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Design and Typesetting of WWF SWIO 2025 Communications Products

Posté le 6 février 2025

Terms of Reference

Department: Conservation
Projects: Norad SBE – MG2050.00
Supervisor: SWIO Seascape Programme Lead
Type of contract: Consultancy (international) 
Period: February to September 2025
  • Background

WWF-SWIO WWF is one of the world’s largest and most respected independent conservation organizations, with over 38 million supporters and a global network active in more than 100 countries.
The South West Indian Ocean (SWIO) region is rich in marine resources and supports the livelihoods of millions of coastal inhabitants. WWF’s long-term commitment to countries in the South West Indian Ocean region culminated in the formation in 2020 of the WWF-SWIO Regional Programme. WWF-SWIO’s vision is to “use the power of nature to safeguard societies to deliver triple benefits for people, nature and climate”.
 

  • Scope of work
The successful candidate will be required to design the following four SWIO Communications outputs using WWF’s established design template and in line with WWF’s corporate identity.
Publication Extent (in A4 pages) Project dates 
  1. Impact stories report
 ~40 pages (incl covers) 1 – 31 March 2025
  1. 2024 annual report
 ~56 pages (incl covers) 1 March 2025–7 April 2025
  1. NORAD impact report
 ~40 pages (incl covers) ~ 15 July–15 August 2025 (exact dates TBD)
  1. Natural Capital report
 ~40 pages (incl covers) ~ 15 August–30 September 2025 (exact dates TBD)
  • Production process: Each publication will go through at least two rounds of review at the design stage.
  • Infographics: At least eight infographics will need to be designed across all four publications.
  • Figures and tables: Figures and tables will need to be recreated in line with the design template.
  • Outputs: The final outputs should be delivered as (i) a high-res, print-ready PDF for printing; (ii) a medium-res version for online distribution; and (iii) open design files (InDesign and Illustrator).
  • Photography: Some photographs will be provided, although it is recommended that the service provider add budget for at least 10 high-res stock photographs. The designer may need to retouch/edit some or all of the photos to ensure visual appeal. WWF does not accept AI-generated photography.
 
  • Duration and timing
The contract will commence no later than 1 March 2025 and conclude by 31 October 2025. The proposed production schedules are indicated in point 2 above, with payment schedule indicated in point 13 below.
 
  • Level of effort
The consultant is expected to complete the assignment within 40 working days, in line with the following time estimates (days need not be consecutive):
  • Impact stories report: 10 working days (including revisions)
  • 2024 annual report: 10 working days (including revisions)
  • NORAD impact report: 10 working days (including revisions)
  • Natural capital report: 10 working days (including revisions)

 

  • Deliverables
The consultant will supply PDFs and open/editable design files (InDesign and Illustrator) of the following reports by the following delivery deadlines:
  1. Impact stories report: 31 March 2025 or as agreed with programme lead
  2. 2024 WWF SWIO annual reports: 30 April 2025 or as agreed with programme lead
  3. NORAD impact report: 30 August 2025 or as agreed with programme lead
  4. Natural Capital report: 30 September 2025 or as agreed with programme lead.
  • Logistical Support and Other Information
The consultant will report to WWF SWIO Lead. Virtual meetings will be arranged as needed to discuss progress and feedback.
  • Assignment Work Station
The consultant will undertake the assignment from their own location, with virtual communication with WWF teams.
 
  • Eligibility/Qualification of Consultants:
This project is open to an individual consultant or to a firm with a appropriately skilled staff members. 
The designer must have the following qualifications:
  • A degree/diploma in Graphic Design, Communications, or a related field.
  • At least 5 years of experience in designing and typesetting professional reports, preferably within the environmental or development sectors.
  • Proficiency in Adobe suite of design products (e.g., InDesign, Illustrator, Photoshop etc).
  • Demonstrable ability to apply brand guidelines.
  • Proven ability to translate complex information into visually appealing and easily digestible formats.
  • Excellent communication skills and responsiveness to feedback.
 
  • Application
Those interested are required to submit the following by email to [email protected] with the reference “AO – 007/TNR/25 Consultancy – Design and Typesetting of SWIO 2025 Communications Products – MG2050.00” in subject line delivered not later than February 18th 2025 at 17.00 pm EAT time with:
  • A technical offer including:
  • The consultant’s approach, methodology and example of similar work (maximum 5 pages),
  • A short overview of the organization and the overall skill base.
  • Structure of the proposed team including resume, description of roles and qualifications. Template for the resume to be requested by email to [email protected])
  • And other relevant information if appropriate. 
  • A financial offer in USD. The budget should give details of consultancy days by category as well as daily rates, along with management secretariat costs (if appropriate). Daily rates and expenditures should be shown separately. The offer should also show tax-exempt and taxable costs. Where costs are tax-exempt, explanations should be provided (please note that any costs for developing proposals in response to this assignment are not reimbursable). Please do not use any other currency in your financial proposal.
 
WWF will directly pay for all expenses related to travels (if any), so those expenses should not appear in the consultant offer. The rate of Per diem and Accommodation should not exceed WWF’s rate and the airfare is based on Economic class.
 
  • Evaluation Criteria
Proposals will be evaluated based on:
  • Understanding of the Assignment and technical soundness (40 points).
  • Design Portfolio and organizational capacity to execute the assignment (30 points).
  • Past Performance on similar assignments (20 points).
·       Timetable (10 points)
 
The adjudication returns to the technical best offer (among those higher than or equal to 70/100) whose financial offer does not exceed the budget available. The possibility of negotiation is not excluded in conditions that the technical best offer makes a financial offer exceeding available budget.
 
  • Notes on canceling the current tender 
The current offer may be canceled under the following conditions: 
  • Competitiveness is not adequate;
  • No offers meet the requirements ;
  • Received offers significantly overreach the proposed budget. 
 
  • Conditions of the tender
The proposed work will be carried out under contract attached as an annex to the present TORs. The contact will be drawn up after the offer has been confirmed. The consultant will assume all fiscal responsibilities relative to his/her tax status. As an independent employee, the consultant is responsible for the payment of any tax that might be demanded within the framework of this agreement, assuming that he is able to justify he is in good standing and up to date vis-à-vis administrative and tax authorities; otherwise, and in accordance with the law, WWF is obliged to withhold at source on the amount of its services or fees / bills, the percentage to be paid to the taxes authorities. For the particular case of non-resident consultants, the consultant is subject to the payment of the Tax on Income from Non-Resident (under Article 01.01.14.'s Tax Code CGI) up to 10% (or 5 % if based in Mauritius). A remark on this tax should appear in the financial offer.
 
The consultant will be subject to WWF management procedures at all times. 
  • Payment of fees
Payments will be made in three installments as follows:
  1. 50% of the total amount of fees, upon submission and acceptance of deliverables a) and b);
  2. 25% of the total amount of fees, upon submission and acceptance of deliverable c) 
  3. 25% of the total amount of fees, upon submission and acceptance of deliverable d).
The invoice must contain the following information: name and address of the consultant, invoice date, unique invoice number, amount of fees free of charges, amount of taxes, service rendered, deliverable and/or number of hours charged, period in which service was provided, bank details. 
 
WWF cannot grant in advance honorary fees. Though, field trip expenses, in accordance with WWF procedures, are payable in advance once the consultancy contract established. 
  • Fraud, corruption and conflict of interest declaration
Candidates have read entirely the WWF Policy for interests and the WWF Policy Conflicts for Prevention and the Survey of Fraud and Corruption. He understands his responsibilities to comply, and fully commit to it. He acknowledges he has no conflicts, as described in the WWF's Policy on Conflicts of Interest: https://wwf.panda.org/organization/ethics/
  • Ethics
Candidates must respect the professional rules of conduct without any reproach in the conduct of its mandate. Furthermore, the contractor will ensure not to tarnish the image of the WWF execution of its mandate. WWF gives the right to terminate the agreement in proven cases of misconduct that can harm the WWF.


 
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