Request for proposal: Graphic Design and Layout Services

Background

The Inter-Parliamentary Union (IPU) is the global organization of parliaments. It was founded in 1889 as the first multilateral political organization in the world, encouraging cooperation and dialogue between all nations. Today, the IPU comprises 179 national Member Parliaments and 14 regional parliamentary bodies. It promotes democracy and helps parliaments become stronger, younger, gender-balanced and more diverse. It also defends the human rights of parliamentarians through a dedicated committee made up of MPs from around the world.

The IPU produces a suite of publications, printed and online marketing assets during the year for which it requires the services of a graphic designer or design agency to create high quality graphic design and publication layout.

The purpose of this Request for Proposals (RFP) is to select one or more suppliers that the IPU can call on for graphic design and layout services in a long-term service level agreement.

Overview

Respecting the IPU’s visual identity and branding guidelines, the supplier will be called on to produce high quality design and layout according to the IPU’s needs and within short but realistic timelines.

Audiences

The IPU’s primary audience is the 46,000 parliamentarians in the world.

Languages

The IPU’s official languages are English and French. Some publications are also translated into Arabic and Spanish.

Scope of work

Working on preproduction with the IPU communications team to understand needs and ensure compliance with IPU branding and current templates.

Producing high quality graphic design and layout for approximately 20 multilingual publications and approximately 20 printed or online marketing assets per year.

Creating infographics and data visualization products when needed.

Creating new templates when needed.

Incorporating corrections from IPU authors and stakeholders on the layout.

Preparing high resolution printing packages (all layout and design files including pre-press for printing).

Capacity to manage heavy workload in the lead-up to the IPU’s twice-a-year Assemblies (March and October).

Expected overall deliverables

Under the overall guidance and supervision of the IPU communications team, the supplier(s) will help produce the IPU’s suite of publications, printed and online marketing assets.

Project timelines

Proposals should be submitted no later than: 17 August 2023.

 Proposals will be evaluated thereafter and the supplier chosen in September 2023.

Content of response

Proposals should contain the following: 

·            Your company’s qualifications, credentials and bios of core team

·            Brief narrative to describe how you would approach the project

·            Portfolio demonstrating similar experience

·            Contingency plans in case of multitude simultaneous projects, illness or holidays

·            Demonstration that you can deliver in English, French and Spanish

·            Cost proposals including:

1)     Daily rates for graphic design and

2)     Cost proposal and timeline for a standard multilingual publication with the following technical specifications:

A4 format

40 pages in full colour using an existing IPU template

Creation of 10 infographics and data visualization products

Layout in three languages (English, French, Spanish)

3)     Design for a 4-page flyer, bilingual English and French in full colour (no existing IPU template) including visuals and one infographic.

Criteria for selection

The IPU will evaluate each proposal and may contact the top proposals for follow-up questions or face-to-face meeting.

The IPU will choose the supplier based on the following criteria:

·            Experience of the company

·            Technical expertise and flexibility to accommodate quick turnarounds  

·            Quality of portfolio / past work 

·            Cost proposal