Layout, Design and Production of Printed and Electronic Material

Item Description:

The European Union Aviation Safety Agency (“EASA”, “the Agency” or “the contracting authority”) is planning to award the contract resulting from the above procurement procedure. The procurement documents consist of the contract notice (Supplement to the Official Journal of the EU, OJS) and present procurement documents (I. Invitation to Tender, II. Tender Specifications and its annexes & III. Draft Contract).

Background to the Invitation to Tender

The EASA Communication Department uses a wide variety of communication tools to promote and make the Agency’s activities more visible.

Some of the tools needed to implement EASA’s communication’s strategy and tasks from other departments within the Agency are for example the following: publications, printed and electronic brochures, posters, advertisements, conference and web material, icons/gifs etc.

A part of the design, layout, formation and the printed production cannot be produced or finalised in-house and therefore needs to be outsourced.

Description of the Subject and Scope of the Contract

The main subject of the envisaged contract shall be the provision of the following services:

• Layout services to obtain ready-to-print/ready-to-publish in the web as well as quality-optimised deliverables in the format requested by the Agency which encompasses graphic design in accordance with the EASA Brandbook (i.e. in line with standards for EASA colours, font, logo usage). Currently, EASA is providing the source text, the concept and some templates based on Adobe InDesign but the deliverables may be requested in any other mainstream graphic design application;
• Digital printing, copying, production and finishing services.

As a part of the main subject the successful tenderer will be also required to provide support to further develop the Agency’s print and digital output by improving templates based on the EASA Brandbook for both paper and digital publishing, for – but not limited to – the following services and products:

• Preparing style guides for event-related material, campaigns, publication series;
• Preparing artworks, developing and implementing illustrations, graphs, pictures;
• Purchasing through or liaising with third parties like stock photo agencies upon request;
• Any other design related service requested by the Agency;
• Proof reading services and quality checks in line with EASA corporate design guidelines.

The services shall be offered for, but not limited to, the following products:

• Reports and brochures;
• Leaflets, flyers, factsheets and other information material;
• Conference documents and presentation material;
• Newsletters and magazines;
• Infographics, GIFs;
• Posters and other promotional material, including outdoor banners and exhibition banners;
• Photo prints;
• 3D prints;
• Postcards, invitations, envelopes, stickers and other corporate stationery (e. g. business cards, certificate paper, envelopes, letter-headed paper);
• Other products/services if complementing specific projects (e.g. paper bags, USB sticks).

The tenderer shall be required to lay out publications in accordance with the corporate brandbook and corporate style guidelines.

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