Statement of Work and Terms of Reference
1. INTRODUCTION OF THE SECTION
UNICEF Innovation is an interdisciplinary team of individuals around the world tasked with identifying, building and scaling innovations that strengthen UNICEF’s work and improve children’s lives around the world. Our job is to identify and understand, but also influence what’s coming in the next few years of innovation for children. UNICEF Innovation Events is responsible for the organization and execution of strategic events for UNICEF Innovation.
2. BACKGROUND INFORMATION
UNICEF Innovation will participate in a number of different events this year, from the White House organized Global Entrepreneurship Summit, to the World Humanitarian Summit in Turkey, and plenty in between. For UNICEF Innovation Unit, 2016 is a year of network creation and expansion. We are an extremely dynamic team that works very much like a startup. By the time we leave the office we may be working on an entirely different project than we did on the morning of the same day. We try to solve the world’s biggest problems, and as the world is an ever-changing place, we have to constantly amend our own narrative and actions.
Why is it important to know in terms of this RFP? It usually takes a few months to properly prepare for a presence at an event. Decisions and commitments have to be made in advance, in terms of space, budget, and narrative track. For a team with an agenda like ours, it’s difficult to make those commitments in advance.
We are looking for a device that will allow us to act on a “per-request” basis. A reusable device, that can serve different narratives, showcase various products, and can be shipped from the NY headquarters to be easily assembled on location. Furthermore, a device that will require minimal staff presence to assemble, disassemble, and operate it.
3. SCOPE OF WORK
- Prepare a design proposal for the UNICEF Innovation Unit roving cart that will address the objectives outlined in this document
- Advise UNICEF Innovation Unit on the size, design and manufacturing materials for the cart, to maximize its use and functionality
- Advise UNICEF Innovation Unit on the best solutions for elements such as: energy/power source, mobility, assembly & disassembly process, to maximize its use and functionality
- Advise UNICEF Innovation Unit on the built-in elements that should be incorporated into the cart, that will allow to showcase variety of UNICEF narratives and products (based on the portfolio of products provided by UNICEF)
- Coordinate and lead the process of building the cart
- Designate a focal person responsible for liaising with UNICEF Innovation for the duration of the assignment
- Develop a line of communication with the UNICEF Innovation focal person and provide regular status updates
- Prepare documentation for technical reference (weight, dimensions, design plans)
- Prepare documentation for assembling and disassembling the cart by UNICEF Innovation staff members
- Train UNICEF Innovation staff how to assemble, disassemble and operate the cart
4. DESIGN CONSIDERATIONS
*Point of reference aims to present the general direction and spirit of the project. It should in no way be treated as a verbatim model for the final design of the cart.
Shipping, Assembly, Mobility:
- Modular construction of the cart for the purposes of ground/air shipments & assembly on-site. Consider light-weight materials, ease of use, durability, ability to replace components or parts and other factors to keep costs low for transport and maintenance.
- Materials used to build the cart (weight)
- Easy mobility: 1 person should be able to move the cart
Built-in devices & considerations for showcasing products & narrative:
- Video display w/ headset (exact number TBC, min. 1, not to be included in the price proposal)
- iPads (exact number TBC, min. 2, not to be included in the price proposal)
- Smartphone (exact number TBC, min. 2, not to be included in the price proposal)
- Virtual Reality sets (exact number TBC, min. 2, not to be included in the price proposal)
- Room for storing print materials for distribution
- Room for storing promotional items
- Flat surfaces/other ways to allow for branding that can be changed per every event
- In-built seating (e.g. folding seats hidden within the cart)
- Power outlets for charging mobile devices (consider different voltage for different countries)
- The cart will travel to the most attended events, venues, and gatherings in the world, where every exhibitor will compete for attention – it has to be special
- The cart will travel to events that are different in nature. Some examples: CES in Las Vegas, Mobile World Congress in Barcelona, SXSW in Austin, or Burning Man – it has to be universal
- Cool, bold, scrappy, inventive – it has to be creative
- Consideration for vinyl DJ deck (basic mixer + two turntables) or digital DJ deck (laptop + controller)
- Consideration for a small sound system (amplifier, speakers, microphone) for creating our own personal UNICEF event space
- Consideration for a small space for snacks, and fridge for drinks
- Separate line-item budget for custom casing for transport via ground and air
- Separate line-item budget for warranty considerations
5. UNICEF RESPONSIBILITIES
- Designate a focal person dedicated to this project and to liaising with the vendor for the duration of the assignment
- Provide an overview of UNICEF Innovation portfolio
- Answer to all requests for clarification for the duration of this assignment
- Participate in the work-in-progress inspections, brainstorming sessions and other meetings required for the successful completion of this assignment, as per vendor’s request
7. KEY SKILLS, TECHNICAL BACKGROUND, AND EXPERIENCE REQUIRED
- Experience in product design, furniture design, industrial design, or carpentry; model making and prototyping
- Experience in working with wood, metal, plastic, renshape, foam, resin, fiberglass or other newer or lightweight materials
- Experience in technical drawing, sketching and rendering
- Portfolio which includes designs relevant to this project
- Passion for quality design and craftsmanship
- Familiarity with A/V and power supply elements. Electrical experience and plus.
- Ability to lead the project from conceptualization to final product development and delivery
- Ability to clearly explain technical aspects of the project
- Ability to develop solutions and work together with the client for the best completion of the assignment
- Ability to work on tight deadlines
- 7 weeks
9. EVALUATION OF THE PROPOSAL
In making the final decision, UNICEF considers both technical and financial aspects. The Evaluation Team first reviews the technical aspect of the offer followed by the review of the financial offer of the technically compliant vendors.
The proposals will be evaluated against the following two elements:
a. Technical Proposal:
The technical proposal should address all aspects and criteria outlined in this Request for Proposal.
b. Price Proposal
The price should be broken down for each component of the proposed work, based on an estimate of time taken which needs to be stated.
The total amount of points allocated for the price component is 30. The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price; e.g.:
Max. Score for price proposal * Price of lowest priced proposal
Score for price proposal X = —————————————————————————
Price of proposal X
UNICEF’s policy is to pay for the performance of contractual services rendered or to effect payment
upon the achievement of specific milestones described in the contract. UNICEF’s policy is not to grant advance payments except in unusual situations where the potential contractor, whether a private firm, NGO or a government or other entity, specifies in the bid that there are special circumstances warranting an advance payment. UNICEF will normally require a bank guarantee or other suitable security arrangement.
Any request for an advance payment is to be justified and documented, and must be submitted with the financial bid. The justification shall explain the need for the advance payment, itemize the amount requested and provide a time schedule for utilization of said amount. Information about your financial status must be submitted, such as audited financial statements at 31 December of the previous year and include this documentation with your financial bid. Further information may be requested by UNICEF at the time of finalizing contract negotiations with the awarded bidder.
Deadline to apply: 17 February 2016