Terms of Reference (ToR) Reach for Change “Scaling inclusive EdTech solutions in Ethiopia”

Terms of Reference (ToR)

Reach for Change

“Scaling inclusive EdTech solutions in Ethiopia”

Design and print of 2024 Annual Impact Report

Background

The “Scaling Inclusive Edtech Solutions in Ethiopia” is an initiative focused on a 3-year catalytic acceleration program designed to bridge the education gap for underserved young people in Ethiopia. Reach for Change, in partnership with the Mastercard Foundation, have been supporting the scaling of three cohorts, specifically targeting initiatives that enhance inclusive learning in Ethiopia. As part of our commitment to transparency and stakeholder engagement, we are producing an Annual Impact Report for the 2024 season. This report will highlight the program’s progress, key achievements, challenges faced, and the overall impact generated during the reporting period.

This Terms of Reference (TOR) outlines the requirements for selecting a qualified vendor to undertake the printing and binding of this report. The printed copies will be disseminated to various stakeholders, including program fellows, partner organizations, government agencies, and participants of public dissemination events.

Objectives

The primary objectives of this procurement are to:

• Select a reputable and experienced printing vendor capable of delivering high-quality printing and binding services.
• Ensure the timely and accurate reproduction with an easy and catchy layout design of the 2024 Annual Impact Report according to the specifications outlined in this TOR.
• Obtain cost-effective printing and binding services that align with the program’s budget.\
• Secure a vendor who can commit to the required delivery schedule and location.

 

Scope of Work

The selected vendor will be responsible for the following tasks:

• Design and layout with pictorial and graphic representation, as well as storyboard.\
• Review of Print-Ready Files: The vendor will receive the final file of the 2024 Annual Impact Report, approximately 15 pages, including cover.
• The vendor should share the final impact report with the Reach for Change team prior to printing, ensuring that any feedback from Reach for Change is incorporated.

Printing:

• Print a total of 150 copies of the report.
• Ensure high-quality digital color printing for the cover and internal pages as specified.
• Utilize appropriate paper stock for both the cover and internal pages, as detailed in Section 4.

Technical Specifications

• Paper size: 300 – 400 gram
• Cover: matte
• Other specifications will be briefed during onboarding.

Vendor Qualifications and Experience

Interested vendors must demonstrate the following qualifications and experience:

• Proven experience in providing high-quality printing and binding services for similar reports or publications.
• Access to the necessary equipment and technical capacity to meet the specifications outlined in this TOR.
• A strong portfolio showcasing previous printing and binding work, preferably including reports or similar documents.
• Ability to meet the specified delivery timelines and locations within Addis Ababa.
• Demonstrated reliability, attention to detail, and commitment to quality.\
• Valid business license and registration in Ethiopia.
• Provision of at least 3 references from previous clients for similar work undertaken.

 

Submission Requirements

Interested vendors are invited to submit a comprehensive proposal that includes the following information:

• Company Profile: A brief overview of the company, including its legal status, ownership, years of operation, and contact details.
  • Relevant Experience: Details of previous experience in printing and binding similar reports or publications, including a portfolio of completed work (samples may be requested).
  • Technical Proposal:
    • Confirmation of the ability to meet all the technical specifications outlined in Section
    • Details of the paper stock, printing technology, and binding method to be used.
• A clear description of the quality control measures implemented by the vendor.
  • Proposed timeline for the completion of the work, including proofing, printing, binding, and delivery.
• Financial Proposal:
  • A detailed breakdown of all costs associated with the printing and binding of the 150 copies, including:
    • Cost per copy for printing (cover and internal pages).
    • Cost per copy for binding.
    • Cost for proofing (digital and physical mock-up).
    • Total cost for the entire project, including all applicable taxes (VAT, etc.), clearly stated.
• References:
  • Contact details (name, organization, email, and phone number) of at least three recent clients for whom similar printing and binding services have been provided.
• Copy of Valid Business License and Registration.

Evaluation Criteria

The selection of the vendor will be based on a weighted scoring system, considering the following criteria:

• Technical Compliance (30%): Demonstrated understanding of the requirements and ability to meet the technical specifications, including proposed paper stock, printing quality, binding method, and quality control measures.
• Relevant Experience and Portfolio (30%): Proven track record in providing high-quality printing and binding services for similar projects, as evidenced by the company profile, portfolio, and references.\
• Financial Proposal (30%): Competitiveness and clarity of the pricing, offering the best value for money while ensuring high quality.
• Delivery Timeline (10%): Proposed timeline for completing the work within the required timeframe.

Tentative Timeline

No	Activity	Deadline
1	Release of the Terms of Reference
2	Submission of proposals
3	Evaluation of proposals
4	Notification of the selected vendor
5	Contract signing
6	Provision of final print-ready file to the vendor
7	Submission of proof by the vendor
8	Approval of proof
9	Completion of printing and binding
10	Delivery of the reports to RFC