Call for Tender for the Provision of Graphic Design Support Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the provision of Graphic Design Support Services for SOLAS. The contractor will be responsible for delivering a range of graphic design services that meet the specific needs of SOLAS. The scale of the work is significant, as it encompasses various design projects that may include branding, marketing materials, and digital content.

The key activities include:

• Design Development: Creating visual concepts, graphics, and layouts for various platforms.
• Branding: Developing and maintaining brand identity through consistent design elements.
• Marketing Materials: Designing brochures, flyers, posters, and other promotional materials.
• Digital Content: Producing graphics for websites and social media platforms.
• Client Collaboration: Working closely with SOLAS staff to ensure designs align with organizational goals.
• Project Management: Managing timelines and deliverables to meet project deadlines.
• Quality Assurance: Ensuring all designs adhere to SOLAS standards and guidelines.

The contractor must demonstrate the ability to handle multiple projects simultaneously, with a focus on quality and timely delivery.

3. Background & buyer context

This procurement is initiated as part of SOLAS's ongoing efforts to enhance its communication and branding strategies. The need for professional graphic design services aligns with SOLAS's commitment to providing high-quality educational resources and outreach materials. The initiative is part of a broader strategy to improve public engagement and visibility of SOLAS's programs. There is no mention of an incumbent provider.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €600,000 for each of the last three years.
• Insurance:
• Public Liability: €6.5m for any one claim or series of claims arising out of a single occurrence.
• Employers Liability: €12.7m for any one claim or series of claims arising out of a single occurrence.
• Certifications: Not specified for this tender.
• Past experience: Evidence of providing graphic design services for at least two comparable projects within the last three years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the Tender Response Document (TRD) as per provided template, adhering to page limits.
• CVs: Include CVs for key personnel, limited to one page per person.
• Pricing schedule: Complete the Pricing Schedule document, maintaining separate submissions.
• Case studies: Provide details of at least two relevant projects, with a minimum contract value of €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract for 24 months, with an option to extend for one additional year.
• Payment terms: Payments will be made following the completion of services as per the agreed schedule.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified in the documents.
• Termination clauses: SOLAS may terminate the contract with 14 days' notice if breaches are not remedied within 30 days.
• IP ownership: All intellectual property created during the contract will belong to SOLAS.
• Sub-contracting rules: Subcontracting is permitted but must be disclosed in the tender submission.

9. Risks, red flags & unusuals

Potential risks and concerns for bidders include:

• The turnover requirement of €600,000 may limit participation to established firms, potentially excluding smaller businesses.
• The absence of specified personnel requirements could lead to variability in the quality of submissions.
• The lack of clarity on SLAs/KPIs may result in ambiguity regarding performance expectations.
• The tight timeline for submission and evaluation may not allow for adequate preparation and response time for all bidders.

10. SME fit assessment

This tender is suitable for small to medium enterprises (SMEs) with experience in graphic design. Viable bidders should have:

• A proven track record in delivering graphic design services, ideally with experience in public sector contracts.
• The capability to manage multiple projects and meet tight deadlines.
• The option to form consortia or subcontract is allowed, which may enhance the ability of smaller firms to participate.
• Bid preparation may require several days of effort, particularly in gathering documentation and preparing case studies.
• The presence of a minimum turnover requirement suggests that incumbents or larger firms may have an advantage, potentially impacting the probability of winning (Pwin) for smaller bidders.

11. Where to dig deeper

• Source RFT filename: 2612-SO-E - Graphic Design - CfT.pdf
• eTenders CFT ID: 8263969
• Contact email: Not specified; use the messaging facility on eTenders for queries.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 3: Tenderers’ Statement
• Appendix 4: Declaration as to Personal Circumstances of Tenderer