Terms of Reference (ToR)

Hiring Agency/Individual for Layout & Designing Work

ROOM TO READ India

About Room to Read:

Room to Read is a global organization transforming the lives of millions of children in low-income countries by focusing on literacy and gender equality in education. Founded in 2000 on the belief that World Change Starts with Educated Children®, our innovative model focuses on deep, systemic transformation within schools in low-income countries during two time periods which are most critical in a child’s schooling: early primary school for literacy acquisition and secondary school for girls’ education. We work in collaboration with local communities, partner organizations, and governments to develop literacy skills and a habit of reading among primary school children and ensure girls can complete secondary schools with the skills necessary to negotiate key life decisions. Room to Read has benefited 16.8 million children across 38,000 communities in Asia and Africa.

About the Assignment:

The designing consultant/agency will be required to do layout and design for various materials for Quality Reading Material books, cards, posters, etc.

KEY DELIVERABLES

• Re-print: The designer is expected to undertake the work of fresh layout and design for 10 Reprint titles in 5 languages each and 1 Rebel Girls Book in 3 languages.
• Adaptations: The designer is expected to undertake the work of fresh layout and design for 5 Room to Read Books from existing files in 5 languages Hindi, Marathi, English, Telugu and Kannada (a total of 25 titles).
• Literacy cloud resource material in Hindi, Marathi, Kannada, and Telugu (18 Qty each)
• Special projects: To be taken up as and when required apart from this scope related to designing. 

KEY SPECIFICATIONS

• Google fonts to be used which can work both in print and digital (websites).
• Copy the translated text (in each language) from the word document and paste it appropriately on the design files.
• Ensure that the alignment and placement of images is done appropriately.
• Ensure all images/illustrations are high resolution and in CMYK.
• Ensure all images/illustrations have bleed where needed.
• Ensure edition and number of copies has been changed as per the information provided.
• Ensure new Room to Read logo to be inserted in all files.
• All files to be named as per GO naming convention.
• All files to be packaged as per GO folder structure requirement and includes: IDML, instructions, PDFs (low resolution and high resolution), fonts, links.
• There will at least four rounds of feedback before approving the final content.
• Press ready files to be delivered with the final package.
• As per the requirement, the vendor or the designer will be asked to work in Room to Read premises. The travel for this will not be reimbursed.
• Final print ready files along with supporting InDesign files, idml files, low-res and high- res pdf with cut mark, links and other materials.

DURATION WILL BE DISCUSSED AS AND WHEN THE PROJECT IS HANDED OVER CONTRACT

Considering the projects mentioned in the SOW, there might be a possibility of/or we will be splitting the work/projects amongst different vendors considering the timeframe required to complete all the assignments within the given timelines. The vendor will be informed well in advance about the assignment that He/She will be getting.

Experiences Needed for Assignment:

Experience in InDesign, Adobe Acrobat, Photoshop.

Creativity and innovation are a must.

Ability to work independently and meet the given deadlines and adhere to the RtR guidelines.

Contract Duration: This contract will be valid from 1^st January 2024 to 31st December 2024.

Payment Terms: 100% payment once the specified project is completed.

Please note that all payments will be made only after submission of the correct invoice in hard copy.

Note:

• 2. Charges shared with you is for 4 rounds of feedback. For every round after these 4 rounds of feedback, amount equal to 4 rounds will be given.
• Once we open a file if there is any feedback in one page or whole book, we calculate 1 round. 

TECHNICAL EVALUATION CRITERIA FOR THE AGENCY/CONSULTANT

The agency will be evaluated based on a total score of 30 points across the given parameters. Each parameter will contribute 10 points.

The technical proposal will be assessed based on the following criteria:

• Demonstrated Experience: Evaluation of the agency's past experience in design and layout of content specifically tailored for children.
• Timelines: Ability to meet timelines around design work.
• Flexibility: Evaluation of the agency’s portfolio to see the varieties of content they have worked on.

HOW TO APPLY

Proposals are invited from the interested agency/individual for the above assignment and the last date for receiving the proposal is 31st January 2024atprocurement.india@roomtoread.org[do not copy anyone from RtR]

• Kindly submit email with following subject lines:

EMAIL (1): TECHNICAL PROPOSAL - Layout & Designing Work

• The agency should apply with the following: 

      TECHNICAL PROPOSAL 

1. A technical proposal which will outline the way this assignment will be approached.
2. The proposal should mention the timeline for completing the deliverables. The technical
3. proposal should include an outline of content and your approach for all the abovementioned deliverables.
4.  Cite relevant work experience and give samples
5. Detailed CV of all the consultants involved in this project

• Read the ToR thoroughly before applying
• Only Shortlisted agency will be contacted and might be called for a face-to-face interaction with the panel.
• Any incomplete application or process deviation, the proposals will automatically be rejected 

Proposal received after the prescribed deadline will not be considered.

• The TDS will be applicable as per GOI.
• Selected Consultant/agency will be required to sign and abide by the Child Protection policy of Room to Read. 

For queries, please contact:

Vivek Shrawat

vivek.shrawat@roomtoread.org