The three formats are to be specified by the Contracting Authority. Other implementations will be charged separately.

The initial proposals shall be delivered within eight working days following the Contracting Authority’s express demand for the deliverable, unless specified differently in the Specific Contract. Each new or corrected version will take a maximum of three working days unless detailed differently in the Specific Contract.

2. Graphic design work

The services required under this section must be rendered in accordance with the Contracting Authority’s Visual Identity. All deliverables must maintain visual and artistic coherence throughout the Thematic Communication Initiative. Services may include but are not limited to:

• Creation of artwork such as drawings, illustrations, visuals, comic strips, etc

• Graphic design, layout and production of files in the format required, e.g. reports, brochures, leaflets, flyers, newsletters, diaries or posters

• Developing social media graphic elements (“shareables”)

• Production of multimedia reports, motion graphics

• Production of infographics, charts, diagrams, maps and any other forms of data visualisation, including interactive resources (interactive maps, clickable infographics, etc.) to present complex information quickly and clearly on either digital or print channels

• Applying the visual identity to promotional material (e.g. conference kits, information packages, folders, etc.); Services requested may include the development of corporate identity elements such as logos, branding guidelines, templates, etc.

In addition to supplying the finished product, the Contractor will make available to the Contracting Authority the source files, images, footage, recordings, fonts, icons, and any other resources used to create the final outputs, so that these can be re-used free of copyright.

Unless stated differently in the following sub-sections, the fixed price shall cover three (3) rounds of corrections. The initial proposal shall be delivered within five (5) working days following the Contracting Authority’s express demand for the deliverable, unless detailed differently in the Specific Contract. Each new or corrected version will take a maximum of three (3) working days unless specified differently in the Specific Contract.

* Layout for Factsheets, Flyers, Leaflets

A factsheet, flyer or leaflet layout shall comprise of text content (provided by the Contracting Authority), a set of identifiers (also provided by the Contracting Authority) and various visual elements, including, but not limited to illustrations, photographs, charts or tables.

The fixed price of a factsheet, flyer or leaflet layout shall be based on the number of A4 pages, which applies to all types of flyers:

• 1 to 4 pages;

• 5 to 10 pages;

• The price per extra page from the 11th page onward needs to be added to the price for layouts from 5 to 10 pages.

* Layout for Publications

A publication layout shall comprise text content provided by the Contracting Authority, a set of identifiers (also provided by the Contracting Authority) and various graphic elements, including but not limited to illustrations, photographs, charts or tables.

The fixed price of a publication layout shall be calculated per page and shall depend on the extent of a given visual content, i.e., the number of visual elements used per A4 page:

• low complexity – less than 2 visual element per A4 page;

• medium complexity – from 2 to 5 visual elements per A4 page;

• high complexity – 5 or more visual elements per A4 page.

Visual elements shall be understood as, e.g. illustrations, photographs, infographics or charts. Minor visual elements, e.g. logos, headers, pictograms or tables, shall not be taken into account. The number of visual elements used per A4 page shall be counted according to the average number of visual elements used for the whole publication. The respective price/ page (low, medium or high complexity) shall be applied for all the pages of the publication layout.

The fixed price shall include three (3) rounds of corrections.

The layout shall be delivered within five (5) working days for low and medium complex layouts for documents of less than 100 pages and in ten (10) working days for high complex layouts regardless of document length and/or low and medium complex layouts for documents of more than 100 pages, unless detailed differently in the Specific Contract. Each round of corrections will take a maximum of five (5) working days unless detailed differently in the Specific Contract.

* Editable Presentation Decks

The Contractor shall provide editable presentation decks with graphs, charts, maps or any other graphic elements, combined with the text content supplied by the Contracting Authority.

The fixed price of the presentation decks shall be calculated per slide and shall depend on the extent of a given visual content, i.e., the number of visual elements used per slide:

• low complexity: up to 3 visual elements per slide;

• high complexity: 3 or more visual elements per slide.

Visual elements shall be understood as e.g. illustrations, photographs, infographics or charts. Minor visual elements, e.g. logos, headers, pictograms or tables, shall not be counted as visual elements. The number of visual elements used per slide shall be counted according to the average number of visual elements used for the whole presentation. The respective price/ slide (low or high complexity) shall be used for the entire presentation deck.

The fixed price shall include three (3) rounds of corrections.

The presentation decks shall be delivered within three (3) working days for presentations with up to 20 slides and within five (5) working days for presentations of 21 or more slides unless detailed differently in the Specific Contract. Each round of corrections will take a maximum of five (5) working days unless detailed differently in the Specific Contract.

* Data Visualisation

The visualisation of data shall include, but not be limited to, creative charts, graphs or maps, based on raw data provided by the Contracting Authority.

The fixed price shall be based on the complexity of the visualisation method:

• low complexity – standard visualisation methods, e.g. line chart, pie chart, bar chart and other methods available in spreadsheet management software

• high complexity – original concept that cannot be automatically generated in spreadsheet management software.

The fixed price shall include three (3) rounds of corrections.

Data visualisations shall be delivered within three (3) working days unless detailed differently in the Specific Contract. Each round of corrections will take a maximum of five (5) working days unless detailed differently in the Specific Contract.

* Infographics

The infographics shall be created in a format that will be communicated for each request, and may include data visualisation, text and graphic content, depending on the request.

The price shall be based on the complexity of each project, in accordance with these categories:

• low complexity: 1 piece of information or data set;

• medium complexity: 2 to 4 pieces of information and/ or data sets;

• high complexity: 5 or more pieces of information and/ or data sets.

A data set shall be understood as an organised and structured (tables/ arrays) collection of related pieces of information (data), that is composed of separate elements but can be manipulated as a unit.

* Animated Infographics

The Contractor shall be able to deliver non-static infographics, e.g. charts, text or images that are animated (in motion), and normally last from a few seconds to a dozen seconds.

The fixed price shall be based on the complexity of each project, in accordance with these categories:

• low: 1 piece of information or data set;

• medium: 2 to 4 pieces of information or data sets;

• high: 5 or more pieces of information or data sets.

For the definition of ‘data set’ and ‘piece of information’ please see the “Infographics” section.

* Photo Shoots

The Contractor shall be able to organise a photo shoot, either at an indoor or outdoor location, where a professional photographer shall take photographs of persons or objects for a specific purpose or publication (e.g. events, portraits, premises, campaign visuals, etc.), as per previously agreed to parameters between the contracting parties.

The Contractor must provide all necessary professional infrastructure and equipment for the successful execution of the work and ensure full compliance with the existing rules on personal data protection. The photo shoot shall also include the post-production phase, i.e., photography editing processes carried out by the use of adequate specialised software (e.g. revision and selection of best photographs, manipulation and enhancement of images in order to create desired effects, resizing for various output channels, etc.).

The fixed price of the photo shoot shall be based on the duration of it, namely:

• session up to 5 hours;

• session up to 10 hours.

Time periods exceeding 5 hours automatically fall under the 10-hour fixed price category, without an option for reimbursing hours that are not used.

The Contractor shall be ready to proceed with the photo shoot within 24 hours from the request, unless detailed differently in the Specific Contract. The Contractor shall deliver a selection of 10 photos within 1 hour of finishing the shoot and the full set of photos within 24 hours, unless detailed differently in the Specific Contract.

The Contractor shall rely on its network of EU level contacts so that no travel and/ or accommodation costs will incur if shootings take place at different locations to the ones where the Contractor is situated. Therefore, the fixed price shall cover photo shootings at the Place of Delivery as indicated under point 2.2. The Contractor shall also provide other photography services, including obtaining/ formatting images, photos and other appropriate illustrations, and obtaining photographs reusable by the Contracting Authority.

* Adapting the Visual Identity to Specific Visual Formats

The Contractor shall be able to adapt/ implement a given visual identity to specific, business-standard visual formats, including but not limited to:

• Big visual formats: backdrops for dedicated conference rooms (dimensions: 2718x1200px or higher, format: png2), roll-ups (dimensions: height up to 2.5 m width: between 0.8m and 2.0m, resolution: 150-300 dpi); and other big visual formats (e.g. colour posters, banner walls), including potential new formats that might not yet exist

• Stationery items: report templates, factsheet templates, publication covers, brochures, leaflets, flyers, invitations, postcards, compliment cards, greeting cards, business cards, posters, folders, letterheads, notepads, and other stationary items

• Digital formats: mock-ups of a web homepage or landing page, newsletters, internet or web banners and illustrations/ animations, social media assets (e.g. X cover and profile image, Facebook cover, LinkedIn cover, etc.), splash pages, digital signatures for e-mails, digital invitations, presentation decks (PowerPoint), and other digital formats.

The fixed price of the adaptation to a specific visual format shall be calculated per type of item – each adaptation shall be priced separately.

Adaptations shall be delivered within three (3) working days in the format required by the Contracting Authority, unless detailed differently by the Contracting Authority in the Specific Contract.

* Linguistic and Editorial Adaptation of Source Files

Some graphic design-related projects might require different language versions. In such cases, it will either be the Contracting Authority that provides a source file (e.g. InDesign or Illustrator file) to the Contractor, along with the translation of the content, so that the original can be adapted, or the translation and initial design will be requested by the Contracting Authority as part of the Thematic Communication Initiative. The Contractor shall be able to prepare the translated source files in the right format as required by the Contracting Authority.

It is expected that the absolute majority of adaptations will be made in one or more of the official EU languages.

The fixed price of a linguistic adaptation shall be calculated on the following content and complexity categories:

• publications and factsheets – price per A4 page3

• presentations – price per slide

• infographics and animated infographics – price based on the complexity of a project, defined by the total number of characters with spaces:

o low complexity: 1-299 characters (with spaces);

o medium complexity: 300-999 characters (with spaces);

o high complexity: 1000 or more characters (with spaces).

Adaptations shall be delivered within two (2) working days for files containing a maximum of 10 pages or slides and within four (4) working days for files of 11 or more pages or slides unless specified differently in the Specific Contract.

Some graphic design-related projects might require copywriting, editing or proofreading services. The Contract shall perform the necessary tasks on the source files provided by the Contracting Authority. The fixed price shall be calculated per type of item.

3. Audio-visual content

The Contractor may be asked to develop and produce audio-visual content for a Thematic Communication Initiative.

1) Development of Original Concept(s): The Contractor shall be able to provide original concepts (script ideas, scenarios, storyboards, etc.) for audiovisual products upon request. When proposing such a concept, the Contractor will perform the necessary tasks to fully understand the objectives, communication context and timelines of the Contracting Authority, in order to deliver creative concepts that result in products that are appealing and of good value for money.

2) Casting: The Contractor shall ensure the casting for the various productions, as needed, proposing actors or voice actors in accordance with the creative concept and/ or requirements of the Contracting Authority.

3) Audio and Video Production: The Contractor shall deliver, as per the needs of the Contracting Authority, video productions in various formats: documentaries, testimonials, news-style coverage (reportage), teasers, 360° videos, drone shots, timelapses, stock footage, podcasts, “close to the action” mobile phone videos, and other video products aimed at social media distribution. The Contractor shall offer these formats in low or high resolution depending on the Contracting Authority’s need for quality and speed.

The productions may involve the organisation of recordings, shootings, interviews, filming of events and the use of stock material (images, stock footage, stock music) or the creation of original material.

The fixed price for videos shall be based on the complexity of each video and its duration, in accordance with the following categories:

• Low: max. 1’30’’, basic shooting required, combined with stock footage, basic graphics

• Medium: longer than 1’30’’ and max. 5’, stock footage or shooting may be required, basic and complex graphics

• High: longer than 5’ and max. 15’, complex graphics, shootings required and/ or actors involved.

The fixed price for podcasts shall be based on the duration. Regardless of duration, the Contractor must provide one moderator for the podcast in English.

The fixed price for podcasts shall be based on the complexity of each video and its duration, in accordance with these categories:

• Low: max. 10 minutes

• Medium: max. 20 minutes

• High: max. 30 minutes.

4) Animation: The Contractor shall deliver 2D and 3D animated videos using techniques such as video scribing, stop-motion, animated cartoons, animated comic-strips, etc. to create presentation or informative/ explainer videos.

As the complexity of the production may vary greatly from project to project, the fixed price for animation shall be based on the number of hours the contractor will work on each project.

5) Subtitling, Voice-over and Dubbing: The Contractor shall deliver subtitling, voice-over and dubbing in the languages of the target audiences (EU official languages). The choice of the voice artists will be based on the theme and atmosphere of the video product, however the final choice on the voice-over artists, proposed by the Contractor, will be made by the Contracting Authority.

Videos with subtitles will be delivered both in closed and open caption versions.

6) Transposition and Reproduction: The Contractor will ensure the transposition and reproduction of all products for dissemination in the appropriate formats, e.g., for video in 4:3 or 16:9; SD, HD, 4K, or any other format which will become widely available; for audio in MP3, MP4 or any other encoding accepted as part of industry standards (the formats required will be determined when the specific order is placed).

7) Other Audio-visual Services: The Contractor will also assist the Contracting Authority in delivering other types of audiovisual products, as needed, and upon request by the Contracting Authority. One notable example would be livestreaming and webinar facilitation and support. In addition to the delivery of audiovisual productions to target audiences, the Contractor will make available to the Contracting Authority the masters of the edited material, raw footage and full rushes of the audio-visual products, accompanied by shot lists with time codes and an accessible transcript in English, whenever required.

The Contracting Authority will determine in the Specific Contract the formats and numbers of copies required. The Contractor will deliver all edited productions in formats adapted for web distribution, including high-definition and low-definition streaming formats (and in 4:3 or 16:9 as required), suitable for viewing with widely available end-user software, also covering mobile devices.

The Contractor is expected to keep up to date with new developments and trends, particularly with regard to the production and distribution of audiovisual materials.

4. Analytics

The Contractor may be asked to research, produce and deliver web analytics reports using analytical tools provided or requested by the Contracting Authority. The report will contain an executive summary. The report needs to be based on thorough data analysis and interpretation and supported by a visually appealing presentation. The report will gather trends for the main indicators as per the Specific Contract, e.g. website visits, most visited pages/ sections, visits per section, bounce rate, referring domain, geographic distribution, device/ OS distribution, etc.

The Contractor may be required to analyse the Contracting Authority’s social media presence, performance and trends.

The report will be delivered in a format to be agreed with the Contracting Authority.

5. Artificial Intelligence integration

The Contractor may be required to integrate Artificial Intelligence solutions into communication initiatives (e.g. automated bots for assistance, training AI models to deliver editorial or research support, etc).

6. Subscription services

The Contractor may be required to provide the Contracting Authority with support for creative content production needs through one-stop-shop solution for the digital content platforms such as Shutterstock, Speechify Studio, Synthesia, Envato, etc.

7. Web and Mobile App Development Services

The Contractor may be required to provide innovative solutions for multimedia applications based on web and mobile technologies (interactive publications, multimedia presentations, online quizzes and games, website tours, Augmented Reality [AR] apps, etc.; list not exhaustive), including all services from creative conception to testing and roll-out.

For microsites or landing pages, the output shall be compatible with the Contracting Authority’s technical infrastructure (e.g. PHP, nginx) and follow best practices in terms of web design and development, especially for responsiveness, digital accessibility and cyber security hardening.

8 Delivery and dispatching

The Contractor may be requested to provide delivery and dispatching services (e.g memory sticks with original files of digital outputs etc).

Lot 2: Printing and production of corporate promotional items

The purpose of Lot 2 is to provide to the Contracting Authority a wide range of services related to the preparation, production, and dissemination of information/ promotional materials targeted at eu-LISA stakeholders.

The Contractor shall be able to print and/or deliver the deliverables to Vesilennuki 5, Tallinn within 24 hours of acceptance by eu-LISA, as per the Specific Contract. The deadline applies for promotional items and info stand products, provided that requested items are in stock.

Services

The main services to be provided under Lot 2 are the following:

1. Printing

The service includes leaflets, brochures, reports, information packages, posters, information sheets, factsheets, greeting cards, document wallets (list not exhaustive) for use at public and/ or stakeholder events.

The Contractor is requested to provide the following services related to the pre-and post-production process: layout, preparing the files for printing, printing and delivery.

2. Corporate promotional items

The service includes identifying, producing and branding corporate gifts and give-away gadgets, roll-ups, flags, backdrops, and any other indoor or outdoor signage systems (list not exhaustive) that are in line with eu-LISA’s visual identity, for use at public and/ or stakeholder events. Promotional items or gadgets include pens, conference bags, cotton shopping bags, mugs (list not exhaustive) and other promotional items or gadgets.

The Contractor is requested to provide services that are related to the identification of suitable samples and to all the parts of their pre-and post-production process: concept, branding/ design, production, printing and delivery.

The Contractor is requested to ensure that all proposed items can be customised (for instance with a logo) in one or more colours and/ or a short text or a URL address or a QR code (where the product’s dimension allow), if requested by the Contracting Authority.

3. Info-stands

When required by the Contracting Authority, the Contractor will be in charge of the design, development, production, equipment, delivery, installation, maintenance and dismantling of an info-stand for a specific Thematic Communication Initiative. According to the format of the stand, this also includes providing required relevant equipment and furniture, water, electricity, cleaning, security, Internet connection, and other services/ equipment that may be needed, as well as renting the exhibition space when necessary.

Stands will be priced and organised as follows:

• Basic stands: regular conference stands, with minimal decoration, or decorating blank stands already placed at the disposal by venue owners or conference and fairs organisers with banners, posters and other printed material and max. two (2) flat screens.

• Medium complex stands: more complex stands requiring some construction, usually integrating at least two flat screens and lighting, significant decoration (such as large vinyl decals) and other elements.

The Contractor may also be requested to organise/ facilitate the participation of the Contracting Authority in fairs and events with an existing stand that is adaptable to different spaces. The Contractor may be asked to organise the transport, set-up and dismantling of existing stands within EU countries.

4. Delivery and dispatching

The Contractor is requested to provide delivery and dispatching services of various outputs produced under Lot 2. The specifics, such as location, contact persons and access rules will be included in the Specific Contract.