Background

Since 2016, United Nations Development Programme (UNDP) has been collaborating with Iskandar Regional Development Authority (IRDA) to support the development of the Iskandar Malaysia Urban Observatory (IMUO). The objectives of the IMUO is to contribute towards realising Iskandar Malaysia’s vision to become a sustainable, inclusive and smart regional corridor through evidence-based spatial planning and informed policy making.  

IRDA – UNDP collaboration focuses on the development of IMUO’s operational structure and business model to ensure the outputs supports and empower IRDA to better plan and implement subnational programmes to meet the localized needs of the B40 and vulnerable groups, aligned with the aspirations of the 11th Malaysia Plan, Comprehensive Development Plan ii (CDPii) for Iskandar Malaysia and SDGs.

Up until August 2018, the following reports (herein referred collectively as IMUO guidance documents) have been prepared;

1. IMUO Business Plan,
2. Data Landscape Review, and
3. IMUO Data Management Policy.

These documents are intended to be used as IRDA’s internal guidance documents as well as to be made available for public viewing.

The IMUO team requires copy-editing and graphics design services to ensure the highest standards of quality and consistent reporting is produced prior to publishing the following communication materials. This expected output from this consultancy are;

1. Output 1: IMUO guidance reports; and 
2. Output 2: IMUO website and communication materials (brochure, poster and bunting)

Duties and Responsibilities

Scope of work:

• Develop design concept for IMUO guidance documents (3 documents, 80-100 pages each), website and communication materials under the guidance of the IMUO project team;
• Under the guidance of the IMUO project team, to ensure IMUO guidance documents’ layout are formatted in a manner that is easy to navigate (able to skip to relevant chapters for quick reference) and reader-friendly;
• Improve and edit art-work (infographics*), photos, charts and other graphic elements; and
• Be available to communicate with the project team during this concept development phase (Feb 2019), and following submission of edits, be available for consultation online or by phone for follow-up questions.
• Produce printed mock-up samples of hardcopy materials, i.e., reports, brochures, posters and buntings

*Note: Assigned graphic designer is expected to work closely with project manager and copy-editor to illustrate infographics that clearly and accurately communicates desired message of IMUO.

Duty Station:

The assignment will require the consultant to work closely with the project team and project manager who are based in IRDA’s office in Johor Bahru (JB). The consultant is expected to attend meetings at IRDA’s JB office – at a minimum:

• 1 day for project kick-off; and
• 8 days (fortnightly, over 4 months) for consultation and document review.

Please include a breakdown of travel cost to attend meetings at IRDA’s office in JB, not exceeding 10 trips in total.

Duration:

The assignment is for a duration of 4 months intermittently between 3 June and 30 September 2019.

Financial Proposal:

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

Suggested number of man-days for scope of work:

• 40 days to complete graphic design of IMUO guidance documents, i.e. BP, DLR, and DMP;
• 20 days to complete graphic design of IMUO website and brochure.

Travel;

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed

Travel is expected to be limited to UNDP’s office in Johor Bahru:

• 1 day for project kick-off; and
• 6 days (fortnightly, over 3 months) for consultation and document review.

Breakdown of travel cost to attend meetings at IRDA’s office in JB should not exceed 10 trips in total.

Competencies

• Creative skills to find interesting ways to present information and to generate new ideas;
• Ability to give and receive constructive feedback on work;
• Ability to communicate effectively with stakeholders;
• Good team working skills;
• Ability to meet deadlines, organized, multitask and work under pressure; and
• Good IT skills, including confidence with web-based applications, and basic knowledge of HTML, as well as video and photo editing and design software.

Required Skills and Experience

• Bachelors’ degree or equivalent professional qualification in the relevant field (e.g. Graphics Design / Animation); and at least 3 years of working experience in similar fields; or
• Diploma, and at least 5 years of experience working in the relevant field (e.g. Graphics Design / Animation).

Experience:

• Minimum 3 years of experience in graphic designing, animation, or equivalent field;
• Proven record in graphics design such as for corporate reports, infographics to communicate findings, and other relevant experiences.

Language:

Good command in written and spoken English.

How to Apply:

• Kindly download the Letter of Confirmation of interest and availability, Financial Proposal Template, P11 form and General Terms & Conditions mentioned below;
• Read and agree to the General Terms & Conditions;
• Click the ‘apply’icon and complete what is required;
• Write (1) a brief description of why the individual considers him/herself as the most suiltable for the assignment; and (2) provide samples works done (minimum 3 and maximum of 6) of work you consider to be the best and most relevant, (3) personal CV including past experience in similar projectst and at least 3 referees  and (4) financial proposal as per the information mentioned above;
• Scan all documents into 1 pdf folder and then upload;
• For clarification question, please email to procurement.my@undp.org. The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC_2018_035" as the subject matter.

Forms and General terms & conditions to be downloaded:

• The UN Personal History Form (P11) is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc?download
• Letter of Confirmation of Interest and Availability at: http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Letter%20of%20Interest%20_Annex%201.docx?download
• The Financial Proposal Template at:  http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Financial%20Proposal%20Template.doc?download
• The General Terms & Conditions for Individual contract is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/General%20Conditions%20of%20Contract%20for%20IC.pdf?download
• The General Terms & Conditions for Reimbursement Loan Agreement is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Reimbursable%20Loan%20Agreement%20_%20Terms%20&%20Conditions.pdf?download 

Important Note:

• This Consultancy position is only accepted online. Email submission is not valid;
• Applicant must READ and ACCEPT the General Terms and Conditions;
• The system DOES NOT accept multiple document upload. Please scan all the documents and save into one (1) PDF file and upload.

Handling of Data, Information and Documents:

• All data, information and documents obtained under this assignment is the property of the UNDP Malaysia and IRDA, and be treated as strictly confidential.
• No such information shall be used and cited by the consultant / company for any other purpose other than for the preparation of the video/photos for the regional forum.
• All soft and hard copies of the data, information and documents must be returned to the UNDP Malaysia and IRDA upon completion of this assignment.

Evaluation Criteria:

Individual consultants will be evaluated based on the following methodologies:

Cumulative analysis: When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

1. Technical Criteria weight; 70% 
   • Qualification and years of relevant work experience (30%);
   • Sample work (50%);
   • Competencies (based on proposal/interview) (20%).
2. Financial Criteria weight; 30%

Only candidates meeting the pre-determined minimum points would be considered for the Financial Evaluation.