Description of company
Westminster Foundation for Democracy (“WFD”) is the UK public body dedicated to supporting democracy around the world. WFD partners with UK political parties, parliaments, electoral and financial audit institutions to help over 30 developing countries make their governments fairer, more effective, and accountable.
WFD’s head office is based in London, and the organisation currently has approximately 140 staff working from its head office and 27 country offices worldwide.
The aim of this Call for Consultant
WFD is issuing this Call for Consultant (“Call”) to procure content design services in accordance with the conditions detailed in this document. The Call is restricted to self-employed contractors or small/medium sized enterprises.
The closing date for this Call for Consultant will be 24 January 2022. WFD intends to issue a consultancy agreement for the above services, to be completed to WFD’s satisfaction, by 7 February 2022.
All expert proposals should be in a format that complies with the requirements of this Call.
Proposals should be submitted by email to: Chloe Tait and Katy Murray at TaitMurray@wfd.org We recommend that proposals are submitted in PDF format where possible, except spreadsheets.
Proposal should refer clearly to the Call reference.
Should you require any further information or clarification on this proposal, please contact Chloe Tait and Katy Murray at TaitMurray@wfd.org.
Call for Consultant information
This Call for Consultant document formally constitutes an Invitation to Tender and it forms part of the procurement exercise to support the selection of an expert to enter into a contract. As the value of this contract is below threshold, this Call has been restricted to self-employed contractors or small/medium sized enterprises.
The aim of this document is to identify functional and technical requirements and provide instructions for submitting responses. This document will also provide vital information as it relates to evaluation criteria and forms the basis for contractual arrangements.
This Call for Consultant is not an offer to contract; it is a definition of specific requirements and an invitation to submit a response addressing such requirements. Any proposal submitted by a consultant formally constitutes a bid or tender.
WFD may modify these requirements in whole or in part and/or seek additional consultant(s) to submit a proposal. WFD will not be liable to you for any losses or damages suffered by you as a result of the specific requirements or any amendment to such requirements.
Detailed scope and specification of this assignment
Scope of work and deliverables
WFD is looking for a freelance digital designer to take the lead in developing and designing engaging and accessible content for use on our website and social media channels. We estimate that the level of work will be between 1 and 3 days per week – and for an initial period of 6 to 8 months.
This work includes developing infographics, and other digital content for use on social media. WFD also produces a number of reports – including an Annual Report and a wide range of research reports, and the Digital Designer will take the lead on designing these digital publications.
In addition to this they will be responsible for developing on-brand templates that team members and colleagues can use for a range of purposes – including promoting events and on social media. They will also ensure that the images and videos used are engaging, and of high quality, and have the appropriate consent.
WFD launched a new website in January 2022, and they will support the Communications and External Affairs Team in developing the website further and ensuring that content is engaging and accessible.
Qualifications, work experience and technical skills
- A minimum of 5 years’ experience of working as a Digital Designer, with a strong portfolio of supporting evidence
- Experience designing complex publications for digital or print distribution
- Portfolio of work demonstrating creative flair, originality, and a strong visual sense
- Excellent knowledge of industry standard design applications – Adobe Creative Cloud with an emphasis on InDesign, Illustrator, Photoshop, Premiere Pro and After Effects
- Excellent typographic skills
- A commitment to diversity, inclusion and accessibility - and how this applies to design and communications
- Strong project-management skills
- Knowledge of the latest trends and developments in digital communication and/or marketing
- Solid understanding of user experience design, including creating user journeys,
- Solid understanding of usability and accessibility standards
- A track-record of operating website Content Management Systems and a basic understanding of coding (e.g., PHP, CSS, HTML)
Below is the proposed timescale for the tendering process. Please note the dates are indicative and subject to change.
Issue Call for Consultant
10 January 2022
Closing date for receipt of completed proposals
24 January 2022
Shortlisting of proposals
31 January 2022
Interviews/presentations to selection panel (if applicable)
2 February 2022
WFD announces preferred consultant
7 February 2022
Contract finalised and signed
11 February 2022
WFD does not provide a mathematical formula by which proposals will be evaluated, but the selection panel will consider the following criteria, among others in the evaluation of all responses:
- Solution fit (to the specification (scope and deliverables) and organisation)
- Quality of proposal
- Availability and capacity
- Pricing factors (please include your day rate – based on 7hrs work)
- Qualifications and work experience
- Technical/functional competencies
- Bidder’s reputation, track-record, and profile
Each criterion will be scored using the following table:
The proposal submitted omits and fundamentally fails to meet WFD’s scope and specifications. Insufficient evidence to support the proposal to allow WFD to evaluate. Not Answered
The information submitted has a severe lack of evidence to demonstrate that WFD’s scope and specifications can be met. Significant omissions, serious and/or many concerns. Poor
The information submitted has some minor omissions in respect of WFD's scope and specifications. The tender satisfies the basic requirements in some respects but is unsatisfactory in other respects and raises some concerns. Satisfactory.
The information submitted provides some good evidence to meet the WFD’s scope and specifications and is satisfactory in most respects and there are few concerns. Good.
The information submitted provides good evidence that all of WFD's scope and specification can be met. Full and robust response, any concerns are addressed so that the proposal gives confidence. Very Good.
The information submitted provides strong evidence that all of WFD's scope and specification can be met and the proposal exceeds expectation i.e., exemplary in the industry. Provides full confidence and no concerns. Outstanding
Submitting a proposal
In general, the proposal should include the following:
- Profile (Individual profile)
- Proposed ways of working and how the consultant intends to meet the specification (Proposed solution)
- Financial proposal
- Confirmation of compliance with Conditions of submitting a proposal
- The consultant should provide a C.V. or information in the proposal document including:
- A summary of their professional biography and relevant career history/record of assignments; and
- Case studies/credentials demonstrating relevant experience and skills profile
- Clear explanation as to the proposed approach to meeting the specification set out in this Call.
- Summary of the consultant’s availability to deliver the services
- Cost estimate, based on a daily rate, in sterling
- Separate accounting of VAT and/or any other applicable tax, duty, or charge.
- Detailing of any discount applied in view of WFD’s not-for-profit status.
- The consultant should include details of at least three references relating to similar services provided in the last three years.
Confirmation of acceptance of Conditions of submitting a proposal:
- All proposals should include a signed copy of the Confirmation of Compliance form as annexed to this Call in the document available to download on this website page.
If you require the form in another format, please email Chloe Tait and Katy Murray at email@example.com.
All Consultant should also note the following:
- all proposals should be submitted in English;
- all proposals should be submitted in electronic form;
- this Call and the proposal in response may be incorporated in whole or in part into the final contract;
- only information provided in response to questions set out in this documentation will be taken into consideration for the purposes of evaluating the proposal;
- proposals which are poorly organised or poorly written, such that evaluation and comparison with other submissions is notably difficult, may exclude the expert from further consideration; and
- any proposals which do not fully comply with the requirements of this Call may be disregarded at the absolute discretion of WFD.
All proposals should be submitted as follows:
Midday on 24 January 2022
Chloe Tait and Katy Murray
Westminster Foundation for Democracy
Call for Consultant Queries
Any questions related to this Call should be addressed to the person named below.
Chloe Tait and Katy Murray
Equal Information Policy
If the expert believes that there is additional information that has not been requested in this Call but is relevant to your proposal, please include that information as a separate attachment and explain its relevance to this proposal.
It is proposed that any agreement resulting from this Call process shall be for an initial period of 8 months.
Conditions of submitting a proposal
In addition to the terms defined in the Call for Consultant, the following definitions apply:
- Award Criteria - the award criteria set out in the Call for Consultant.
- Expert/Respondent - a person or organisation who submits a proposal in response to the Call.
- Conditions - the conditions set out in this 'Conditions of submitting a proposal' document.
- Services – any products or services purchased by WFD under the contract.
- WFD – Westminster Foundation for Democracy Limited, a company limited by guarantee incorporated in England and Wales (company number 02693163); whose registered office is at 22 Whitehall, London, SW1A 2EG.
- Call for Consultant - the Overview, Call for Consultant Information, these Conditions, and relevant Policies.
- Specification - any specification for the Services, including any related plans and drawings, supplied by WFD to the expert, or specifically produced by the expert for WFD, in connection with the proposal.
- Expert - the party which provides Services to WFD.
- The Contract
The contract awarded shall be for the supply of services, subject to entering into a standard WFD consultancy contract or framework agreement. WFD reserves the right to undertake a formal review of the contract after twelve (12) months.
Proposals received after the Closing Date will not be considered, unless there are, in WFD’s sole discretion, exceptional circumstances which have caused the delay.
All communications from Consultant to WFD relating to the Call for Consultant must be in writing and addressed to the person identified in the Call for Consultant. Any request for information should be received at least 5 days before the Closing Date, as defined in the Call for Consultant. Responses to questions submitted by any expert will be circulated (or otherwise made available) by WFD to all known respondents to ensure fairness in the process.
Acceptance of proposals
WFD may, unless the expert expressly stipulates to the contrary in the proposal, accept whatever part of a proposal that WFD so wishes. WFD is under no obligation to accept the lowest or any proposal.
If the expert wishes to propose modifications to the proposal (which may provide a better way to achieve WFD’s Specification) these may, at WFD 's discretion, be considered as an Alternative Offer. The expert must make any Alternative Offer in a separate letter to accompany the proposal. WFD is under no obligation to accept Alternative Offers.
Proposed prices must be shown as both inclusive of and exclusive of any Value Added Tax chargeable or any similar tax (if applicable).
No reimbursement of proposal expenses
Expenses incurred in the preparation and dispatch of the proposal will not be reimbursed.
Non-Disclosure and Confidentiality
Expert respondents must treat the Call for Consultant, contract and all associated documentation (including the Specification) and any other information relating to WFD’s employees, servants, officers, partners or its business or affairs (the "Confidential Information”) as confidential. All respondents shall
- recognise the confidential nature of the Confidential Information;
- respect the confidence placed in the expert by WFD by maintaining the secrecy of the Confidential Information;
- not employ any part of the Confidential Information without WFD 's prior written consent, for any purpose except that of responding to this Call for Consultant from WFD;
- not disclose the Confidential Information to third parties without WFD's prior written consent;
- not employ their knowledge of the Confidential Information in any way that would be detrimental or harmful to WFD;
- use all reasonable efforts to prevent the disclosure of the Confidential Information to third parties;
- notify WFD immediately of any possible breach of the provisions of this Condition 9 and acknowledge that damages may not be an adequate remedy for such a breach.
- Award Procedure
WFD’s Selection Panel will review the proposals to determine, in accordance with the Award Criteria, whether they will award the contract to any one of them.
Information and Record Keeping
WFD shall consider any reasonable request from any unsuccessful expert respondent for feedback on its proposal and, where it is appropriate and proportionate to do so, provide the unsuccessful respondent with reasons why their proposal was rejected. Where applicable, this information shall be provided within 30 business days from (but not including) the date on which WFD receives the request.
Anti-Fraud, Bribery and Corruption
All respondents are required to comply fully with the principles of WFD’s Anti-Bribery, Corruption & Fraud Policy (a summary of which is attached to these Conditions or is available on WFD’s website).
All respondents are required to comply fully with the principles of WFD’s Code of Conduct and Safeguarding Policy (a summary of which is attached to these Conditions or is available on WFD’s website).
All respondents are required to comply fully with the principles of WFD’s Anti-Terrorism Policy (a summary of which is attached to these Conditions or is available on WFD’s website).
Any expert respondent is required to confirm in writing that:
- Neither it nor any related individual or company to which it regularly subcontracts has been declared bankrupt or is otherwise insolvent, has entered into an arrangement with creditors, has been disqualified as a company director, is the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
- Neither it nor any related individual or company to which it regularly subcontracts has been convicted of fraud, corruption, involvement in a criminal organisation, any money laundering or terrorism-related offence, any offence concerning professional conduct, breaches of applicable labour law or labour tax legislation or any other illegal activity by a judgment in any court of law whether national or international;
- Neither it nor any related individual or company to which it regularly subcontracts has failed to comply with its obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the relevant country in which it the respondent expert is domiciled.
Any respondent will automatically be excluded from the Call for Consultant process if it is found that they are responsible for any misrepresentation in supplying the required information within their proposal or fail to supply the required information.
Conflict of Interest / Non-Collusion
Any respondent is required to confirm in writing:
- That it is not aware of any connection between it or any of its directors or senior managers and the governors and staff of WFD which may affect the outcome of the selection process. If there are such connections the expert respondent is required to disclose them.
- Whether or not there are any existing contacts between WFD and if there are any arrangements which have been put in place over the last twenty-four (24) months.
- That it has not communicated to anyone other than WFD the amount or approximate amount of the proposal.
- That it has not and will not offer pay or give any sum of money commission, gift, inducement or other financial benefit directly or indirectly to any person for doing or omitting to do any act in relation to the tender process.
- That none of the key staff proposed for involvement in the services have been employed by the Crown within the past twenty-four (24) months.