Published Date: Mar 03, 2022

TERMS OF REFERENCE

To 

Develop the Annual Report 2021 of ActionAid Bangladesh

Position: Consultancy (Company)

Duration of Assignment: 15 March 2022 to 30 June 2022

                                               

Background

ActionAid (AA) is a global justice Federation working with over 15 million people in 45 countries to achieve social justice, gender equality and poverty eradication. Around the world, AA works to strengthen the capacity and active agency of people living in poverty and exclusion, especially women and young people, to assert their rights. We work directly with communities, with people’s organisations, women’s movements, groups and networks, social movements and other allies to overcome the structural causes and consequences of poverty and injustice.

Objective of the task

The aim of the Annual Report of ActionAid Bangladesh is to capture the achievement, and learnings of its programme and projects. The consultant will be responsible for designing, editing, printing of Annual Report.There will be two versions of annual report:

• Print copy of annual report
• Digital version annual report. (English and Bengali)

This annual report will be a knowledge product for the AAB. The report will be in English. There will also be a translated version of the report.

Scope of the services for annual report

The consultancy company will be commissioned for the following specific responsibilities which include, but are not limited:

• For designing and editing of both the print and the digital Annual Report of 2021.  
• Generate different design templates.
• Generate the design for Infographics
• Develop and share the outline capturing the objectives of the report.
• Following the organisation’s branding guidelines and communication strategy.
• Perform to develop and share a complete plan of the task and present all the logical ground of their plan and design.
• Incorporate all the feedbacks of AAB before finalising the report.
• Deliver the digital and the print version of the annual report upon approval of AAB.(English & Bengali)
• Proof reading.

Product Specification for Print version of Annual Report

• Size: 8.5”X8.5” (Changeable based on discussion between AAB and consultant)
• Number of pages: 120 (60 leaves) (Changeable)
• Multi Colour
• Matt, spot (if required) and die cutting lamination for cover and inner pages (primary idea)
• Papar: Front and Back Cover 300gsm art card
• Inner: 150gsm art paper
• Number of printed copies 500pcs

Product Specification for Digital Version of Annual Report

• Product must be eligible to integrate with digitalsite of AAB under HTML version
• Consultant should come up with his/her previous digital version product of annual report or any other relevant digital version documents.

Responsibilities of the signing parties

 ActionAid Bangladesh: 

• Sharing the vision and expectations concerning requested products.  
• Provide contents including photos for developing the annual report and regular feedback concerning the outline, print, design etc.
• Provide support in formulating the narratives in alignment with AAB agenda.
• Provide timely feedback on the draft outline and help to finalise the publication as per AAB’s Printing and Publication Committee (PPC) guidelines.
• Provide any additional support as required.

 

Consultancy Company: 

• ­­AAB annual report designing (including infographics) and printing
• The consultancy company will direct, oversee, coordinate the entire process of outlining, designing, copy editing and finally printing the annual report.
• Will share the machine proof version.
• Provide the printed and digital version of the report.
• There is a possibility to integrate digital version report with AAB’s digital site.
• Provide draft design in PDF format and provide the AI file of final version including all images.
• The consultancy will work as a team member with AAB for this project and will attend annual report related meetings as and when required.
• Share AI version of the report (high and low resolution)
• Share PDF version of the report for AAB digital site.

The consultancy company will be responsible for the delivery of the final print version report to the AAB management by 31 May 2022 and digital version report by 15 June 2022.

Action plan and timeline

Sl	Particular	Deadline
1	Study the reports and resources	March to June
2	Generate and finalise the design template/s
3	Submission of 1st draft by consultancy company
4	Inputs and feedbacks from AAB
5	Submission of 2nd draft by the consultancy company
6	Inputs and feedbacks from AAB
7	Submission of 3rd draft by the consultancy company
8	Inputs and feedbacks from AAB
9	Submission of 4th draft by the consultancy company
10	Inputs and feedbacks from AAB
11	Submission of 5th draft by the consultancy company
12	Review and final check by AAB
13	Consultancy company will submit final report (soft and print versions)
14	Generate digital version design and share with AAB
15	Taking feedback on digital version design from AAB
16	Finalization of design and content of AAB digital version
17	Integration of final digital version of annual report with AAB’s         digital site.

Requirements for submitting the proposal

The proposal will be assessed on the basis of a comprehensive scores on Technical and Financial proposals

The Technical proposal should include-

• Brief on relevant experiences
• Company profile with list of relevant experts
• Relevant work sample both print and digital version of annual report or any other relevant report.
• Draft design layout both print and digital version (proposed)
• A Gantt chart of deliverables (proposed)

 

The Financial proposal should include-

• Price quotation for designing and publication of the annual report.

Scoring criteria

• Relevant Working Experience: 20%
• Technical proposal: 40%
• Financial proposal: 40%

Consultant’s qualifications

Functional Competencies

• The consultant should have educational background on graphic designing (professional course on graphic designing)/ multimedia/ social science/ fine arts
• The consultant should have the experience on desktop publishing.
• At least 3 years of professional experience on designing developing annual report and publications.
• Experienced on printing and publications.
• Must have good understanding and in-depth knowledge of AAB’s Programs and activities.
• Ability to rapidly conceptualize new ideas, and express complex information in a simplified accessible way for nontechnical audiences.

Behavioural Competencies

• Ability to be flexible and respond to changes as part of the review and feedback process.
• Ability to work under tremendous pressure and meet the deadline.
• Strong interpersonal skills, able to communicate and work with diverse people.
• Participate effectively in team-based, information-sharing environment, collaborating and cooperating effectively with others.
• High ethical standards and commitment to the values of mutual respect, transparency, equity and justice, solidarity and humility.
• Focus and result oriented.

ActionAid Bangladesh Code of Conduct

The consultant will follow ActionAid Bangladesh’s Code of Conducts which are given below.

• Consultant must adhere to a) Child Protection Policy, b) Anti Sexual Harassment policy, c) Prevention of Sexual Exploitation & Abuse (PSEA) Policy and d) Sponsorship policies and procedures of AAB.
• If any amount of consultant’s expenditure is disallowed by internal auditor/ representative of AAB or external auditor for misappropriation of project fund, fraud or any other irregularity, PO should be bound to refund the amount to AAB from PO’s general fund as and when  the situation arises.
• The consultant must adhere to the Money Laundering Prevention Act-2012 and Anti-Terrorism Act-2009 (amended as on 2012 & 2013) of Bangladesh Govt.

Contract Period

This contract will be effective from 15 March 2022 to 30 June 2022.

Payment

VAT and Tax will be deducted from source as per rules and regulations of GoB unless the vendor produced evidence of the TIN. If the vendor provides evidence then, the entity will be responsible for making the payments associated with Tax to the Government of Bangladesh and provide the copy of the receipt to AAB.

AAB will pay the amount in favour of the vendor through Bank transfer or A/C Payee Cheques. Payment will be made only after the successful delivery of the deliverables mentioned in section “J”. No advance will be payed in this regard.

Deliverables:

• Proof reading of the final word file of the annual report.
• Machine proof version of the annual report before final printing.
• Printed version and digital version of Annual Report 2021 of ActionAid Bangladesh.
• Integration of digital version with AAB’s digital site
• Final design file of the report (AI & PDF).

 

Reporting to

Country Director

ActionAid Bangladesh

Or assigned by Country Director

Expiry of agreement and negotiable flexibility:

There will be an agreement between AAB and the consultancy firm for the mentioned period. The Agreement will be invalidated after expiry of duration unless further extension is made by AAB. AAB also reserves the rights to amend or change or cancel the agreement at any stage.

In the event of a major natural disaster, war or major civil or political unrest this agreement may be renegotiated and jointly revised between the two parties recognising any consequent changes in the environment for implementation.

Reserve the Rights

AAB reserves the right to reject any proposal or cancel the proposed activity without showing reasons.

Confidentiality Action Plan

The output produced by this assignment will be treated as AAB and consequently confidential. So, the above-mentioned output or any part of it cannot be sold, used, or reproduced in any manner by the assigned organisation / individual without prior permission from AAB.

 

Application Process

How to apply

Interested consultant or consultancy firm can apply for all the three tasks or any one of them.

• Task-1 Designing of Annual Report 2021 
• Task-2 Printing of Annual Report 2021 (English and Bangla)
• Task-3 Digital Version Annual Report 2021 including design

Please note that financial proposal should be based on specific task.   

Interested reviewer/team  are requested to submit technical and financial proposal on or before March 13, 2022 by E-mail: aab.jobs@actionaid.org.  

You should include the name and contact details in the proposals for future communication. Detailed CVs of the team leader and members (if any) should be included in the annexure of the technical proposal along with any other supporting documents.