FWA Editorial and Digital Design Support Services for GGGI Latin America and the Caribbean

Date documents can be requested until : 16 June 2025 16:00
Title : FWA Editorial and Digital Design Support Services for GGGI Latin America and the Caribbean
Procurement No. : 100012919
Process : RFP
Description : Global Green Growth Institute in Latin America and Caribbean invites eligible companies based in LAC region to submit their proposals for the provision of Editorial and Digital Design Support Services under a Frame Work Agreement.

PROJECT BACKGROUND:
Name: Editorial and Digital Design Support Services
Date: May 2025
Location: Bogota, Colombia

The purpose of this Request for Proposal (RFP) is to contract two Companies, which is hereunder referred to as the “Service Provider”, to support and assist in editorial and design services, which includes documents style correction, layout and design, project infographics, and others, for Latin America and the Caribbean

As a result of this RFP, GGGI plans to award a maximum of two Service Providers through a Framework Agreement (FWA). While the FWA shall not guarantee any actual or estimated volume of services, Sub-Order (SO) to be issued later shall make a commercial commitment. GGGI will issue minimum one SO per each service provider. GGGI has the discretion of awarding additional SOs depending on the performance and especially the availability of the FWA Service Provider.

GGGI anticipates that the FWA will be effective starting July 2025. There will be a designated focal point which is hereunder referred to as the “Service Focal Point”, which will oversee all the coordination process with the Service Provider(s), and the planning and confirmation of events.

The Framework Agreements may be signed for up to three years, starting with a one-year agreement and with an option of extension based on the satisfactory performance of the Service Provider. The prices submitted by the successful bidder during the RFP shall be valid for one year under the initial duration of the FWA. When GGGI opts for the extension for the 2nd and perhaps 3rd year, the FWA Service Provider may either confirm the same price or can increase their unit prices based on the CPI (Consumer Price Index) or Inflation Index.

1) Objectives

Generate a Framework Agreement (FWA), to offer editorial and design services which includes documents style correction, layout and design, project infographics, and others.
The purpose of this Contract is to come to an agreement with one (or maximum two) Service Provider(s), which could offer the mentioned services for Latin America and the Caribbean, and should also support requests from other countries within Latin America and the Caribbean Region.

Due to specific project and donor conditions, the supplier selected for this FWA must be in Colombia, should legally invoice and receive funds as per local law. Additionally, one of the requestor projects behind this FWA, has a Tax exemption, which could result in the winning supplier needing to invoice without taxes.

PROPOSED ACTIVITIES & SCOPE OF WORK:

1) Proposed Activities for the Overall Project
Global Green Growth Institute (GGGI) invites qualified Service Providers to provide editorial and design services. The selected Service Provider shall provide these services, as specified in this TOR in the most cost-effective way, ensuring the adequate and timely provision of them.

2) Scope of Work
As a result of this RFP, GGGI plans to award a maximum of two Service Providers through a Framework Agreement (FWA). While the FWA does not guarantee any specific volume of work, commercial commitments will be established through Sub-Orders (SOs) issued by GGGI as service needs arise. Each selected Service Provider will receive at least one SO. GGGI may issue additional SOs based on the Service Provider’s performance and availability.

The FWA is expected to become effective starting June 2025. GGGI will designate a Service Focal Point, who will coordinate all communications with the Service Provider(s), manage the planning and confirmation of assignments, and ensure timely delivery of services.

The Framework Agreement may be signed for a period of up to three years, beginning with a one-year term and renewable annually upon satisfactory performance. Prices submitted in the original RFP will remain valid for the first year. For any subsequent renewal (second or third year), the Service Provider may either maintain the existing pricing or propose adjustments in line with the Consumer Price Index (CPI) or official inflation rates for the applicable country.

1. Required Services

Under this Framework Agreement (FWA), the Service Provider shall deliver editorial and creative design services as outlined next. The detailed services to be provided include style correction, layout and graphic design. For instance, the Service Providers may be required to design reports or create interactive infographics. This work must be carried out in strict adherence to GGGI’s branding guidelines to ensure a consistent, recognizable look worldwide.

The service provider must be able to deliver editorial and design services across Latin America and the Caribbean. It may also be asked to support editorial and design services in the broader Latin American and Caribbean.

The Service Provider is expected to deliver outputs under the three service and product activity categories below. All output must be consistent with GGGI’s branding guidelines to ensure a unified and recognizable look across various regions and publications.

Style correction
Professional reviewing and refining the language, grammar, structure, and overall style of documents to ensure clarity, professionalism, and alignment with GGGI’s tone. A professional proofreader is responsible for this process.
Examples of deliverables: Technical reports, insight briefs, flagship publications, and case studies, with all text refined to meet GGGI’s publication guidelines.

Layout & design
Designing and laying out publications (digital and print), following established GGGI guidance and, when applicable, template choice as required.
Providers must adhere to GGGI’s approved templates or develop new ones only with prior guidance and approval from GGGI.
Examples of deliverables: Finalized document layouts, brochures, comprehensive reports, pitch decks and other marketing or informational materials that incorporate GGGI’s visual identity.

Project infographics
Creating visually engaging infographics that clarify and highlight key project data or messages, primarily as part of the documents being designed or laid out. These must align with GGGI’s design style.
Examples of deliverables: Infographic inserts for reports, stand-alone visual summaries, and data visualizations for presentations.

All graphics must align with GGGI’s color palettes, fonts, and style guidelines to ensure uniform recognition.

Specific outputs and deliverables will be described in each Sub-Order submitted by GGGI to the Service Provider.

2. Base Location: The service provider must be based in on country within Latin America and the Caribbean and mandatorily be able to receive payments thought the country’s financial institutions.

3. Working Hours: From 9 a.m. to 6 p.m. (GMT-5)

4. Delivery: The delivery of the products should be done digitally and to the Contract Administrator designated by GGGI. Products shall be delivered on the requested timeline by GGGI.

5. Required Timelines: The service provider is expected to adhere to the following timelines for all services after approval of the initial sample or draft:

a. Style correction and editing:
i. Up to 20 pages: 5–7 working days
ii. 21–50 pages: 8–12 working days
iii. 51+ pages: 15–20 working days (or negotiated case-by-case)
b. Layout & design:
i. Up to 20 pages: 5–10 working days
ii. 21–50 pages: 10–15 working days
iii. 51+ pages: 15–20 working days (or negotiated case-by-case)
c. Project Infographics:
i. Infographic inserts for reports: 5–8 working days
ii. Stand-alone visual summaries: 8–10 working days
iii. Data visualizations for presentations: 5–8 working days

d. Urgent requests
Where expedited delivery is needed, timelines may be negotiated on a case-by-case basis to meet GGGI’s requirements.

6. Key Performance Indicators (KPIs):
a. 90% of deliveries should be completed on time as per the contract schedule.
b. 95% of products should meet the established quality standard by the delivery date set.
c. Achieve an average customer satisfaction rating of at least 4.5 out of 5.

7. Service Level Agreement (SLA):
a. The vendor must adhere to the agreed delivery timeline for all products and services. Any delays will incur a penalty of 3% of the total final invoice value per occurrence.
b. The vendor is required to ensure that all products meet the specified quality standards. Any deviations will require corrective action at the vendor's expense.
c. The vendor must provide responsive and efficient customer support, with a maximum response time of 24 hours to any inquiries or issues.

8. Formats for deliverables: The Service Provider must supply final outputs in editable and non-editable formats, as appropriate. Specifically:
• Editable formats: Adobe InDesign, Illustrator, Microsoft Word, PowerPoint, or other software as agreed with GGGI.
• Final distribution formats: PDF (high resolution for printing and web-optimized versions), PNG/JPEG for graphics, and any other formats requested by GGGI.

9. Initial training on design & branding: Prior to commencing work under the contract, GGGI will conduct an orientation/training session for the Service Provider to review:

• Design and visual identity: A thorough walkthrough of GGGI’s brand guidelines, color palettes, typography, and logo usage.
• Key branding principles: Best practices for ensuring a cohesive global brand presence (e.g., avoiding unauthorized local adaptations, maintaining consistent formats).
• Project processes and workflows: An overview of how documents, layouts, and infographics will be developed, reviewed, and approved under the Framework Agreement.

This training ensures all team members understand GGGI’s visual identity and can apply it consistently across deliverables.

10. Language: The personnel shall be able to communicate in English and receive contractual documentation in English (such as the FWA and Sub-Order). However, non-contractual parts may be submitted in Spanish.

11. Insurance and liabilities to third parties: The Service Provider shall provide and thereafter maintain insurance against all risks in respect of its property and any equipment used for the execution of the contract agreement.
12. Payment Term: 30 days after receiving the local authorized invoice.
13. Others: Firms to submit two samples/extracts of previous work demonstrating the ability to produce clear and concise reports or media products.

14. Description of how to request and confirm orders.

The Focal point will plan GGGI’s requirements at least three months in advance, in order to be able to share this planning with the Service Provider. The intention is, in turn, to help the Service Provider plan their work and successfully meet the delivery dates.

• The order confirmation process for editorial and design services under the Framework Agreement (FWA) will be as follows:
o On a regular basis (e.g., monthly or as needed), the designated Service Focal Point from GGGI will identify and prioritize upcoming editorial and design tasks.
o For each task, the Service Focal Point will complete a Sub-Order (SO) using the agreed-upon service categories and unit prices established in the Contract. The SO will include a detailed description of the required services (e.g., type of document, expected length, number of infographics, design complexity), timeline, project name, relevant output, and the name of the responsible Project Manager, among other internal control information.
o The completed SO will be reviewed and approved by the Service Focal Point and sent to the Service Provider as formal confirmation of the assignment.
o Upon receipt of the SO, the Service Provider will acknowledge acceptance of the request, confirm availability, and initiate the work in accordance with the indicated specifications and deadlines.
o Once the services are delivered and approved by GGGI (Service Focal Point and/or Project Manager), the Service Provider will issue an invoice. This invoice must be accompanied by a signed service receipt or confirmation of delivery (e.g., email approval or sign-off form) by GGGI, certifying that the services were completed satisfactorily.
• The SO will be issued among participants on a 60 % 40 % basis but finally will depend on the performance of each Service Provider.
• GGGI will process payment within 30 days of receipt of a valid invoice and service confirmation, in line with the terms set out in the FWA and corresponding SO.

Other considerations
Instructions for submitting your Economic Bid

Please consider the next information for submitting your Economic Bid:

• The Service Provider must use the Excel Chart named Prices List and Events Scenarios, for price quotation.
• Prices List and Events Scenarios, lists all the items that the bidders are requested to submit as fixed price per each.
• This list shall be valid for one year.
• The Annex I format should not be modified in any way.
• Each item should be quoted as unit price.
• GGGI will pay within 30-days after receipt of the invoice, and after satisfactorily receive the services.
• Your quote must be presented in USD.
• Your quote must include all the taxes in compliance of law (VAT and others), and the final document for invoicing should be the one approved by Government.
• The Prices List and Events Scenarios document in Sheet 1, lists all the unit prices that will need to be filled in buy the Service Supplier, and in Sheet 2, there are three scenarios showing the projected consumption of services along the contract. This table will let you understand the total amount of the individual quotation of your services.
• This Scenario table (Sheet 2) is automatic, meaning that the formulas are already aligned bringing the unit prices from Sheet 1, and giving a total amount at the end.

For more details, please refer to the Terms of Reference (TOR) document attached.

IMPORTANT TIMELINES:
The tender submission deadline is JUNE 16, 2025 16:00 HRS KOREAN STANDARD TIME (KST).

If any bidder has any request for clarification on the TOR or any part of the tender documents, GGGI will be happy to clarify if they are received on or before 7 days before the deadline (namely: if the tender submission deadline is 16:00 June 16, 2025 KST, then the due date for submission of request for clarification is 16:00 June 9, 2025 KST).

Interested parties will be required to register their details on the GGGI e-Green Procurement Portal (https://in-tendhost.co.uk/gggi).

HOW TO OBTAIN THE DOCUMENTS:
Documents can be accessed via the e-Green Procurement Portal by selecting ‘View Details’ on the relevant notice and then clicking the ‘Tender Application’ button. If you are a new supplier, you will be required to register your details. If you have an existing account, you will need to login to the portal. Please refer to the guidance documents under the `Supplier Guidance` area of the portal for further information.

ONLINE TENDER MANAGEMENT:
Once in the Tender Management Area for the tender, there are five possible tabs: ‘Tender’, `Tender Documents`, ‘Correspondence’, ‘Clarifications’ and ‘History’. Select the 2nd tab (`Tender Documents`) where you will find useful information regarding the RFP. Scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents.

OPTING IN & OPTING OUT:
Please note that you may be required to ‘Opt In’ before you can start populating your response. The ‘Opt Out’ functionality will also be available throughout the duration of the tender process. Opting out will give you the option of declaring you no longer want to receive any further communication in relation to this tender along with the opportunity of providing comments and feedback for this decision. You can choose to ‘Opt In’ at any time during the tender process if you initially decided to ‘Opt Out’.

SUBMITTING YOUR RESPONSE VIA THE PORTAL:
Please note that you may be required to ‘Opt In’ to be able to submit a response through the portal. Tenderers will be required to upload any mandatory Placeholders (i.e., specified documents) within the `Tender Documents` tab. The ability to attach additional documents may also be available. Your proposal will not be submitted until you click `Submit Return`, located towards the bottom of the screen. On clicking `Submit Return`, you will receive a receipt confirming that your proposal has been submitted to GGGI.
Please read Instructions on How to submit the Proposal.

NOTIFICATION EMAILS:
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