STATEMENT OF WORK and TERMS OF REFERENCE

1. Introduction

UNICEF is the agency of the United Nations mandated to advocate for the protection of children’s
rights, to help meet their basic needs and to expand their opportunities to reach their full potential.
Guided by the Convention on the Rights of the Child, UNICEF strives to establish children’s rights
as international standards of behavior towards children. UNICEF’s role is to mobilise political will
and material resources to help countries ensure a “first call for children”. UNICEF is committed to
ensuring special protection for the most disadvantaged children.
UNICEF carries out its work through its headquarters in New York, 8 Regional Offices and 125
Country Offices worldwide. UNICEF also has a research centre in Florence, a supply operation
based in Copenhagen and offices in Tokyo and Brussels. Its 137 committees for UNICEF raise
funds and spread awareness about the organisations mission and work.To further its mission of
addressing children’s needs and fulfilling their rights, The United Nations Children’s Fund
(UNICEF), located in Kathmandu - Nepal, needs to procure different products and services.
Supporting child survival and development programmes around the world, UNICEF-procured
supplies are critical in providing for children’s health, education and protecting them from abuse,
exploitation, and neglect. UNICEF procures supplies and services, critical to supporting UNICEF’s
ongoing programmatic activities.
On an ongoing basis, UNICEF designs, publishes and produces materials with the objective of
clearly and effectively communicating UNICEF’s key activities and achievements. During the last
4 years, UNICEF Nepal expenditure for printing is approximately totaling to USD 1 million (with
80% for Printing Materials, 20% for Banner/Digital Related Printing production. The agreement
resulting from this RFP, however, shall not set a minimum guarantee on sales volume.

2. Scope

2.1 Purpose and objective

UNICEF NCO intends to print of various types of advocacy and training materials through a Long-
Term Arrangement. The initiative was taken, to produce better quality printed materials, together
with better value for money. Overall, the LTA is highly useful in shortening the processing and
procurement time for printing, whereby repeated bidding is no longer needed since the existence of
the LTA.
UNICEF reserves the right to discontinue the use of the LTA with a selected company if the quality
level or performance level is not satisfactory to UNICEFUNICEF is seeking to engage qualified
vendors located in Nepal and its surrounding area to provide print production services for the
UNICEF Nepal Country Office and its field offices based in Nepalgunj, Janakpur, and Bhairahawa.
UNICEF is soliciting proposals to furnish all printing materials.
Work orders vary in volume, complexity, and turn-around time. The key criteria include material
printing and production quality, meeting short turnaround times, expedited delivery service, cost
effectiveness, and quality assurance. Many jobs are produced in multiple language versions, but
mainly English and Nepali.
In addition, UNICEF is conscious of the impact that printing has on the environment and
encourages the use of eco-friendly paper and the wastage process is compliance with
Environmental Social Governance. Please note that UNICEF will only pay for the exact quantity
ordered and will not accept delivery of under-runs nor pay for printing over-runs.

Rush orders will be defined as same day delivery, next day delivery or work to be performed over a
weekend. Large orders consisting of more than 50 boxes must be shipped on proper packaging to
avoid damage to the printed material.
 The vendor(s) shall provide printing production as per below categories:

Type of Printing Materials

1. Books, Booklets, Magazines 2. NCR (Carbonless) 3. Leaflets, Brochures, Flyers,
Books, Pads Newsletter, Letterhead,
Monitoring cards, Forms, Posters,
Wall calendars.
4. Flip Charts, Flip Books, Desk 5. Folders, Dockets 6. Envelopes
Calendars
7. Stickers

See Annex A for Details Specifications

2.2 Contractual Approach

UNICEF wishes to sign a Long-Term Arrangement for Goods (LTAG) with one or more
vendor(s) for an initial period of two (2) years with possible extensions for additional one (1) year
period, at the discretion of UNICEF and subject to satisfactory performance by the vendor(s) to
provide print production for UNICEF intended project.

LTAG is a contractual framework in which UNICEF and a selected vendor agree on a list of
materials to be printed, the conditions of their delivery, and their prices for a defined period.
UNICEF shall provide specific requirements and time frames for each task when required by
issuing Purchase Order using the terms and conditions agreed in the LTAG and the agreed rate/fee
stated in the LTAG will be used to calculate the Purchase Order value.

UNICEF reserves the right to rescind the LTAG should performance not meet its requirements.
UNICEF does not warrant that any quantity of print production shall be purchased during the term
of the Arrangement and is not bound to purchase any minimum amount of print production.
UNICEF reserves the right to utilize other sources at its discretion.

3. Technical Requirements

All vendors, regardless which type of printing they are providing, must meet the following
requirements:

• Manage the printing or production of items listed under Annex A and can demonstrate
experience of doing so effectively and efficiently.
• Responsible for ensuring quality and timely delivery of projects.
• If the vendor cannot complete the job in-house and they have to outsource the works, they
must indicate in the proposal of their outsourcing companies.
• Should the printed materials not meet quality control standards, the vendor must provide
additional copies to offset the poor-quality materials without additional cost to UNICEF.
• Use economies of scale to offer cost savings when possible.
• Able to deliver the finished products to UNICEF House as well as other locations in Nepal
and worldwide if required.
• Material must be packed that weigh no more than 30 lbs. and have the label fixed on outer of
the packaging by showing the title and quantities of the material as well as UNICEF PO no.
• Vendors are encouraged to minimize the amount of packaging used and to consider more
sustainable alternatives. These may include but are not limited to using biodegradables or
recycled packages, packaging in bulk, or other.
• The vendor is able to provide quotation for specific work assignments according to the agreed
LTApricing within 2 working days and to acknowledge receipt of any messages from UNICEF
within 1 working day.
• Back-up all submissions and storage of final copies on a hard drive, or flash/thumb drive for
the duration of the long-term agreement (a minimum of two years).