Graphic Design of Evaluation Office Publications



Terms of Reference for Graphic Designer of Evaluation Office Publications

Background

As part of an ongoing EO effort to promote learning within UNDP, to demonstrate the independence of the evaluation function and to promote the credibility of UNDP in the wider development community, a policy of publishing and disseminating all strategic and thematic evaluations has been established. Under this policy, a number of evaluations have been published and the products are widely recognized in the development community. It is the intention of this office to continue this policy in the future. For this purpose, it is intended to enter into a framework agreement with a contractor for designing evaluation publications.

The Evaluation Office publishes following series of publications:

• Thematic/Strategic Evaluations Series

• Assessment of Development Results (ADR) Series

• Global and Regional Evaluations (GCF/RCF) Series

• Handbooks of Monitoring Evaluation

The Evaluation Office publishes about three or more titles as the Thematic/Strategic Evaluations a year in three languages, namely, English, French and Spanish. Six or more titles a year in English goes for the ADR Series and two or more titles in GCF/RCF series. Handbooks are produced less often, one title a year or two in the three languages (English, French and Spanish). The size of the publications varies from 60 to 200 pages.

The design of the Main Series and the Handbooks are complex (see attached example `Millennium Development Goal Report: An Assessment” and 'Handbook on Monitoring and Evaluating for Results'), whereas for the ADR Series, there is a standard layout that we follow (see attached sample `Country Evaluation: Nigeria). Most of our publications have four color cover page and black and white inside pages. However, EO occasionally publishes reports with four-color inside pages (example ‘Post-Conflict Assistance of the Government of Japan through UNDP in Kosovo and East Timor’. This book is only available electrically via following URL: )

Specific Tasks for the Contractor

After receiving a document to be published from the Evaluation Office and having reviewed the work to be done, the contractor will submit a detailed quotation to be cleared by the Evaluation Office. Once the quotation has been approved by the Evaluation Office, the contractor, in close consultation with the Evaluation Office, undertakes the following tasks:

Publications process:

✓ design the layout of the cover and the text pages of the publication including tables, charts and graphs per guidelines from the UNDP Communications Office;

✓ provide up to four rounds of sample cover page and inside layout design

✓ provide up to four rounds of laser copy page proofs to the evaluation Office for proofreading;

✓ in the production stage, work with the printer printing company??? selected by the Evaluation Office

✓ electronic files to be provided in preparation for printing as follows:

1. Publication Artwork files (current UNDP standard is QuarkXpress 6.5/Adobe InDesign CS and PDF) in Macintosh or Windows format on Zip disk, CD in both EPS format and PDF or can post file to printer FTP site

2. Graphic files should be Illustrator or Photoshop compatible

3. Hard copy of all pages, marked for color

4. All the art work should be provided to Evaluation Office in a CD-ROM upon completion of the design work

5. Produce a web ready PDF version of the final printer files for posting into EO website.

Please note:

✓ Printers under UNDP contract will be used

✓ entire process: 8 – 10 weeks per publication (including printing time)

Qualifications

• The contractor must be a reputable graphic designer with prior experience in the design of books such as the publications of the Evaluation Office

• The contractor must be experienced in arranging and supervising the production of the type of publications specified above.

• The contractor must have design experience in at least three of UN languages: English, Spanish and French.

• The contractor must be in a position to guarantee timely delivery of layout proposals.

Period

This framework agreement covers a period of two years effective 1 August 2006. The Evaluation Office reserves the right to rescind the agreement due to unsatisfactory performance by the contractor.

Specification for the submission of quotation

Keeping in mind the background and the specific tasks outlined in the Terms of please provide quotation for designing each of the following publications:

• One publication under the Thematic/Strategic Series: equivalent to `Evaluation of Gender Mainstreaming ; 4-color cover, black and white inside, size: 8.5" x 11"', 50 – 200 pages.

( )

• One publication under the Thematic/Strategic: equivalent to ` Post-Conflict Assistance of the Government of Japan through UNDP in Kosovo and East Timor (June 2002); 4-color cover and 4-color inside, size: 8.5" x 11"', 50 – 200 pages.

( )

• One publication under the ADR Series: equivalent to `Country Evaluation: China’; 4-color cover, black and white inside, size: 8.5" x 11", pages 50 – 200 pages;

() why Yemen while China is mentioned above?

• One publication under the Handbook Series: equivalent to 'results-oriented Monitoring and Evaluation', 4-color cover, black and white inside, size 7" x 10", 50 – 200 pages.

( )

• One publication under the RCF/GCF Series: equivalent to ‘Evaluation of Second Global Cooperation Framework’, black and white inside, size 8.5" x 11", 50 – 200 pages.

( )

The quotations should be detailed indicating:

• Design as page rate (for text);

• Table/chart/graph rate;

• Cost for four rounds of cover and inside layout design

• Management fee;

• Cost for four rounds of proofreading and correction

• Production cost of digital files for printing;

In addition also provide:

• Cost of each additional round of cover and inside layout design

• Cost of proofreading correction that require redoing more that 50% of the report

• Detail timeline for the complete the design work

• Cost of performing a rush job that has a total turnaround time of one week (including weekends) to finish a complete art work. (provided that cover and inside layout design are pre-approved)

• Cost of scanning slides and photos

• Cost for performing images research EO publication (UNDP has an online database of images that can be used for UNDP publications)

It is expected to receive, together with the quote:

• Samples of recent work (last two years) such as books, reports, manuals, booklets, flyers and banners.

• Company profile

Do you need to mention the duration to complete the design? One week, two weeks, etc.

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