RFP: Development of Visual Identity, Brand Guidelines and Brand Toolkit

As part of the "Promotion of the European integration of the Republic of Moldova" project , the INFO LIVE Foundation, with the support of the Soros Moldova Foundation, aims to create a complete brandbook and visual elements to support the identity of the "Moldova in EU" platform. The purpose of this brandbook is to ensure a coherent and engaging visual identity to promote Moldova as a modern, determined and pro-European nation. The document will act as a reference guide for all communication materials, ensuring consistency and impact for government institutions, NGOs and international organizations.

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SUBMISSION OF THE FILE

The application file will include the technical and financial offer.

It will be submitted in accordance with the requirements of the Terms of Reference and in strict accordance with the procedure set out in the Instructions to Bidders.

The application file will be sent by e-mail to the following address: infolive@moldovain.eu 

Incomplete files will not be reviewed.

After sending the offers, please make sure that the offer has been received by the Foundation in the form of a confirmation email. The Foundation is only responsible for confirmed bids.

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CONTACT DATA

For questions about the Terms of Reference and how to submit offers, please contact Dorin Rîșcanu, project coordinator, e-mail: dorin.riscanu@moldovain.eu .

Clarification questions can be sent in writing to the email address indicated above, until November 12, 2024.

INSTRUCTION FOR BIDDERS

​​The selection of a specialized company for the development of a brandbook and the visual identity of the "Moldova in EU" platform, intended to promote the image of the Republic of Moldova as a modern nation, aspiring to European integration and aligned with the values ​​of the European Union.

Request for bids: RFQN-INFLV-MD-014

Date of publication of the advertisement: November 6 2024

Deadline for submission of offers:               November 13, 2024; 12:00

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CONTEXT

The INFO LIVE Foundation, within the project "Promoting the European integration of the Republic of Moldova", with the support of the SOROS MOLDOVA Foundation, aims to create a complete brandbook and visual elements to support the identity of the MoldovaInEU campaign. The purpose of this brandbook is to ensure a coherent and engaging visual identity for the promotion of Moldova as a modern and pro-European nation. The document will act as a reference guide for all communication materials, ensuring consistency and impact for government institutions, NGOs and international organizations.

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PREPARATION OF THE FILE

The application file will include the following documents:

• Technical offer (according to Form A. Technical offer );

• Financial offer (according to Form B. Financial offer ).

Bids are submitted in accordance with the requirements and procedure provided in this Instruction for bidders, section: "How and where to submit the file".

When preparing the file, applicants will review the RFP in detail. The lack of certain information, essential for the execution of the contract, requested in the request for offer, may lead to the rejection of the proposal.

The offers, as well as all correspondence with the offeror, will be in Romanian or English.

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SCHEDULE

The following deadlines apply to this RFP:

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HOW AND WHERE TO SUBMIT THE FILE

The application file will be sent electronically, by e-mail, to the following address: infolive@moldovain.eu 

Submission deadline: November 13, 2024; 12:00 .

The Foundation will not consider files submitted after the deadline.

When sending offers, please ensure that the following information is included in the email subject line:

• Subject: RFQN-INFLV-MD-014_Name of bidder

After sending the file, please make sure that it has been received by the Foundation in the form of a confirmation email. The Foundation is only responsible for confirmed files.

A bidder may withdraw, replace or modify the bid after it has been submitted at any time prior to the submission deadline by providing written notice to the Foundation. The replaced or amended offer must be submitted with the notification.

All notices must be sent in accordance with the bid submission procedure, clearly marking them by adding the words "WITHDRAWAL" "REPLACEMENT" or "MODIFICATION" to the subject line of the e-mail.

Offers will be valid for 30 days from the moment of submission.

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TECHNICAL OFFER (OT)

The technical offer (dated, signed and stamped by the bidder) will be presented in Romanian or English, based on Form A. The technical offer (available for download as a separate file) and will include:

• Brand concept and creative vision : Sample creative vision with optional preliminary mockups or mood boards that provide visual direction for elements such as logos, color palettes, typography, web page previews or other brand components, demonstrating the conceptual approach. They will include a concise description of the approach, including the proposed process for creating the brandbook, the main stages and the methodology.
• Team Composition and Expertise : Outline of the team, together with a maximum of 3 CVs of the key experts involved, highlighting relevant experience in branding, design and strategic communication.
• Previous performance and experience : Description of the company's previous projects with a similar area of activity, especially branding or national identity/national campaigns. Projects for governments or international organizations are preferred. Links to portfolio or references for similar projects completed in the last five years.
• Regulatory documentation : Copy of the document confirming the legal registration of the bidding company.

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FINANCIAL OFFER (OF)

The financial offer will include the amount requested in MDL or EUR for the brandbook development, detailing the expected expenses.

The tenderer will use Form B. Financial offer (available on request).

The offer must be dated, signed and stamped by the offeror, then scanned and sent.

If there are insignificant arithmetic errors, they will be corrected by the foundation.

Prices will include all taxes in accordance with applicable law.

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EVALUATION OF FILES

The evaluation of the received offers will be carried out on the basis of a balanced ratio between the quality of the technical offer and the competitiveness of the financial offer. Thus, the evaluation process will be structured in two main components: the technical offer and the financial offer.

1. The ratio between the financial and the technical offer

The evaluation of the offers will be based on the following weighting:

• Technical offer : 70% of the total score:

1. Brand Concept and Creative Vision : The originality and quality of the creative concept approach, including examples of visual simulations and mood boards, which provide direction for elements such as logos, color palettes, typography and web pages (40%);
2. Company Experience and Portfolio : Demonstrated experience through previous projects, particularly in branding and national identity, with a preference for campaigns carried out for governments or international organizations (20%)
3. Team Composition and Expertise : The composition of the team and the qualifications of the experts involved, the relevance of their experience in branding, design and strategic communication (10%)

• Financial offer : 30% of the total score

Companies will be evaluated based on the competitiveness and clarity of the proposed costs for the delivery of the project in accordance with the requirements of the Terms of Reference.

2. The scores for each criterion in the technical offer

The evaluation of the technical offer will be carried out according to the following criteria, each having a maximum score assigned. The maximum total score for the technical offer is 70 points , distributed as follows:

1. Originality and relevance of the creative concept – 40% of the technical score ( maximum 28 points)

2. The company's experience and portfolio – 30% of the technical score (maximum 21 points)

3. Team composition and expertise – 10% of the technical score (maximum 7 points)

3. The method of converting the amounts from the financial offers into points

The evaluation of the financial offer will be based on a standardized formula, with a maximum score of 30 points . Financial offers will be compared using the method of converting costs into points, so that the most competitive prices are favored.

Calculation formula for the financial offer:

Financial offer score = P fin max – (∑offer / K - ∆)

Where:

∑ the offer : the amount proposed by the bidder in his financial offer;

∑ max   : the highest amount proposed among all financial offers;

∑ min : the lowest amount proposed among all financial offers;

P fin max : the maximum score for the financial offer (30 points);

K : price adjustment factor, calculated as follows:

K = (∑ max - ∑ min ) / P fine max

∆ : price adjustment factor, calculated as follows:

∆ = ∑ max / K – P fine max

Calculation example:

If we have the following financial offers:

∑ max = 10,000 USD ,

min​ = $5,000,

The offer under review is $7,500

K is calculated :

K=(10,000-5,000)/30=166.67

∆ is calculated :

∆= 10,000/166.6 - 30=30

$7,500 Finance Offer :

P fin max =30-(7,500/166.66-30)= 15 points

Thus, the $7,500 offer receives 15 points out of a maximum of 30 for the financial offer.

4. Final selection of offers

The final score of each offer will be calculated by adding up the score obtained from the technical evaluation (maximum 70 points) and the one obtained from the financial evaluation (maximum 30 points). The bid with the highest cumulative score will be declared the winner.

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CONTRACT CONCLUSION AND PAYMENT

The file evaluated with the highest score will be declared the winning bid.

Based on the results of the competition, the Foundation will sign a service contract with the company that submitted the winning bid. The contract will have legal effects starting from November 2024 and will end in February 2025 at the latest.

Payment for services will be made in accordance with the service contract. Payment terms will be negotiated and agreed upon by both parties. Payment will be made in Moldovan lei, by bank transfer.

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CONFIDENTIALITY AND PROTECTION OF PERSONAL DATA

The offers entered in the competition will contain, directly or indirectly, personal data. The INFO LIVE Foundation will ensure the confidentiality of personal data in the process of collecting, processing and storing them.

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CONFLICT OF INTEREST

• All potential or actual conflicts of interest must be declared;
• No person should be in a position to decide his own case;
• Self-dealing is prohibited.

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ANTI-FRAUD AND CORRUPTION

The INFO LIVE Foundation strictly enforces the zero tolerance policy for prohibited practices, including fraud, corruption, complicity, unethical or unprofessional practices, and obstruction of bidders. The Foundation requires all bidders to adhere to the highest standard of ethics during the procurement and contract implementation process.