Pact extended deadlines of the tender until November 17, 2023 at 17:00

I.  BACKGROUND

Pact is an international development nonprofit that works on the ground in nearly 40 countries to end poverty and marginalization. We partner with local organizations, businesses, and governments to build lasting solutions for thriving, resilient communities. Our vision is a world where everyone owns their future. Pact has worked in Ukraine since 2006 in the areas of governance, capacity development, and health. Building on a decade of experience, we address key challenges facing civil society organizations in Ukraine.

Shortly following the invasion, the Government of Ukraine declared martial law. The impacts of martial law on average Ukrainian citizens are complex and wide-ranging. To amplify partner CSOs outreach and communication of policy-relevant products to the citizens, ENGAGE will help institutional partners with the development and production of infographics, audio-visual content, and similar attractive formats.

This Request for proposals (RFP) is a part of the Activity to Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE). The purpose of ENGAGE is to increase citizen awareness of and engagement in civic activities at the national, subnational, and local level.

The goal of this RFP is to directly contract public relations professionals to help its CSO partners with adaptation of policy products into attractive formats adapted for publication on various platforms, including social and traditional media.

II. SCOPE OF WORK

Expected Results:

• Citizen understanding of the impacts of martial law and other legal and regulatory changes on their everyday lives increased.
• Constituent outreach of CSOs improved.

Purpose: To increase citizen awareness of the impacts of new legislative and regulatory changes by enhancing ENGAGE partners’ communication and outreach efforts.

Objectives:

• To adapt ENGAGE partners’ policy products into attractive communication formats including infographics, audio-visual materials, animation, and video stories.
• Amplify partner outreach through the publication of engaging policy-relevant content on social networks, blogs and websites, and mainstream media, including.

Duties and Responsibilities:

Throughout the duration of the contract, the selected Consultant(s) is expected to provide expert advice and technical support related to the adaptation of partners’ policy products into attractive formats under the supervision of the Pact’s responsible manager which may include but not be limited to:

• developing design of visuals supporting partners’ policy products (brochures, presentations, infographics, charts, and other data visualizations).
• preparing engaging audio-visuals supporting partners’ policy products (animation and motion design, video explainers, video stories and interviews, etc.).
• adapting the developed materials for publishing on social networks, blogs, websites, and mainstream media.

The above list is not considered exhaustive. Pact reserves the right to request deliverables and services not explicitly mentioned in the above list of expected services but related to the field of expertise of the requested Consultant(s).

Place of Performance: All services required under this solicitation expected to be performed in Ukraine.

Period of Performance: All services required under this solicitation expected to be delivered from November 30, 2023, and will conclude by September 30, 2024.

Qualifications:

• Professional experience in the field of graphic design and development of engaging audio-visuals including animation, motion design and videos.
• Previous work with international organizations would be an asset.

III. SUBMISSION INSTRUCTIONS

1. Submission of Questions: All questions or clarifications regarding this RFP must be in writing and submitted to kbondar@pactworld.org no later than 17:00 on October 27, 2023 (Kyiv time). The subject line should contain: “Questions to RFP P4767-2024-01”.

1. Documentation required for application:

• Resume/CV. Short profile(s) of the prime applicant/team lead featuring expertise and experience relative to the goals and objectives of this RFP.
• Resume(s) of the consultant(s) or expert(s) engaged into the implementation of the tasks additionally to the prime applicant.
• Portfolio containing samples of graphic design, audio-visual and video pieces developed by the consultant(s)
• Reference letters
• Financial proposal (in UAH currency)

Pact may require additional, more detailed budget information prior to issuing a contract

1. Submission of Proposals: The deadline for submission of proposals is November 17, 2023. Submissions must be forwarded in electronic format only (either PDF or Microsoft Word and Excel) to kbondar@pactworld.org. The subject line should contain: “Proposal to RFP P4767-2024-01”. Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late offers may be considered at the discretion of Pact.  Pact cannot guarantee that late offers will be considered.

IV. EVALUATION CRITERIA

1. Review Process. Pact will establish a selection committee that includes representatives from various company departments and external professionals if necessary. All technical reviewers will be subjected to a screening process to eliminate any conflict of interest. Evaluation will be based on the criteria set forth in Section B. Evaluation Criteria.
2. Evaluation Criteria. The award will be decided on Best Overall Value as determined by a Selection Committee based on the criteria set forth below, as demonstrated in the Offeror’s proposal. Only proposals conforming to the solicitation requirements will be considered. This RFP will use the tradeoff process to determine best value. That means that each proposal will be evaluated and scored against the evaluation criteria and expectations, which are stated below (100 points in total):

• Qualifications: Technical knowledge and skills experience in the field of graphic design and development of engaging videos, including animation and motion design (preferably visualized data pieces including videos and presentations, infographics), proven by samples of previously created graphic materials – 50 points max
• Reference letters – 10 points max
• Financial Proposal – 40 points max

V. TERMS AND CONDITIONS

Disclaimers:

• Pact reserves the right to modify by written notice the terms of this solicitation at any time in its sole discretion. Pact may cancel the solicitation at any time.
• Pact may reject any or all proposals received.
• Issuance of solicitation does not constitute award commitment by Pact.
• Pact reserves the right to disqualify any application based on applicant’s failure to follow solicitation instructions.
• Pact will not compensate applicants for their response to the solicitation.
• Pact reserves the right to issue an award based on initial evaluation of applications without further discussion.
• Pact may choose to award only part of the scope of work in the solicitation or to issue multiple awards within the scope of work.
• Pact reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition.
• Pact may contact offerors to confirm contact person, address, and that the proposal was submitted for this solicitation.
• Pact may contact listed past performance references without notice to the offeror. Pact also reserves the right to contact other past performance information sources that the offeror did not list in the proposal.
• By submitting a proposal, the offeror confirms they understand the terms and conditions.
• Information pertaining to and obtained from the Offeror as a result of participation in this solicitation is confidential. The offeror consents to the disclosure of the documents submitted by the offeror to the reviewers involved in the selection process. Please note that all reviewers are bound by non-disclosure agreements.