Call for Proposal: Printing Services for Promotional Materials

Issuing Organization: Hanns R. Neumann Stiftung Ethiopia (HRNS-ET)

Deadline for Submission: May 16, 2025

Submission Location: HRNS Ethiopia Office, Gurd Shola, around Ethio Ceramics Building, Addis Ababa, Ethiopia

1. Background

Hanns R. Neumann Stiftung Ethiopia (HRNS-ET) is an international nonprofit organization that started implementing projects in Ethiopia in 2015 dedicated to improving the livelihoods of smallholder farmers, with a focus on sustainable agriculture, youth empowerment, and climate resilience. Through its projects in Ethiopia, HRNS strengthens smallholder coffee farming households, rural youth community, cooperatives, and unions by promoting agribusiness innovation, and enhancing rural development. 

1. Introduction

To effectively support the visibility and outreach of its various initiatives, HRNS-ET seeks to engage a professional printing company to develop mock-ups and subsequently produce high-quality promotional materials based on provided logos and branding elements. This Request invites experienced printing companies to submit their proposals for these services. 

The printable materials include:

• T-Shirts

• Caps (Hats)

• Roll-up Banners

• Stickers

• Good Practice Document

1. Objectives

The primary objectives of this engagement are to:

• Develop creative and professional mock-ups for a range of promotional materials, ensuring they align with the specific branding guidelines of the respective projects.

• Produce durable and high-quality promotional materials based on the approved mock-ups, maintaining high printing standards.

• Enhance the visibility of the development projects among beneficiaries, stakeholders, and partners through well-designed and impactful promotional materials.

1. Scope of Work

The selected printing company will be responsible for the following phases:

• Mock-up Design: 

  • Developing realistic mock-ups for each requested item, strictly adhering to provided project-specific logos and branding elements.

  • Ensuring all mock-ups are visually appealing, professionally presented, and accurately reflect the final printed product.

• Product Specification and Printing: 

  • Upon approval of the mock-ups, producing the following materials according to the specifications outlined below:

    • T-Shirts: 

      • Material: 100% Cotton

      • Color Options: Black, White, Blue Black, and Light Blue (specifics per project will be provided).

      • Front and back  High quality DTF printing based on approved mock-up.

      • Sizes: M, L, XL, and XXL 

    • Caps/Hats: 

      • Material: 100% Cotton

      • Color Options: Black, Blue Black, and Light Blue

      • High-quality DTF print of logos based on approved mock-up.

    • Roll-up Banners: 

      • High-resolution printing on durable PVC greyback material with aluminium stand.

    • Stickers: 

      • UV-coated permanent stickers for long-lasting durability on steel materials.

      • Clear-cut stickers with precise edges and high-quality print suitable for laptops and tables.

    • Paper File Folders: 

      • Material: 250 gsm glossy paper with inner pockets and laminated glossy finish.

      • Color Printing of project-specific logos and branding elements.

    • Magazine / Good Practice Document/

      • A4 size, full-color print with high-resolution images based on provided content (Est. 40 pages).

      • Inner Pages: 80 GSM glossy paper.

      • Cover Page: 250 GSM glossy laminated paper with a professional finish.

• Delivery: 

  • Ensuring timely and secure delivery of all produced materials to the designated location(s) as specified by HRNS-ET.

6. Submission Guidelines

Interested service providers are required to submit a comprehensive proposal and samples that includes the following:

1. Technical Proposal: 

   • Company Profile: A detailed overview of the company, including its experience, portfolio, and capacity.

   • Mock-up designs of previous works and a list of key clients.

   • Proposed timeline for the mock-up design phase and the printing/delivery phase.

   • Client References: Reference letters with contact information (name, organization, phone number, and email address) for at least two (2) recent clients for whom similar work has been performed.

   • Samples: Physical samples of the printed T-shirts, hats, magazines, and paper file folders of previous of work should also be included when submitting the proposal. 

2. Financial Proposal: A detailed breakdown of costs for the printing of each item as well as the total cost for the entire scope of work. The financial proposal should be presented in Ethiopian Birr (ETB) and inclusive of VAT. 

Qualification and Selection Criteria

Interested printing companies must demonstrate the following qualifications to be considered:

• Legally registered company with a renewed business license

• Tax Identification Number (TIN) & VAT registration (if applicable)

• Proven track record of successfully designing mock-ups and producing high-quality printed materials.

• Minimum of three (3) years of demonstrable experience in printing and graphic design services.

• Ability to provide a portfolio or samples of previous mock-up and print work showcasing quality, creativity, and adherence to branding guidelines.

• Demonstrated capacity to fulfil orders within the required timeframe and to produce accurate prints based on approved mock-ups.

• Submission of physical samples of previously printed promotional materials demonstrating high quality.

• At least two (2) recent client references.

• Not blacklisted or under legal restriction

• Clear delivery plan & commitment to timeline

How To Apply

 Submission Deadline and Address

All proposals must be submitted no later than May 16, 2025, physically delivered to the following address:

Hanns R. Neumann Stiftung Ethiopia (HRNS-ET) Office Gurd Shola, around Ethio Ceramics Building Addis Ababa, Ethiopia

8. Contact Information

For any inquiries or clarifications regarding this Request for Application, please contact:

Name: Senay Awash

Email: ethiopia@hrnstiftung.org

Phone: +251994012847

HRNS-ET looks forward to receiving your competitive proposals and partnering with a capable printing company to achieve our communication objectives.

NOTE:

Proposals will be evaluated based on technical quality and cost-effectiveness

HRNS-Ethiopia reserves the right to accept or reject any or all proposals without providing reasons 

For further details or clarifications, please contact the HRNS Ethiopia office at the above-mentioned email or phone number.