request for proposal (rfp)...approve the designs, laser proof and machine proof of materials before...

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Request for Proposal (RFP)

Designing and producing communication materials for Swisscontact South Asia Regional Office.

Background

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. Swisscontact promotes

economic, social and ecological development by supporting people to successfully integrate into local

commercial life. It creates opportunities for people to improve their living conditions as a result of

their own efforts. The focus of systemic interventions in the private sector is the strengthening of local

and global value chains. Since it was founded, Swisscontact has maintained close ties with the private

sector. Swisscontact is active in 32 countries with a workforce of over 900 people. The organisation is

based in Zurich. Swisscontact concentrates on four core areas of private sector promotion:

Skills Development

SME Promotion

Financial Services

Resource Efficiency

Swisscontact South Asia Regional Office (SARO) is based in Dhaka, Bangladesh and has the mandate to

develop and maintain the foundation’s portfolio of development projects in South Asia. For more

information, please refer to www.swisscontact.org/southasia.

Objective

Swisscontact South Asia Regional Office is seeking a service provider for designing and producing

communication materials to disseminate information with its key stakeholders both internally and

externally. The aim is to maintain and strengthen relations with Swisscontact’s stakeholders in South

Asia.

Target Audience for Communication Materials

Donors; Partners in public and private sector; Government agencies; NGOs, Swisscontact employees

and beneficiaries.

Roles and Task

Role of the service provider

The service provider will use their expertise to design and produce communication materials that

appear coherent with the organisation’s vision, mission and corporate communication guideline.

Task of the service provider

Design communication materials as per requirement from Swisscontact South Asia

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The agency will provide drafts for review as per each assignment’s timeline

The agency will provide draft designs (in original format i.e. ai format etc.) and final output (high

resolution pdf and for online publishing where applicable) in CD/DVD/memory stick of all the

materials designed and produced under each assignment

The agency may or may not be responsible for production of printing materials

If the agency will be responsible for outsourcing production of any printing materials then the

agency will have to submit three (3) third party quotations. Here they agency may claim a

supervision fee

In case of printing, the agency will provide a laser proof and machine proofs before final

production for quality assurance

The agency will be responsible for ensuring quality and timely delivery of final product as per each

assignment from South Asia Communication

Role of Swisscontact

Provide orientation to the agency on the specifications and requirements of each assignment

Provide feedback during the production (designing, editing, printing etc.) of each assignment

Approve the designs, laser proof and machine proof of materials before final production

If the agency submits the three third party quotations for outsourced work, Swisscontact South

Asia reserves the right to select and approve the outsourced service provider. (The commission

rate will be negotiable with Swisscontact South Asia)

Swisscontact reserves the right to change and revise the work assignments as per organisational

need and requirement

Proposal Requirements

Technical Proposal

The technical proposal should include the following elements:

1. Organisational Profile

Description of organisation’s establishments, relevant experience, relevant client list with type of

work done

Brief of organisation’s management team and their experience with relevant staff list with roles

2. Organisational capacity

Description of capabilities and related experience in designing and producing printing materials

such as annual reports, banners, brochures, leaflets, cards etc. (refer to annex 1 for list of

materials)

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Examples of Creative/innovative ideas and sample of communication materials/giveaways

Describe capability of organisation in designing, English to Bangla/Bangla to English translation,

proof reading/editing, printing and quality assurance. (Important: mention in-house capacity and

outsourced work where applicable)

Mention if organisation has in-house collection of photo gallery for Eid, Pohela Boishakh etc.

3. Proposed Staff

Staff members who will be assigned to this account; percentage of their time, which will be

devoted to this account

Detailed description of staff experience

4. Supporting Materials Expected with the Technical Proposal

The Technical Proposal should include creative samples of Annual Reports, Brochures, Cards (New

Year, Pohela Boishakh, Eid-ul-Fitr) etc. (Refer to Annex 1 for a full list of communication items for

sample submission).

Financial Proposal

The Financial Proposal must be submitted separately in a sealed envelope along with the Technical

Proposal. The itemised budget needs to include the designing costs of the items (available in Annex 1)

and other service costs (if applicable). Include the third party quotations (if necessary) here.

Additional Documentation

a) It is mandatory for bidding organisations to submit documentary evidence demonstrating their

legal, taxation and financial status. This includes:

A certificate of incorporation (for individual companies, a trade license);

Joint stock registration certificate (if applicable)

An organisational organogram of key personnel, inclusive of the names of such personnel;

Tax Identification Number (TIN);

VAT registration number;

Proof of a segregated account (providing the name and address of such an account);

Other valid papers (Provided by Government institutions)

b) The vendor has to bear all Annual Income Tax (AIT)

c) Percentage of VAT and total amount of VAT should be mentioned in the proposal.

Selection Criteria

The following criteria are generally applicable for evaluation of the potential firm:

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Quality based evaluation will be applied by Swisscontact evaluation team

All proposals submitted in a different format and/or structured differently than mentioned above

will be excluded from the evaluation. Missing information or materials requested will disqualify

the applicant

The applicant achieving the highest score in the proposal will be awarded the contract provided

budget agreement can also be reached. If there is no budget agreement, the next best scoring

proposal will be negotiated

Swisscontact has no obligation to award the contract to any applicant if the proposals submitted

do not match the quality and/or the budget requirements of Swisscontact

Swisscontact has no obligation to provide any further information to the applicants or any other

3rd party about the evaluation process and its results

The scoring criteria will be:

Criteria Weight

Background and experience of the organisation 5

Personnel involved in the assignment 10

Creative ideas and Designing capability/capacity 30

Editorial capacity (Print editing and media supervision) 15

Printing quality assurance 15

Samples of previous work 5

Financial proposal 20

Total 100

Note: A proposed timeline for selected materials is provided in Annex 2 for your reference.

Submission Details

Interested parties should submit the technical and financial proposal by 02 December 2015 to the

address mentioned below:

Head of Operations

Swisscontact

House 19, Road 11, Baridhara

Dhaka 1212, Bangladesh

For more information please send e-mail to [email protected]

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Annex 1 Rate Chart for Financial Proposal

Name of Agency:

Date:

Items In-house (Yes/No) Outsourced

(Yes/No) Unit Design/Other

Adaptation/ Correction

1 Banner

Backdrop Pcs

X-stand Banner Pcs

Roman Banner Pcs

2 Booklet/Annual Report Pcs

3 Brochure Pcs

4 Calendar

Desk Calendar Pcs

Wall Calendar (12 pages) Pcs

Wall Calendar (6 pages) Pcs

5 Diary Pcs

6 Electronic Media Coverage

7 Festoon Pcs

8 File Folder Pcs

9 Flipchart Pcs

Template Pcs

10 Greeting cards Pcs

Photo Sourcing Per photo

11 Leaflet/Flyer (1/2-pager) Pcs

12 Notebook Pcs

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Items In-house (Yes/No) Outsourced

(Yes/No) Unit Design/Other

Adaptation/ Correction

13 Poster Pcs

14 Press Release Per paper

15 Print Media Coverage per channel

16 Signboard Pcs

17 Sticker Pcs

18 CD/DVD with Cover Pcs

Annex 2

Items

Wk 1 Wk 2 Wk 3 Wk 4 Wk 1 Wk 2 Wk 3 Wk 4 Wk 1 Wk 2

1 Asia Regional Report 2015

2 Global Annual Report 2015

3 File Folder

4 Greeting cards

Season’s Greetings

Pohela Boishakh

Eid-Ul-Fitr

5 Leaflet/Flyer (one-two-pager)

6 Notebook

2016

Proposed Timeline for selected upcoming communication material designing and production

December January February

2015

Annex 2

Items



3 File Folder

4 Greeting cards


Pohela Boishakh

Eid-Ul-Fitr


6 Notebook



2016

AprilMarch


February

Annex 2

Items



3 File Folder

4 Greeting cards


Pohela Boishakh

Eid-Ul-Fitr


6 Notebook



2016

May June July

Annex 2

Items



3 File Folder

4 Greeting cards


Pohela Boishakh

Eid-Ul-Fitr


6 Notebook



2016

July August September

Annex 2

Items



3 File Folder

4 Greeting cards


Pohela Boishakh

Eid-Ul-Fitr


6 Notebook



October November December

2016

Annex 2

Items



3 File Folder

4 Greeting cards


Pohela Boishakh

Eid-Ul-Fitr


6 Notebook


Wk 3 Wk 4

December

2016

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