In this section...
- Overview
- Core Concepts
- Working with the Media
- Media Development
- UNDP Web Presence
- So You Want to Produce a Publication…
- Special Events
- Public Service Announcements
- Advocating for UNDP
- Social Media
- Public Inquiries
- How to Conduct a Campaign
- Showcasing Partnerships
- Writing for UNDP
- Translations
- Graphic Design and Applying the UNDP Logo
- Photography
- Video and Documentaries
- Procurement for Communications
- Tools
- Best Practices
- Templates/Photos
- Français/Español
Reaching the Outside World
Procurement for Communications
Procuring Consultants and Contractors
"The overall objective of the solicitation and tendering processes is to procure high quality goods, civil works or services as economically as possible."
Almost every UNDP office has core communications staff, supplemented by short-term editors, designers, photographers, media relations experts and web content developers for special projects. Both staff and contractors will ideally have experience in both communications and development. Serving in emergencies may require additional crisis management skills.
"The overall objective of the solicitation and tendering processes is to procure high quality goods, civil works or services as economically as possible."
UNDP Contracts, Asset and Procurement User Guide
Detailed job descriptions guide the hiring of core communications staff. Click here for the recommended generic job description for a Country Office Communications Officer. Short-term contractors work on the basis of terms of reference that spell out the specifics of the task that must be done and the qualifications of the person hired. Accurate and comprehensive job descriptions and terms of reference help ensure that everyone agrees on what needs to be delivered. Publications in particular can often involve multiple rounds of revision—factoring this in from the beginning can save time later on.
For help with procuring staff and consultants, see the UNDP Communications Procurement Tools section of this Toolkit, which includes sample job descriptions and ToRs which easily can be tailored to an office’s specific needs, as well as tip sheets on drafting ToRs and evaluating proposals, sample Invitation to Bid documents for designers and printers and sample job advertisements. The UNDP Communications Procurement Tools section also includes links to UNDP corporate procurement resources such as the UNDP Contracts, Asset and Procurement User Guide, which are the official UNDP procurement rules and regulations, and the UNDP Procurement Forms Website, which includes templates for an Invitation to Bid, Bid Opening Records, CAP Submission Forms, Model Request for Proposals and Long Term Agreements. Finally, the UNDP Communications Procurement Tools section also includes links to other UNDP LTAs, such as the UNDP Corporate Freelance Translators and Translation Companies LTA and the UNDP Corporate Trainers for Communications LTA. However, be sure to check with your local procurement expert to determine which type of procurement process and contract is appropriate for your office before proceeding.
For working specifically with a graphic design firm for publication design and layout, see the Design Specifications and Price Quotation Sheet, a document that you can update with the design specifications for your project. The document should then be sent to prospective designers to invite them to bid on the project. The designer should then send back the price quotation sheet by your deadline, which you will use to determine the lowest price. When preparing the contract for the designer/design firm, you'll need to prepare a Terms of Reference. See the Generic Design TOR as an example. If this is your first time working with graphic designers, you can also find information on how to deal with designers in How to Brief Graphic Designers from GoPrint, Queensland Government (Queensland Services Group, Department of Public Works).
For working specifically with a printer on the printing of a publication the following resources are available: an invitation to bid for printing a publication; notes explaining a UNDP Printing Specifications and Bid Sheet; a sample RFP for printing services to headquarters, which includes specifications for a number of different publications; and for evaluating bids and to find contract templates please see the UNDP Procurement Forms Website.
UNDP LTAs: Commercial Printing and Print-on-Demand
The UNDP Bureau of Management (BOM/OFA/ASD), with advisement from the Office of Communications, conducted a bidding process for commercial printing services to UNDP headquarters, which resulted in LTAs with a number of printing companies for both commercial printing and print-on-demand jobs. The commercial printing RFP documents can be found here and the print-on-demand RFP documents can be found here.
Commercial printing is complex in nature, and normally involves long print runs of 2,000 copies or more. The printers below, who were awarded an LTA with UNDP (good through the end of 2011), are familiar with UNDP's requirements for colour printing. They know how to package the products for distribution to Country Offices and the requirements of the UN Pouch Unit. The lead contact with the companies listed below should be your first point of contact. They include:
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The printers selected to handle print-on-demand work, and awarded a UNDP LTA (good—pending evaluation in December 2010—through 2013), deal with those print jobs that are less complex and may involve shorter print runs, ranging from 25–1,000 copies. These printing companies, which are also familiar with our packaging and delivery requirements, are:
Other Contacts: Laura Williams, AGS Custom Graphics |
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For advice on selecting the appropriate printer for your publication, please contact the Communications Products Manager at communications.toolkit@undp.org.
