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Graphic design and other communication services for the UN agency in Copenhagen. Report to me:)


• LOT 1: Print and promotional materials

• LOT 2: Social Media packs

• LOT 3: Digital design and web design

UNFPA – United Nations Population Fund, Marmorvej 51, 2100 Copenhagen DENMARK

*** 3-years long long term agreement (LTA) with one or more

*** EVALUATION: Total Score = 70% Technical Score + 30% Financial Score

*** DEADLINE: All Bids comprising of Technical and Financial parts should reach the below and corresponding addresses no later than 13 February 2023, at 13:00 Copenhagen time

Bidders are asked to acknowledge receipt of this RFP using the Bid Confirmation Form SECTION VI – ANNEX A: BID CONFIRMATION FORM. A completed Form should be e-mailed to: SCMU HQ Team no later than 06 February 2023

STATEMENT OF WORK: UNFPA outsources graphic design services so is exploring the establishment of a roster of pre-approved graphic design vendors for use on any and all varieties of UNFPA material, including digital products, subject to review based on performance.

This agreement is not intended to cover design of books or other publications. It does not include the coordination of editorial services, translations, printing, distribution, web programming. The full range of editorial production services will be provided by the print and digital publications LTA.

Deliverable dates will be on a by project basis. Deliverable dates must be determined by UNFPA and the contractor at the start of each new project. The contractor will be expected to respond to any UNFPA inquiry within five working days and provide an estimate for the hours/days necessary for project completion.

Some projects may require production in multiple language versions, those languages typically being English, French, Spanish, Arabic, Russian and Chinese.

Proficiency in creating responsive designs for both desktop, tablet and mobile in predetermined dimensions is essential.

REQUIREMENTS: Design services must meet both technical and qualitative standards.The submitted portfolio should seek to illustrate the following:

LOT 1: Print and promotional materials

1. Technical and creative diversity and proficiency, including:

a. creation of print and promotional materials, including banners, posters, pamphlets, etc.

b. ability to include infographics and other visualization of complex data

LOT 2: Social Media packs 1. Technical and creative diversity and proficiency, including:

a. the creation of engaging social media assets for Twitter, Facebook, LinkedIn, Instagram and YouTube, including static cards, GIFs, short videos in square and vertical formats, photo collages, Canva templates, banners, etc.

b. the creation of data visualizations for social media audiences (e.g., infographics, animations, carousel posts, etc.)

LOT 3: Digital design and web design

1. Technical and creative diversity and proficiency, including:

a. creation of print and promotional materials, including banners, posters, pamphlets, etc.

b. visualization of complex data for both print and digital audiences (e.g., infographics, time series animations, etc.)

c. digital design including HTML5 graphics and animations, website layout and design (coding not required)

Applicable for all deliverables:

● Experience in communicating for impact

● Track record must include experience with ethical design (understanding how to apply client values to a design project, including politically or culturally sensitive projects)

● Samples must show communication for audiences across borders (e.g., with elements that work for international audiences, regional audiences, multilingual audiences, etc.)

● Samples should include design according to accessible standards

● Overall high quality design that is

○ visually appealing

○ clear and inviting

○ communicates effectively

● Adherence to, or creation of, brand standards via logo design, icon creation, etc.


Documents establishing eligibility and conformity to Bid documents

Evidence of conformity of the goods/services to the Bidding documents may include the following documentation as described in clauses 17 Technical Bid and 18 Financial Bid, to be completed and returned in hard copies or in electronic format depending on the submission approach selected.

Submission of a Bid that does not substantially respond to the UNFPA Bid document in every respect shall be at the Bidder’s risk and may result in a rejection of the Bid.

All required documents returned with the Technical Bid should be submitted in PDF version. The Financial Bid should be submitted both in PDF version and Excel version.

Technical Bid

Documents establishing the eligibility of the Technical Bid:

Completed and signed Bid Submission Form; SECTION VI – ANNEX B: BID SUBMISSION FORM, in PDF format. Note: if the bid submission form is not submitted or not signed, and provided the bidder has not indicated they do not accept any of the conditions required in this form, UNFPA shall consider that the bidder has accepted all such conditions. For the sake of good order, at the time of bid evaluation UNFPA will request the bidder to provide the signed Bid Submission Form.

Completed Bidder Identification Form; SECTION VI – ANNEX C: BIDDER IDENTIFICATION FORM in PDF format.

Completed Bidder’s Previous Experience; SECTION VI – ANNEX D: BIDDER’S PREVIOUS EXPERIENCE in PDF format.

Technical Bid, including documentation to demonstrate that the Bidder meets all requirements. The Technical Bid should be presented concisely and structured to include but not necessarily be limited to the information listed in SECTION II – ANNEX B: INSTRUCTIONS FOR PREPARING TECHNICAL BID in PDF format

Supporting documents/information per the Supplier Qualification Requirements; SECTION V: SUPPLIER QUALIFICATION REQUIREMENT

Copy of last three years of audited financial statements.

Financial Bid

Bidders must complete the Price Schedule Form in accordance to SECTION VI – ANNEX E: PRICE SCHEDULE FORM – both in PDF format (signed version) and excel format. The separate Financial Bid must contain a quotation in a single currency, itemizing all services to be provided.

Please consider the following information when completing the Price Schedule Form:

The Price Schedule Form must provide a detailed cost breakdown, as shown in SECTION VI – ANNEX E: PRICE SCHEDULE FORM. Bidders are required to provide separate figures for each of the steps for each item.

Estimates for out of pocket expenses should be listed separately. Where installation, commissioning, training or other similar services are required to be performed by the Bidder, the Bidder shall include the prices for these services broken down into itemized prices.

All prices/rates Bid must be exclusive of all taxes, since UNFPA is exempt from taxes. The applicable unit of measure should be clearly indicated.

Submit this Financial Bid in a separate envelope/email from the rest of the Technical Bid.

Technical evaluation: The Technical Bid is evaluated on the basis of its responsiveness to the Terms of Reference shown in Section II, the Technical Bids submitted by the Bidders and the evaluation criteria published below.

The technical evaluation for each lot will be based on:

• Portfolio review, accounting for the qualities enumerated below. (see REQUIREMENTS section)

• Company/designer profile

• Experience

Technical Proposal Evaluation

Strength and relevance of design portfolio: (see REQUIREMENTS section below)

• Technical and creative diversity and proficiency

• Experience communicating for impact

• Overall high quality

Max 100 points Weighting 70%

Company/designer profile

• CVs of designers

• Number of years in business

• Capacity to work in languages other than English

Max 100 pts 15%

Client previous experience

• Demonstrated client list over the last 3 years

• Previous experience with the UN

• Capacity to work in languages other than English

Max 100 pts 15%

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