United Nations Development Programme
Regional Bureau for Europe and the CIS, Bratislava Regional Centre
REQUEST FOR QUOTATIONS and Terms of Reference
Date: 12 March 2010
Deadline for the submission of quotations: 29 March 2010, 17:00 CET
Title: Graphic design of the Development and Transition newsletter’s PDF version and
delivery of newly designed template
Expected completion date: 29 April 2010
Development and Transition is a newsletter that has been published online and in printed
version since 2005 by the United Nations Development Programme (with the London School of
Economics as the contracted partner). UNDP is now in the stage of revamping the newsletter’s
website (www.developmentandtransition.net) both in terms of design and functionality. In
addition, UNDP would like to redesign and develop a new template for the PDF version of the
newsletter. PDF version appears on the Development and Transition website and at the same
time it is used by the printing company as a “ready to be printed” version for final print.
The Development and Transition newsletter focuses on Eastern Europe and the Commonwealth
of Independent States – the countries covered by UNDP’s Regional Bureau for Europe and the
Commonwealth of Independent States (RBEC). It is published in both English and Russian three
times a year. Each issues focuses on a theme. Examples of past themes include ‘Private Sector
and Poverty Reduction’, ‘Climate Change’ and ‘The Regional Impact of the Global Economic
The newsletter is distributed to all staff at UNDP’s Regional Bureau for Europe and the
Commonwealth of Independent States (over 1,500 people) and some 3,500 external
subscribers. The newsletter is distributed both online (available in HTML and PDF) and in
printed copies at forums and launch events.
The newsletter’s (PDF) recent design was created in 2005 (sample:
pdf). Each issue of the newsletter is printed both in English and in Russian.
The newsletter is read by partners from academic institutions, international organizations, think
tanks, governments, business, NGOs and the media from more than 100 countries all around
2. Objectives of the assignment:
The objective of this assignment is to re-design the PDF template for the Development
and Transition Newsletter. Each issue of the newsletter contains: text with titles, photos with
caption, charts and diagrams. The nature of the newsletter content remains unchanged, the re-
design should focus on the general layout incl. main header, structure of the pages, flexibility
with the main/first page where content appears (e.g. the editorial text may be considered
shorter), pictures/graphs/charts design, number of columns, colours etc.
The template must be designed to layout possible solutions in the file with each new
issue where different pictures, graphs, charts and text of different length would be added and
Format of the newsletter:
• A4 format (21 cm x 29,7 cm)
• Full colour
• Font type: Myriad Pro
• Number of pages ranges from 24-32.
As each issue of the newsletter focuses on specific theme, so far the distinct feature for each
issue was a specific (different) colour of the newsletter.
3. Tasks and deliverables expected from the contractor:
The contractor will work in close collaboration with Communications and Knowledge
Management Team. Specific deliverables include, but are not limited to the following:
• Submission of the preliminary layouts/design proposals for discussion with UNDP –
Provide 3 draft designs to choose from, including cover page and two inside pages to
see how the text as well as graphics and tables will look,
• Revision of the selected layout as discussed with UNDP. Discussions on layout will be
channeled via email, calls, personnel meetings are not strongly necessary (in case the
contractor is from abroad).
• Design and layout of the newsletter template completed and finalized,
• Ensure all corrections have been inserted,
• Obtain a final sign off from UNDP before submitting the final electronic file/template (in
Quark Xpress or Adobe InDesign),
• Delivery of the final electronic file/template to UNDP.
At the beginning of the joint cooperation, UNDP and the contractor will agree on a detailed plan
of activities and tasks in order to deliver the product as per the plan.
4. Required qualifications and skills:
o Offeror must be a reputable graphic designer with prior experience designing
o Offeror must be experienced in commercial print management.
o Offeror must have experience in designing multiple language versions.
o Offeror has good experience of working on creative solutions.
o Offeror has worked in the area of development cooperation
o Offeror must guarantee timely delivery of publication.
o Samples of works to be elaborated in appropriate quality and displaying offeror’s
o Ability to communicate in English
5. Submission of quotations:
o Cover letter addressing the requirements stated: incl. Short description of your
company/ entity including years of experience (min. requirement is 3 years),
previous works, information on Corporate Social Responsibility principles and Green
Policy applied in your company, etc.
o Detailed CVs of designers/experts
o References/contacts (please provide at least 3 organizations that employed your
similar type of services)
o Design proposal/sketch for the new design of the Development and Transition
newsletter (based on first three pages of the existing newsletter:
o Links to/samples of previous similar work done
o Price quotation as per requirements
o A price quotation (should be signed by the authorized representative) in USD
6. Price quotation
Description Amount: No Unit price (in Total Price in
of hours USD excl. VAT) USD (without
Fees – preparation of design template
for D&T Newsletter
Other costs (if applicable, please
specify in detail)
VAT – if applicable*
Total including VAT
*please note that the contract will be signed between UNDP Bratislava RC and the winning
entity. For your information we don’t have Tax identification No. assigned and have a status of
Diplomatic mission in Slovakia. We recommend you to consult your local tax office to obtain
correct information on VAT implications in this respect. The total price in the offer has to be
calculated based on this information (i.e – if VAT isn’t applicable you shouldn’t include it and vice
The deadline for submitting of quotations, which should contain all required
information is 29 March, 17:00 CET
Quotations are to be submitted in hard copy or electronically to:
Mr. Miroslav Hrenovcik
UNDP Bratislava Regional Centre
811 09 Bratislava, Slovakia
Or to an email address: firstname.lastname@example.org
Any queries regarding this RFQ should be sent to Milka Bindasova, email:
email@example.com in writing.
Marked with “Graphic design of the Development and Transition newsletter’s PDF (printed) version
and delivery of newly designed template”
8. Selection criteria:
RFQ method – responsiveness to the TOR and the lowest price. Received proposals will be
assessed and evaluated by an Evaluation Committee formed for this purpose.
9. Validity of the quotation:
Quotations shall remain valid for sixty (60) days after the date of quotation submission
prescribed by the procuring UNDP entity, pursuant to the deadline clause.
UNDP shall effect payments to the Contractor after acceptance by UNDP of the invoices
submitted by the contractor, upon achievement of the corresponding milestones.
The contractor will work under the coordination of and report to UNDP Bratislava Regional