Request for Proposals: Graphic Design and Layout Services

1. Background

The Inter-Parliamentary Union (IPU) is the global organization of parliaments. It was founded 130 years ago 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 13 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. Twice a year, the IPU convenes over 1,500 parliamentary delegates and partners in a world assembly, bringing a parliamentary dimension to global governance, including the work of the United Nations and the implementation of the 2030 Agenda for Sustainable Development.

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 12-month service level agreement, renewable to the end of 2021.

2. Overview

Objective

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.

3. 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.
• Creating infographics and data visualization products when needed.
• Assisting in the selection of photographs with the IPU communications team and adjusting visual elements for the layout.
• 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).
• Supervising the printing process by liaising with printing houses and the IPU communications team. 

4. Expected overall deliverables

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

5. Project Timeline

Proposals should be submitted no later than: 31 December 2019.

Proposals will be evaluated thereafter and the supplier chosen in January.

6. 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
• 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. Cost proposal and timeline for the design for a 4-page flyer, bilingual English and French in full colour (no existing IPU template) including visuals and one infographic.

7. 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