Procurement Notices

INDIVIDUAL CONSULTANT PROCUREMENT NOTICE

1. BACKGROUND

See attached ToR

Scope of the study: Visibility, publicity and dissemination services are required, for two training modules (Safe Social Life; Learning and Personal Development) within the scope of Civic Training for Conscripts (Mehmetcik) Project, which have been included in the project in later phases as an addition to the first six modules. These services, details of which are given in this section, shall be provided in line with EU visibility guidelines and in coordination with UNDP (in close cooperation with the UNDP TAT Visibility expert). The items requested shall reflect project identity and be in general harmony and consistency both within each other and within the designs of the previous 6 modules. The summary of the services is: Design of stage background and invitation for closure event; Design of 12 books and 2 DVD booklets; Design of Master set and Training set boxes per module; Design of 2 posters, 2 banners and 2 roll-ups. The selection of publicity photographs to be used for the two modules has been made and will be handed to the expert by the UNDP to be used in designing process. The design of each item listed above has been completed for the first six modules. The designs required for the additional two modules, will consist of placement on content materials, in line with the first six modules, and all designs will be submitted ready for print. Designing the Stage Background, and Invitation for closure event The expert shall design stage background to be used in project closure event in line with visual identity of the project and EU visibility guidelines. It shall be designed in vectoral format and in fonts used (ai, psd, etc.) and submitted to UNDP. In addition, the invitation (4 Panel, Gate Fold) for the event of the project shall be designed in coordination with UNDP (in close cooperation with the UNDP TAT Visibility expert).  Designing 12 books and 2 DVD booklets and 2 DVD boxes There are two training modules in the project: 1) Safe Social Life, 2) Learning and Personal Development. Under each module six content materials have been developed: 1) draft frame & frame text, 2) module and session plans, learning activities, supporting texts for scenarios, 3) scenarios, 4) handbook for resource persons, 5) handbook for conscripts, 6) DVD booklet. The six materials per module (12 materials) shall be designed as separate book. The first five materials consist of certain number of pages (in A4 size, 12 New Times Roman, 1,5 line space) of text per module. The expected number of pages are presented in the table below.(Number of pages is subject to change at the discretion of UNDP) Sixth material involves 6 DVDs (5 training video DVDs and 1 DVD for the texts developed per module) per module. The DVD booklet shall be designed in a way consisting of 12 pages which shall present a short text on one page and the DVD on the other. The size will be 15.5cm x 22.5cm x 2.5cm. The designs for the DVD boxes of each of the two separate modules (2 DVD boxes in total) besides the DVD booklets will be conducted. The designs of these two DVD boxes will be the same as the previous designs prepared for the first six modules, however the content and visuals will be organised for these two modules. The sample designs and the visuals to be used for the two DVD boxes prepared for the six modules will be handed to the expert by UNDP. In addition to these, where deemed necessary and where the UNDP does not provide the expert with cover and inner-page visuals, the expert will be responsible for providing these visuals and presenting them to the beneficiary. The payments for these visuals, where necessary, will be made by the UNDP. Design of the above mentioned items for each module shall be distinctive and also all designs shall be in harmony and consistency both within each other and with the designs of the first six modules. The fonts, font size and potential visuals to be used on the materials shall be the same as the materials of the first 6 training modules. Designs might be in four colors. All designs shall be entirely in line with EU visibility guidelines.   Table-Expected Number of Pages to be Designed Modules (number od pages)* Books Safe Social Life Learning and Personal Development 1) Draft frame & frame text 368 386 2) Module and session plans, learning activities, supporting texts for scenarios 63 99 3) Scenarios 250 250 4) Handbook for resource persons 69 75 5) Handbook for conscripts* 62 65 6) DVD booklet 60 60   Design of master set and training set boxes A master set shall be prepared consisting of the following per module: 1) draft frame & frame text, 2) module and session plans, learning activities, supporting texts for scenarios, 3) scenarios, 4) handbook for resource persons, 5) handbook for conscripts, 6) DVD booklet shall be added to the set. Each of those six materials per module shall be designed in 31cm x 23cm x 8cm and packed in a box in the same format as the first six modules. This box shall be designed for each module separately and also in consistency. It shall be a four-color design. These designs shall be made in coordination with UNDP (in close cooperation with the UNDP TAT Visibility expert) and in line with EU visibility guidelines. Also a training set shall be prepared consisting of the following per module: 1-draft frame & frame text, 2-handbook for resource persons, 3- DVD booklet, and 4) handbook for conscripts. These four materials shall be designed in 21cm x 28cm x 7,5cm and packed in a box in the same format as the first six modules. 6 different box designs for each module shall be made separately and also in consistency in coordination with UNDP (in close cooperation with the UNDP TAT Visibility expert ) and in line with EU visibility guidelines.    Designing Posters, Roll-ups and Banners The expert shall design 2 posters,2 Banners and 2 Roll-ups on the project’s two training modules for promotion and visibility purposes. Poster, roll-up and banner designs shall; ·        be delivered in a CD with 300 dpi resolution, in CMYK color mode and TIFF format. ·        shall be submitted in vectoral graphics such as Adobe Illustrator, Freehand or Corel Draw in a separate CD including its terms of use. Technical specifications of the poster, roll-up and banner designs are as follows: 2 poster designs, one poster is in 70cm x 100cm standard size, 4 colors; 2 banner designs, one banner is in 70cm x 200cm standard size, 4 colors; 2 roll-up designs, one roll-up is in 100cm x 200cm standard size, 4 colors, in the same format as the first six modules. They shall be in line with EU visibility guidelines and writings on it shall be readable size. Where the beneficiary or the UNDP does not provide the expert with poster, roll-up and banner visuals, the expert will be responsible for providing these visuals and presenting them to the institution for approval. The payments for these visuals, where necessary, will be made by the UNDP.  Tasks and Responsibilities Based on the general scope of work provided above, the expert will be mobilized within the scope of the assignment.   Activity Estimated Number of Days Invested Designing 12 books and 2 DVD booklets and 2 DVD boxes 8 w/d Design of master set and training set boxes 1 w/d Designing Posters, banners, roll-ups 1 w/d Designing the Stage Background, and Invitation for closure event 4 w/d Contingency 1 w/d Total 15w/d   Timing, Duration and Place of Work The Assignment is planned to be launched on 08 Sept 2014 and completed by 22 Sept 2014. The number of days to be invested in each deliverable may change but the total number of days to be invested by the expert in the whole assignment shall not exceed 15 days in 1 month. The expert shall work in Ankara. Accommodation, in and intra-city travel, will also be met by the expert. There isn’t any planned assignment-related travel for the conduct of above listed activities. But in case of need for assignment-related travel by the expert, as authorized by UNDP, economy class travel and 4 Star accommodations shall be borne by UNDP through official UN Travel Agent. g.      Services and Facilities Provided by UNDP The UNDP Technical Assistance Team (UNDP TAT Visibility expert) will provide background information, samples of the designs of the first 6 modules for the expert. If requested, based on the availabilities, UNDP may provide the expert with a shared office space equipped with a PC and access to the Internet and a local telephone line.

The expected qualifications of the expert are as follows: General professional experience University Degree is required. Holding a BA in Graphic Design is an asset. Full proficiency (spoken and written) in Turkish is required and good knowledge of English is an asset. Minimum five (5) years of general professional experience is required. Excellent command of office software, such as word processors, adobe, InDesign and photoshop is required. Specific Experience ·        Having worked in projects of similar caliber in international organisations and/or government institutions is required. ·        Knowledge of press / print process is required. ·        A portfolio displaying minimum three (3) years of experience in similar design jobs is required. ·        Experience in applying the EU visibility rules is an asset. ·        Minimum three (3) years of experience in an ad-agency is an asset. Competencies Good inter-personal and cross-cultural communication skills Results Orientation Availability to work with UNDP during the complete indicated /approved period Demonstrated ability to communicate effectively with all stakeholders and to present ideas clearly and effectively Embrace the United Nations core values of integrity, professionalism and respect for diversity

Interested individual consultants must submit the following documents/information to demonstrate their qualifications: 1. Motivation Letter 2. Personal CV including similar past experience and at least 3 references 3. P11 Personal History Form The subject line of the e-mail for the applications should clearly read the application reference: Expert for Design of the Visibility Materials (Ref:MEH/IC/D) UNDP cannot be kept liable for applications rejected by its servers for reasons including, but not limited to, attachments with a virus. In order to avoid any conflict of interest, consultants previously engaged by UNDP within the scope of MİYE Project shall not be eligible for evaluation.

The financial proposal shall specify the daily fee, travel expenses and per diems quoted in separate line items, and payments are made to the Individual Consultant based on the number of days worked. (Shortlisted candidates will be asked for price proposals)

The expert is expected to prepare and submit the following deliverables collaboratively within the scope of the assignment: No Deliverable Description Estimated Submission Date Payment 1 Submission and approval of Designing 12 books and 2 DVD booklets and 2 DVD boxes (see Scope & Required Field of Specialization) Placement/design and making ready for print of content, in accordance with the example prepared for the first six modules 15 Sept 2014 - 2 Submission and approval of the designs of master set and training set boxes (see Scope & Required Field of Specialization) Placement/design and making ready for print of content, in accordance with the example prepared for the first six modules 16 Sept Aug 2014  - 3 Submission and approval of the design of Posters, banners and roll-ups (see Scope & Required Field of Specialization) Placement/design and making ready for print of content, in accordance with the example prepared for the first six modules 17 Sept 2014 - 4 Submission and approval of the designs of the Stage Background, and Invitation for closure event (see Scope & Required Field of Specialization) Placement/design and making ready for print of content, in accordance with the example prepared for the first six modules 21 Sept 2014 - 6 Submission and approval of the final report and the electronic versions of the deliverables. Provides the details of services delivered 22 Sept 2014 100% *Payments will be made on the basis of actual number of days invested in each deliverable, upon acceptance and approval of the deliverable, related services and timesheet by UNDP. The payment will be made in TL through conversion of the US$ amount to TL by UN official exchange rate valid on the date of money transfer.   At the end of the project all materials developed shall be submitted along with a final report providing the details of services delivered. The expert is responsible for delivering all deliverables in a CD and/or via e-mail to be defined by UNDP in vectoral format and in fonts used (ai, psd, etc.). In addition to the print-ready versions mentioned above, the expert will also provide the pdf format versions of all materials to be used as DVD content. The deliverables defined above shall be completed in the number of days indicated in the above table. Therefore the design process will be conducted in coordination with the UNDP TAT Visibility Expert and will be closely monitored by the UNDP and implementing partner. The deliverables shall be controlled by UNDP and the Implementing Partner maximum in 2 days after the submission of the deliverables by the expert. If there is any correction/revision request by UNDP and/or Implementing Partner, these shall be made by the expert in coordination with UNDP and the Implementing Partner maximum in 4 days after the correction/revision was submitted to the Contractor by UNDP. The deliverables shall be finally controlled and approved in two days by UNDP and the Implementing Partner. The expert will be hired under an Individual Contract (IC) and / or Reimbursable Loan Agreement (RLA) and be paid in TL on the basis of the number of days invested for each deliverable, as approved by UNDP. The payments in Turkish Lira shall be calculated through the official UN exchange rate, valid on the date of money transfer. The amount paid shall be gross and inclusive of all associated costs such as social security, pension and income tax. The consultant shall report to the UNDP DG Programme Manager. The expert will submit his/her individual ‘Activity Report and Time Sheet” with completion of the  deliverables in which s/he will indicate the actual number of days invested for the achievement of each deliverable. Payments will be effected upon submission of the deliverables stated in Section 3 of the related ToR, and upon acceptance and approval of the services provided by him/her by UNDP, as indicated in the ‘Activity Report and Time Sheet”, in line with the relevant rules and regulations of UNDP. The payment will be made in max one month time after the approval of the deliverables.

Applicants meeting the minimum requirements listed in the Terms of Reference will be short-listed and asked for price proposals. The selection of the Consultant will be made in accordance with the quality- cost based selection method (70 % technical component and 30% price component).