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Oct 5, 2017

KANCO Conference Graphic Designer Request for Proposals

Request for Proposals of a Conference Graphic Designer
KANCO is  regional membership network of organizations including: Non-Governmental Organization (NGOs), Community Based Organization (CBOs), Faith Based Organization (FBOs), Private Sector, Research and Learning Institutions responding to HIV & AIDS and TB in Kenya. 

It is also accredited as a Linking Organization with the International HIV & AIDS Alliance. 

Its mission is to provide leadership, promote collaboration and enhance capacity among Civil Society organizations (CSOs) and other stakeholders to respond to HIV & AIDS, TB other public Health concerns at community level.
Guided by the vision of healthy people, empowered communities, over time KANCO has evolved to become a premier agency for sensitizing, mobilizing and promoting collaboration among civil society organizations (CSOs) working in the region.
East Africa Harm Reduction Network Conference
1. Background
KANCO in partnership with stakeholders is in the process of organizing the 1st Eastern Africa Harm Reduction Conference. 

The theme for this year’s conference is ‘Leadership and Innovation in Harm Reduction in Africa’ and is scheduled to take place from November 15th to 17th, 2017.

There will be a preceding preconference on the 14th November 2017 focusing on drug use prevention.

Eastern Africa has continued to become a significant region in drug trade (UNODC 2016). While initially it has been more of a transition route, there has been increasing demand of drugs for consumption. 

Africa is estimated to have received about 9% of the global flow of heroin as at 2011 (USAID 2013).

Increase in drug consumption in the region has come along with new challenges to public health and security. 

With the region already experiencing a HIV epidemic, increasing drug use has exacerbated infections, especially among populations of people who inject drugs, and also highlighted other blood borne infections such as viral Hepatitis (especially Hepatitis C). 

Most of the health care systems have been addressing drug related problems in ways that have left significant gaps in addressing other challenges that come with drug addiction.
Supply suppression and demand reduction have remained the key strategies being enforced to manage drug trade and consumption. 

Consequently, these two approaches have traditionally missed opportunities to address concerns among drug users, complicating health and social outcomes.

Harm Reduction is an approach to the drug use problem that has recently been introduced in some countries in Eastern Africa. 

Harm reduction works to reduce the health, social and economic consequences of drug use, while considering the health and human rights of people who use drugs (PWUDs).

Mauritius, Kenya and Tanzania have taken bold steps to initiate strategies and interventions fronted by the harm reduction approach as effective in mitigating drug use problems.

 In these three countries, needle and syringe programs and medically assisted treatment in the form of methadone have been introduced, primarily targeting to reduce HIV infections among people who inject drugs.

1.1 Objectives of the conference
  • To share knowledge and experience in Harm reduction
  • Inter-sectorial debate to define the value of harm reduction policies in the region and Africa
  • To share different strategies in harm reduction programing
  • Creation of action plans to follow-up on outcomes of the conference and reinforce partnerships
  • To mainstream harm reduction discussion among policy makers and institutions
1.2 Target Group

People who inject drugs (PWID), implementers, supporters, advocates, researchers in harm reduction, International participants including Drug Authorities in Eastern Africa and high-level ministry and county officials, representatives of UN agencies and international organizations, eminent researchers, institutions of higher learning and national drug authorities, Ministries of health.
1.3 Conference Structure
The main conference will be taking place over three days, from 15th to 17th November 2017.

On the evening of the 14th November, there will be a prevention pre conference that will start off by guest speakers addressing information on harm reduction and prevention messages, followed by performances from various artistes in Kenya and the region.
The main conference will kick off on the 15th of November, starting with key note addresses from various speakers to set the tone. 

These will be followed by plenary sessions, and thereafter breakaway sessions for abstract driven discussions. 

There will also be poster presentations on various topics. A community village as well as exhibitions will be running through the duration of the conference
2. Objective of the consultancy
Towards hosting of the first Eastern Africa Harm Reduction Conference, KANCO and her Partners are seeking to engage an external designer to support the conference team in the development of conference marking and branding products. 

In addition to design services, the successful consultant must also be able to provide printing services of the publications (in-house or outsourced). 

Both design and printing services are to be provided by the one successful consultant.

2.1 Tasks and Responsibilities

Under the supervision of the Conference Coordinator and head of editorial team , the specific tasks of the consultant in the development of marking and branding items of the 1st Eastern Africa Harm Reduction Conference shall comprise the following:
  • Ensure that all publications, reports and products are produced in line with conference thematic colors.
  • Deliver creative and innovative ideas for print, electronic, web-based and animated presentations.
  • Develop and edit art-work, photos, charts and other graphic elements;
  • Layout and design information and communication materials  including : conference agenda, banners (tear drop banner, wall banner, stand alone ), posters, Abstract booklets, Branded pens and Notebooks, Flyers, T-shirt, conference bag, Brochures, Conference badges, Wrist bands, KANCO Experience book)
  • Deliver creative graphic and technical solutions for use of new media (virtual 3D words/boxes)
  • Print selected information and communication materials.
3. Qualification and Expertise

3.1 Designer Profile
We are seeking a consultant who is experienced in creating multi-page designs and layouts incorporating text, photographs and illustrations/infographics. 

The ability to interpret and present data as clear, yet innovative, infographics is a must. 

The consultant must be able to assign a devoted team to work on this project, including a senior experienced project manager to act as KANCO’s main point of contact. 

The consultant must have experience working on similar projects for similar NGOs, IGOs, or international groups. 

The nature of the project requires much interaction between Project Coordinator and the designer, as such, for the duration of the design development assignment, we seeking a sit-in designer to facilitate a quick and effective feedback mechanism.

 S/He will be stationed and available to attend to several faces-to- face meetings at KANCO’s office.
3.2 Printing and delivery Service
The Consultant will be responsible for effectively and efficiently managing the printing, binding and delivery of the Report, and ensuring the quality of the print version. 

The consultant should have experience in managing similar print projects, and will either have in-house printing capabilities or will outsource it to a quality printer for completion. 

The Consultant will be responsible for ensuring quality and deadlines related to the print component of the project are met.
The successful consultant - Designer is required to meet the following criteria:
  • Strong theoretical and practical background in graphic design, including the use of design software such as Adobe Design Premium, In-Design, CorelDraw, web design tools such as Dreamweaver and Flash, etc.
  • Show a clear and mature style of design, demonstrating an understanding of the marking and branding requirements of a regional conference.
  • Proven experience of graphic production from start to published/printed product with knowledge of printing processes (offset and digital) and colour management;
  • Good understanding of new and evolving technologies and digital platforms;
  • Knowledge of standard software packages, including MS Office– MS Access–MS Visio –Adobe Acrobat; Working experience in development or humanitarian environment is desirable
4. Main Deliverables
  • Quality design (Artworks) for all the required materials completed in line with EAHRC branding requirements and within specified deadlines.
  • Submission of a sample of each of the approved items reflecting the quality of the final product to be printed.
  • Delivery of the final digital and printed materials within agreed timelines.
5. Structure of the Technical Proposal
The Technical Proposal should include, but not be limited to, the following:
  • Detailed understanding of conference’s marking and branding  requirements
  • Detailed company/consultant  profile - The nature of business and field of expertise - Accreditations
  • Details of the proposed team for the assignment including
  1.  Consultant’s experience, skills, capacity
  2.  Provide names and qualifications/experience of the key personnel that will perform the services (Kindly submit the resumes of the key team personnel that will implement this project stating clearly their past experiences on similar assignment.
  • Track Record
  1. Identify clients for whom you have done similar work
  2. Outline of similar Design work
  • Work samples. Please compile relevant examples of your design work, including the following items:
  1. 2 multipage publications with text, photos, charts and infographics
  2. 2 or more samples of infographics or similar original illustrative designs (may include web-based design projects)
  3. 2 or more distinctive cover samples
  4. 2 samples of products that best display your range and creativity (may include web-based design projects)
  5. 2 or more print samples from your print contractor including range of paper stocks, finishes, and treatments.
6. Financial Proposal Guideline
All bidders must provide a detailed cost breakdown for completing the whole project. 

Design work cost should be based on daily sit-in rates. 

Print work cost will be discussed once the designer has been selected.
7. Contract duration
The contract will be effective from date of signing the contract until 2 weeks after the conference.
8. Applications
Interested parties must submit technical and financial proposals, including a reference (or letter of recommendation)  by 7th October, 2017 via email to: [email protected]
For more information about the conference, visit http://www.eahrconference.com/

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