RFP: Consultancy for editing, formatting, proofreading, and designing of reports on a framework agreement

Synopsis of the Request for Proposal

1. BACKGROUND 

Established in 2006, AGRA is an African-led and Africa-based institution that puts smallholder farmers at the center of the continent’s growing economy by transforming agriculture from a solitary struggle to survive into farming as a business that thrives. Together with our partners, we are working to sustainably grow Africa’s food systems.

AGRA strengthens seed systems, develops, and promotes sustainable farming practices, helps unlock trade and markets, and supports governments who lead their countries’ development. We work with farmers to adapt to climate change, increase soil health, and protect the environment.  AGRA believes deeply in the urgency of reducing the inequality that women face in agriculture, and to unlocking the power and innovation of youth.

More information: https://agra.org/ 

2. OBJECTIVES OF THE CONSULTANCY

We are looking for 2 agencies to be given framework agreements for editing, formatting, proofreading, designing of reports and other technical products that will complement our in-house capabilities and capacity to deliver a world class communication function to support the delivery of our mandate. 

3. DUTIES AND RESPONSIBILITIES 

Under the supervision of the Senior Communications Officer, the consultant will edit, develop layout, and design various AGRA reports and present/describe all the data and achievements of the documents in such a way that external audience can easily understand. 

Furthermore, the service provider will make the documents as much as possible self-explanatory through different creative methods using graphics, and illustrations, so that the wider audience will get more information about the work of the AGRA. 

Accordingly, this TOR outlines the request of a highly professional editing and graphic designing service provider to deliver the following tasks: 

1. Edit and revise various forms of communications products 
2. Edit and proof-read written documents prepared by the organization, including checking spelling, acronyms, and other abbreviations, etc. The drafting and editing work may require some additional research and coordination with relevant staff.
3. Ensure all written work is authentic, original, and appropriately cited and/or referenced
4. Develop documents specific layout and graphic design mockup to be used in the designing and layout of the report for AGRA staff to review 
5. Propose innovative ideas and present the layout idea to AGRA, discuss on the proposed layout, and incorporate feedback, then
6. Design and layout the documents based on the agreed mockup. 

4. COMPANY QUALIFICATIONS AND EXPERIENCE

1. Companies shall possess 5 years of experience in editing, formatting, proofreading, designing of reports and other technical products.
2. Companies shall demonstrate experience in carrying out similar assignments for similar organisations. Please share list of similar assignments carried out.
3. Share client list including assignments carried out and contact person
4. Share any available company accreditations. 

4.1 Qualification of the key personnel 

The key personnel shall possess the following qualification and experience:

1. Post graduate degree in media and communications, creative arts, design and related fields
2. University degree in communication, journalism, public relations, international relations, or related disciplines
3. Proven professional experience of at least five years in writing and content development for international organizations or media
4. Five years of experience in the field of editing, graphics designing and publication work.
5. Proven experience in producing publications with innovative graphic designs with the use of software such as Adobe Design Premium, In-Design, Illustrator, CorelDraw, web design tools such as Dreamweaver and Flash, etc.
6. Experience of graphic production from start to published/printed product with knowledge of printing processes (offset and digital) and colour management.
7. Knowledge of standard software packages, including MS Office– MS Access–MS Visio –Adobe Acrobat.
8. Good understanding of new and evolving technologies and digital platforms.
9. Basic knowledge on technical terms used in agriculture 

5. DURATION

The assignment will last for a period of Twelve (12) months subject to renewal based on performance and availability of funds. AGRA will sign a framework contract with successful firms and work will be assigned on a need basis. 

6. INSTITUTIONAL ARRANGEMENT AND REPORTING 

In carrying out this assignment, the consultant will be supervised directly by AGRA represented by the Head of Communication or his/her designate.

7. EVALUATION CRITERIA

Interested firms shall be evaluated against the following technical criteria:

a) Organizational Capacity …………………………………………………………………………10%

Company profile, company accreditations and certifications.

b) Experience  in similar assignments …………………………………………………………25%

• Companies shall possess 5 years of experience in editing and designing of reports.
• Companies shall demonstrate experience in carrying out similar assignments for similar organisations. Please share list of similar assignments carried out.
• Share client list including assignments carried out and contact person

c) Proposed approach, methodology and work plan………………………………………25% 

Understanding of the project/assignment requirements, practicality of the proposed methodology relative to the context of the assignment, proposed work plan, staffing schedule, risk assessment and mitigation strategies integrated into the assignment, planning, appropriateness of the implementation schedule to the project timelines and project quality assurance measures.

d) Experience and Qualification of key personnel……………………………………….40%

The team leader and other key personnel shall possess the qualifications and experience as required under chapter 4.5. 

               Total Score………………………………………………………………………………………………100%

NB:

a) Type of Consultant: Consultancy Firm
b) Selection Method: Quality Based Selection (QBS)
c) Minimum technical pass mark is 75%
d) AGRA will negotiate with the best two firms that attain a score above 75%.

8. APPLICATION SUBMISSION REQUIREMENTS

Interested and qualified firms are invited to submit their proposal(s) comprising of the following:

a) Technical Proposal

1. Company profile, Certifications and accreditations.
2. Proposed Methodology, approach and workplan with clear timelines.
3. Detailed reference list indicating the scope and magnitude of similar assignments carried out.  
4. Proposed key staff, their roles including their CVs, academic and professional certificates.
5. The technical proposal shall not exceed 20 pages. CVs, copies of academic certificates and other support documents may be attached as annexes.

b) Financial Proposal 

1. The firm shall provide a financial proposal for carrying out the assignment. Use the templates provided under Annexes A, for the financial proposal. You may modify them where necessary or share other pricing models for review and consideration
2. Financial proposal rates shall include the applicable withholding tax.
3. VAT shall be quoted separately and is only applicable to firms registered in the following countries (Kenya, Tanzania, Rwanda, Ghana and Mozambique).
4.  If the financial proposal is silent on taxes, AGRA shall assume that these are inclusive. 
5. Prices must be quoted in USD ($). Contracting will be in USD and bidders are encouraged to have a USD bank account. 
6. Rates will be applicable throughout the term of the contract
7. The financial proposal shall be sent as a separate attachment and MUST be password protected.

c) Guidelines for Preparations and Submission of Proposals 

1. The proposals SHALL be submitted to procurement@agra.org by deadline indicated in the synopsis
2. The proposal and ALL Attachments submitted via email SHALL NOT exceed 10MB
3. VALIDITY of the proposal shall be for a period of 90 days from the date of bid closure.
4. Financial proposal shall be sent as a separate attachment and MUST be password protected. The password shall be requested from the best technically qualified firm.

Download full RFP:

https://agra.org/wp-content/uploads/2023/01/RFP-005-COMMS-2022_-Consultancy-for-editing-formatting-proofreading-and-designing-of-reports.docx