Background
The Inter-Parliamentary Union (IPU) is the global organization of national 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 183 national Member Parliaments and 15 regional parliamentary bodies. The IPU promotes peace, democracy and sustainable development, helps parliaments become stronger, younger, greener and more gender balanced, and defends the human rights of parliamentarians through a dedicated committee made up of MPs from around the world.
Since 2024, thanks to a UN Women grant, the IPU has been implementing one of the components of the European Union-funded Women and Youth in Democracy Initiative (WYDE). In this framework, UN Women, the IPU, the International Institute for Democracy and Electoral Assistance (International IDEA), and United Cities and Local Governments (UCLG), are implementing the WYDE│Women’s Leadership component through a programme entitled “Advancing Women’s Political Participation and Decision-Making through Social Norms Change, Networking and Global Advocacy”.
To enhance IPU’s impact in the WYDE│Women’s Leadership programme, the IPU seeks the services of a qualified service provider to produce high-quality publications and professional video products documenting and promoting IPU-led WYDE activities and the dissemination of related products. This includes the design and layout of high-quality publications and training materials, the production of videos and photos, and the conducting of interviews with MPs and relevant project partners.
The purpose of this Request for Proposals (RfP) is to select a supplier or suppliers that the IPU can call on for graphic design/layout and video production services under a service agreement.
Overview
Respecting the IPU’s and WYDE visual identity and branding guidelines, the supplier/s will be called on to produce high quality graphic design/layout and video production services according to the IPU’s needs.
The IPU Gender Programme Manager will supervise the supplier’s or suppliers’ work, in coordination with the IPU Communications Division where relevant.
Audiences
While parliamentarians are the primary audience, WYDE communication products are intended for a broad range of stakeholders, including policymakers, WYDE partners and their respective audiences, young women leaders and youth networks, civil society, as well as the wider public reached through online and social media platforms.
Languages
The IPU’s official languages are English and French. However, products planned in the context of this request for proposals will also be translated and produced in Arabic and Spanish.
Scope of work
The IPU requires:
A. Graphic design and layout services
B. Video and photo production and editing services to strengthen communications, visibility and the documentation of IPU-led WYDE activities.
The supplier/s will work closely with the IPU WYDE team and the IPU Communications team to understand needs and ensure full compliance with the IPU and WYDE branding guidelines, as well as the use of existing templates where applicable.
A. Graphic design and layout services
Key tasks include:
- Producing high-quality graphic design and layout for multilingual WYDE publications (reports, design of training modules, briefs, toolkits, concept notes, etc.)
- Producing online and printed communication and marketing assets (social media visuals, WYDE promotional cards, flyers, banners, etc.)
- Creating infographics and data visualization products, as required
- Creating, adapting and updating templates when needed (publication templates, training modules templates, presentation templates, social media templates)
- Incorporating corrections and feedback from the IPU WYDE team and the IPU Communications team throughout the design/layout process
- Preparing high-resolution, print-ready packages, including pre-press files, as relevant
B. Video and photo production and editing services
Key tasks include:
- Producing institutional and thematic WYDE videos and photos (including highlight photos and videos from WYDE events)
- Filming and/or editing interviews with parliamentarians and other WYDE event participants (e.g., conversation/interview formats)
- Producing short-form social media videos for online platforms and other channels (15 to 60 seconds)
- Providing video coverage of WYDE high-level events in Geneva and abroad (travel costs abroad covered by the IPU where applicable)
- Adding multilingual subtitles/captions, basic motion graphics and branded elements, ensuring overall brand consistency
- Delivering platform-optimized formats for dissemination (e.g., YouTube, X, Instagram, LinkedIn)
Expected overall deliverables
The supplier/s will support the production of WYDE publications and communication products, including:
- Multilingual publications and promotional assets (print and digital)
- WYDE video and photo products (event photo and video coverage, promotional videos, educational videos, interviews)
- Social media visual and video content packages
Project timeline
The contract is expected to begin on 7 April for an initial duration of 10 months.
Content of proposal
- Company/consultant qualifications, credentials and bios of core team
- Brief narrative describing how you would approach the assignment and ensure quality, timeliness and brand compliance
- Portfolio demonstrating similar experience including:
- Links or attachments to at least three relevant graphic design/layout samples
- Links to at least three relevant sample photos and videos - Contingency plans in case of multiple simultaneous projects, illness or holidays
- Cost proposal, including a minimum for the following:
Graphic design and layout
- Daily rates for graphic design
- 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 and WYDE template
- Creation of 10 infographics and data visualization products
- Layout in three languages (English, French, Spanish) - Design for a 4-page flyer, bilingual English and French in full colour (in WYDE/IPU template) including visuals and one infographic.
Video and photo services
A detailed cost proposal on and including examples of the following:
- A five-minute institutional/thematic video with substantial edits
- A two-minute interview video
- A daily rate for on-site filming (Geneva or other location)
- A daily rate for on-site photography (Geneva or other location), including editing and delivery of high-resolution files.
Criteria for selection
The IPU will evaluate each proposal and may contact the top proposals for follow-up questions or meeting.
The IPU will choose the supplier or suppliers based on the following criteria:
- Experience of the company/consultant
- Technical expertise and flexibility to accommodate quick turnarounds
- Quality of portfolio/past work
- Cost proposal
