Deadline: 2019-02-26

Terms of Reference

Printing Service

1. About AFOSP

ASEAN Farmers’ Organisation Support Programme (AFOSP) is the EU-IFAD Grant funded multi-stakeholder projects which aims to improve the livelihood and food security situation of smallholder farmers and rural producers in ASEAN Countries. The programme consists of two major components of the Regional Policy Dialogue (Medium term Cooperation Program Phase II and Regional Policy Dialogue/MTCP 2) and Farmers Fighting Poverty (FFP). The main stakeholders of AFOSP are the Asian Farmers’ Association for Sustainable Rural Development (AFA), La Via Campesina (LVC), the ASEAN Foundation (AF), and participating ASEAN Farmers’ Organisations (FOs).

2. Justification

AFOSP requires printing services for a variety of visibility material throughout 7 months. AFOSP Communications Team would like to have an agreement with a qualified Printing House/Agency, to support the printing of all types of visibility materials. This entails delivery of ordered printing materials. The number of orders may fluctuate over time in response to the needs of the project but the price bracket proposed in the tenderers’ offers will be adhered.

3. Scope of Work

  • In summary, the supplier will be responsible for print production, binding & finishing and delivery services to ASEAN Foundation

  • The supplier will work closely with the AFOSP Communication officer, the AFOSP Project Support Officer and the ASEAN Foundation graphic designer during the print service implementation, following instructions and comply with established deadlines. The supplier should be ready for last minute changes and tight deadlines. 

  • The supplier shall be able to cope with a tight schedule of production without affecting the quality of the final product.

4. Type of Documents

The list per product below is an indication of printing services that might be required by AFOSP but it is not exhaustive and additional printing services could be requested. Most of the items will bear AFOSP Donor Logo.

  1. Booklets
    • Size: A4 or A5
    • Cover & content: full colour
    • Cover: art carton 260 gsm

Content: Matte Paper 120 gsm

  • Number of pages: <50 pages (including cover)
  • Binding: Saddle Stitching
  • Cover: Special finishing (lamination)
  • Quantity: 100 pcs
  • Provide additional price per page if the number of pages change more than 50 pages

  1. Event Collateral: Name tag
    • Size: (10 x 14 cm)
    • Matt Paper 120 gsm, Full Colour

  1. Event Book
    • Size: A5 (Full Colour)
    • binding: Saddle Stitching
    • Cover: art carton 260 gr
    • Content: art paper 90 gr
    • Max 10 pages
    • Quantity: 50 pcs
    • Provide additional price per page if the number of pages change more than 10 pages

  1. Reports/final proceeding (for the 8th ACBF-Roadmap Workshop & Regional Platform Event)
    • Cover: art carton 260 gsm with special finishing (lamination), full color
    • Content: Matte Paper 120 gsm and Full Colour
    • Size: A4

    • Binding: perfect bound
    • Number of report pages (including cover)
      • 25 pages (without PPT)
      • 100 pages (with PPT)
    • Quantity:
      • 16 Pcs for Report with PPT (100 Pages)
      • 4 pcs for Report without PPT (25 pages)
    • Provide additional price per page if the number of pages change
  2. Brochures/Leaflets/Newsletters
    • Matte Paper 120 gsm & Full Colour
    • A5 size standard flyer leaflets - 210mm x 148mm

    • A4 size flyer leaflets - 297mm x 210mm

    • Quantity: 100 pcs
    • Provide additional price if the quantity changes

  1. Posters for Event Evaluation (Dot Voting)
    • Size: 60x90cm
    • Full Colour & Matte 120 gsm
    • Finishing Lamination 

    • Quantity: 15 pcs
    • Provide additional price if the quantity changes

  1. Banners
    • 2pcs of Large format banners (for conference stage / backdrop usage) 700x300cm
    • 2 pcs of roller banner stand 80x200cm
    • 2 pcs field visit banners (3x1m)
    • Full Colour

    • Finish: matte 

    • Banner should be well-packaged and attached with picture and proper label.

  • Portable Backdrop
    • 3x3 module straight
      Front Design : 225 x 230 CM (height)
      Right Design (Penutup Rangka) : 67 x 230 CM (height )
      Left Design (Penutup Rangka ) : 67 x 230 CM (height )
    • Include: 2 lighting, Trolley bag
    • Finish: Laminating Doff
    • Quantity: 1

*All price includes mock up (sample) & delivery cost

5. Duration

The contractual framework will start from February- August 2019

6. Deliverables

The contractual obligation will be considered upon the following compliance.

1. The Printing House/Agency may only carry out printing requests, only after communication officer has received a sample of the printed work and has approved.

2. The Printing House/Agency will be responsible for effectively and efficiently managing the printing, binding and delivery of requested materials, ensuring the quality of the print version approved.

3. Printing House/Agency will be responsible for ensuring quality and deadlines related to the print component of the project are met (as per table in financial proposal).

7. Printing House/Agency Required

Desirable qualifications:

  • Experience: 2+ more years in the printing industry
  • Equipped with machinery and staff.
  • Excellent planning and organisational skills.
  • On-time delivery

8. The bidding procedure

All interested bidders to send application/letter of interest , stating the position with the following documents to and copy to and

  • letter of interest
  • Company credential
  • Proposed budget for each printing items
  • Samples of printed publication or other printing (in digital format)


26 February 2019

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