PO Box 240, Apia, Samoa E: sprep@sprep.org T: +685 21929 F: +685 20231 W: www.sprep.org The Pacific environment, sustaining our livelihoods and natural heritage in harmony with our cultures. REQUEST FOR TENDERS File: AP 2/35/1 Date: 1 September 2017 To: Interested communications consultant From: Jilda Shem PEBACC Communications Officer Subject: Call for Expressions of Interest Communications Consultant (s) (PEBACC Project) 1. Background 1.1. The Secretariat of the Pacific Regional Environment Programme (SPREP) is an intergovernmental organisation charged with promoting cooperation among Pacific islands countries and territories to protect and improve their environment and ensure sustainable development. For more information, see: www.sprep.org. 1.2. SPREP has received funding from the German Federal Ministry for the Environment, Nature Conservation, Building and Nuclear Safety (BMUB) to integrate Ecosystem-based Adaptation (EbA) into development, climate change adaptation responses, and natural resource management policy and planning processes in three Pacific island countries through the Pacific Ecosystem-based Adaptation to Climate Change Project (PEBACC). For more information, see: www.sprep.org/pebacc. 2. Specifications: statement of requirement 2.1. SPREP would like to call for tenders from qualified and experienced communication consultant(s) who can offer their services to produce synthesis reports of the Ecosystem and Socio-economic Resilience Analysis and Mapping (ESRAM) studies in Fiji, Solomon Islands and Vanuatu commissioned by the PEBACC Project. 2.2. The successful applicant will need to provide tender submission and all supporting documents by 18 September 2017. 2.3. Terms of Reference is attached as Annex 1 for ease of reference. 3. Conditions: information for applicants 3.1. To be considered for this tender, interested suppliers must meet the following conditions:
a) Submit details of previous relevant experience and qualification; and b) Provide at least 3 referees as part of their tender application. 4. Submission guidelines 4.1. Tender documentation should demonstrate that the interested supplier satisfies the conditions stated above and is capable of meeting the specifications and timeframes. Documentation must also include supporting examples to address the evaluation criteria. 4.2. Tender Submission should include: i. Cover letter briefly summarizing experience and qualifications for this consultation (shall not exceed 2 pages) ii. iii. iv. Complete the tender application form provided A technical proposal which contains detailed methodology to achieve the tasks outlined in the Terms of Reference (Annex 1) A financial proposal, which is to be priced on a lump sum basis for each of the following milestones: Milestones 01 Content summary of ESRAM studies 01 Design concept 02 Layout Content summary of the Taveuni - Fiji, Honiara - Solomon islands and Port Vila - Vanuatu ESRAM studies completed and approved by PEBACC: Innovative design concept of the synthesis reports submitted to PEBACC Three professionally designed and laid out synthesis reports submitted to PEBACC 03 Printready & web (pdf) files Final files for printing and web upload submitted to PEBACC v. Resume of professional experience 4.3 Tender submissions must be in USD 4.4 The proposal must remain valid for 90 days from date of submission 5. Tender Clarification 5.1. Any clarification questions from applicants must be submitted by email to maraeap@sprep.org and copy jildas@sprep.org before 11 September, 2017. A summary of all questions received with an associated response will be posted on the SPREP website www.sprep.org/tender by 13 September, 2017.
6. Evaluation criteria 6.1. SPREP will select a preferred supplier on the basis of SPREP s evaluation of the extent to which the documentation demonstrates that the tenderer offers the best value for money, and that the tenderer satisfies the following criteria: a) Experience in writing summaries of studies or converting technical reports to synthesis publications (25%) b) Proven track record in design and layout of innovative publications (25%) c) Quality of works (20%) d) Proven track record in completion of works within timeframe (10%) e) Financial proposal (20%) 6.2. Assessment of the proposal will be based on the evaluation of the Technical Proposal (80%) and Financial (20%) 7. Deadline 7.1. The due date for submission of the tender is: 18 September 2017 (midnight, local Apia, Samoa time) 7.2. Late submissions will be returned unopened to the sender. 7.3 Please send all tenders clearly marked TENDER: Communication consultant (PEBACC Project) to one of the following methods: Mail: SPREP Attention: Procurement Officer PO Box 240 Apia, SAMOA Email: tenders@sprep.org Person: Submit by hand in the tenders box at SPREP reception, Vailima, Samoa. SPREP reserves the right to reject any or all tenders and the lowest or any tender will not necessarily be accepted. For any complaints regarding the Secretariat s tenders please refer to the Complaints section on the SPREP website.
T E R M S O F R E F E R E N C E Communication consultant to produce synthesis reports of Ecosystem and Socio-economic Resilience Analysis and Mapping (ESRAM) studies and EbA Options Assessment reports in Fiji, Solomon Islands and Vanuatu. A. Project Title: ESRAM and EbA Options Assessment Synthesis Reports Fiji, Solomon Islands & Vanuatu B. Project Description The Pacific Ecosystem-based Adaptation to Climate Change Project (PEBACC) is a five year Ecosystem-based Adaptation (EbA) project funded by the German Federal Ministry for the Environment, Nature Conservation, Building and Nuclear Safety (BMUB). PEBACC aims to integrate ecosystem-based adaptation into development, climate change adaptation responses, and natural resource management policy and planning processes. The project is implemented by SPREP in partnership with the governments of Fiji, Solomon Islands and Vanuatu providing replicable models for other countries in the region. A number of technical baseline and planning studies were commissioned by PEBACC in 2016. In order to make the outcomes of these studies more accessible to a broader audience, it is the intention that the information in the reports is summarised into a number of visually appealing synthesis reports. The reports that will need to be drawn on and that will form the basis of the synthesising exercise are: Fiji 1 i) Ecosystem & Socio-economic Resilience Analysis & Mapping (ESRAM) at Multiple Scales and Locations in Fiji (153 pages) ii) Ecosystem-Based Adaptation Options Assessment for Taveuni Island, Fiji (96 pages) iii) Ecosystem-Based Adaptation Implementation Plan for Taveuni Island, Fiji (43 pages) iv) Ecosystem-Based Adaptation Options Assessment for Macuata Province, Fiji v) Ecosystem-Based Adaptation Implementation Plan for Macuata Province, Fiji 1 Reports prepared by Watershed Professionals Network (WPN)
Solomon Islands 2 i) Solomon Islands ESRAM: Volume 1 ESRAM Introduction and National Assessment (114 pages) ii) Solomon Islands ESRAM: Volume 2 Wagina Island (Choiseul Province)(125 pages) iii) Solomon Islands ESRAM: Volume 3 Honiara (89 pages) iv) Solomon Islands ESRAM: EbA Options Assessment Report (40 pages) v) Solomon Islands ESRAM: EbA Implementation Plans (47 pages) Vanuatu i) Ecosystem and Socio-economic Resilience Analysis and Mapping (ESRAM) and associated work at multiple-scales in Vanuatu (80 pages) 3 ii) Options and Implementation for Ecosystem-based Adaptation, Tanna Island, Vanuatu (66 pages) iii) Greater Port Vila: Ecosystem and socio-economic resilience analysis and mapping (ESRAM) Technical Summary, (54 pages) 4 iv) Ecosystem Based Adaptation (EbA): State of Ecosystems, Climate, & Options Port Vila, Vanuatu 5 Part 1 - Mapping Ecosystems of Port Vila (40 pages) Part 2 - Impacts of Climate Change & Human Activities on Port Vila Ecosystems and People (39 pages) Part 3 - Ecosystem Based Adaptation Project Options and Processes (65 pages) v) Ecosystem-based Adaptation (EbA) Project Implementation Plans, Port Vila, Vanuatu (122 pages) PEBACC will take a phased approach to preparing the synthesis reports of the above documents. For this consultancy PEBACC is seeking suitably qualified consultants to summarise, design and layout three synthesis reports one each for the project sites of Taveuni Island in Fiji; Port Vila in Vanuatu and Honiara in Solomon Islands. For Taveuni we are seeking one report synthesising the results of reports Fiji i), ii) and iii). For Port Vila we are seeking one report synthesising the results of Vanuatu iii), iv) and v) For Honiara we are seeking one report synthesising the results of Solomon Islands iii), iv) and v) Possibilities exist for the successful applicant to be involved in subsequent phases; i.e. synthesis reports for the remainder of the technical baseline and planning reports. 2 Reports prepared by BMT WBM 3 i) and ii) prepared by Griffith University 4 Prepared by RMIT University 5 iv) and v) prepared by Victoria University Wellington
C. Specific Duties and Responsibilities Summarise each report into a logically flowing and integrated 15-20 pages synthesis report. Develop an initial design concept for the publication. Design suitable icons, infographics, designs and illustrations (refer to IAN symbol libraries, University of Maryland for examples, http://ian.umces.edu/symbols/) to highlight the key themes/findings/recommendations in the reports. Provide professional layout in accordance with the agreed design within the agreed timeframes. Provide necessary changes, edits and corrections to layout if required, prior to printing process commencing. Provide final layout and ensure file is suitably formatted for : - Hardcopy press - Softcopy PDF download via internet applications Provide a compressed web-ready softcopy PDF file to PEBACC Communications Officer via email or hand delivery. Receipt must be acknowledged. Ensure all project production deadlines are met. D. Expected Outputs Stage Output Days of work by consultant 01 Content summary 01 Design concept Consultant will receive - copy of ESRAM and EbA Options reports - draft synthesis report outline - examples of synthesis reports for reference Consultant will submit first draft of ESRAM synthesis reports to PEBACC Consultant will receive comments from PEBACC and incorporate changes Completion/ Delivery date 21 Sept 2017 12 days 6 October 2017 2 days 10 October 2017 Consultant to submit innovative design concept to PEBACC 1 day 11 October 2017 First draft of the laid out publication to be submitted to PEBACC 10 days 25 October 2017 03 Printready & web (pdf) files PEBACC to submit feedback to consultant 27 October 2017 Consultant to make final edits 1 day 30 October 2017 Submit final files for printing and web upload 1 day 31 October 2017 TOTAL 25 days E. Final Deliverables Three professionally produced ESRAM synthesis reports submitted to PEBACC in soft copy.
F. Institutional Arrangement The consultants will report to the PEBACC Project Manager, Herman Timmermans and PEBACC Communications Officer, Jilda Shem. G. Duration of the Work The project will commence on 21 September 2017 and be completed by 31 October 2017. H. Duty Station The consultants will be home or office based. I. Qualifications of the Successful Contractor Must have formal qualifications and/or demonstrated experience in science communication, editing, graphic designing and layout or a similar qualification. Must have demonstrated experience in professional design, development and production of a variety of materials and publications. Previous experience developing infographics. Must have experience in all stages of the production/printing/publication process. Email jildas@sprep.org to view the soft copies of the ESRAM studies. Interested consultants, please submit an Expression of Interest indicating how you meet the criteria / qualifications together with a cost proposal and examples of previous comparable work. Expression of Interest and cost proposal is to be no more than 2-pages. Expressions of Interest must be submitted to pebacc@sprep.org.