Call for quotation - Production of communication materials for the ILO.

I. Background & Rationale

The International Labour Organization (ILO), in collaboration with national partners, is implementing the Initiative "Enabling workplace compliance and sectoral practices towards more sustainable electronics supply chain in Viet Nam" (Responsible Electronics). The initiative aims to accelerate achievements and better respond to the needs of the industry, ILO social partners and enterprises while promoting decent work and sustainable economic growth within Viet Nam’s dynamic electronics industry.

In the framework of the Responsible Electronics Initiative, the ILO seeks to engage a service provider to produce a series of communication product to address the knowledge gap of the supply chain in the areas of gender equality, anti-sexual harassment and responsible recruitment practices. The communication package is to be used by stakeholders of the electronics supply at suitable recruitment events and workplace training sessions toward responsible business conduct.

II. Scope of work

In coordination and consultation with the ILO’s National Project Coordinator of the Project and the Communication Officer of CO Hanoi, the service provider is expected to produce a package of communication materials to the needs of the electronics sector and relevant to the project objectives and expected outcomes.

The expected scope of work includes the development of promotional materials in the form of animated video clips, story leaflets and posters on the topics of responsible labour practices.

The service provider is expected to produce a set of communications on the following three topics

• A typical working day at an electronics workplace;
• Anti- sexual harassment at electronics workplaces;
• Fundamental rights and responsibilities of electronics workers.

The key contents of the expected communication materials shall be provided by the ILO and rearranged by service provider to ensure the communication impacts.

The scope of work will also include suitable meetings with the ILO to align the approach and content of each product.

The service provider is required to refer to the ILO branding guide (Brand Hub - Guidelines) and guidance from ILO CO-Hanoi to ensure that all the communication products strictly follow all the branding specifications of the ILO, including but not limited to ILO Colour palette, typography and branding patterns.

The selected service provider will be responsible for producing and delivering creative and high-quality products across various formats, ensuring that all materials align with ILO communication standards and effectively reach target audiences. The service provider is encouraged to use recycled materials and suitable sustainable solutions in producing.

III. Expected deliverables and timelines

The service provider is expected to produce three sets of communication materials on the three identified topics using one set of animated characters/topic. For each topic, the promotional set shall include a video clip, a story leaflet and a poster with the following requirements.

(i) A set of characters at Responsible Electronics workplace (Character lineup) including at least one female worker, one male worker, one supervisor on Responsible Electronics. The set shall include at least font view drawings, certain poses and suitable background set. Up to three rounds of revision per character.

(ii) The storyboards of the three video clips based on the inputs of the ILO.

(iii) Three promotional animation video clips (animated shorts) with the following general requirements

- Duration: 3-4 minutes (based on actual story) but not exceeding 4 minutes.

- Format: 16:9 aspect ratio with minimum resolution of 1080p in popular video format (e.g MP4).

- Language: Vietnamese voice over with English subtitle

- Video form: 2D animated visual + text + voice over + music background + effects. Note that voice-over samples be submitted for approval before recording.

- Up to three rounds of revision per video.

(iv) Layouts and printed copies of three animated stories in form of leaflets with the following requirements

- Size: A5 x 6 pages

- Language: Vietnamese and English

- Format: one layout for printing, one layout with motion effect for social media promotion, and one editable layout usable to factories (editable PDF with embedded fonts or a Canva template link)

- Printed copies: three leaflets x 300 copies, 444 mm x 210 mm (A5x3 – trifold leaflet), 2-sided offset printing, 120gsm

(v) Layout and printed copies of three posters with the following requirements

- Size: A1

- Language: Vietnamese and English

- Format: one layout for printing, one layout with motion effect for social media promotion (e.g. GIF), one editable layout usable to factories (editable PDF with embedded fonts or a Canva template link)

- Printed copies: three posters x 100 copies each, 1-sided offset printing, 200gsm, reusable

All creative assets produced under this assignment - including but not limited to animated characters, illustrations, storyboards, audio recordings, voice-overs, music (where commissioned), layouts, and source files - shall be the sole property of the ILO upon full delivery and final payment. The service provider shall transfer all intellectual property rights, including copyright, to the ILO and shall not retain, reproduce, or repurpose any of the produced materials for commercial or non-commercial use without the prior written consent of the ILO. All third-party assets incorporated into the deliverables (stock music, fonts, illustrations, etc.) must be royalty-free, openly licensed, or properly licensed for ILO's unrestricted and perpetual use, including the right to modify, translate, reprint, and redistribute.

The contract is expected to begin on 01 June 2026 and conclude on 10 August 2026.

Delivery is expected to be completed by 10 August 2026 to The ILO Country Office for Viet Nam at 304 Kim Ma, Ngoc Ha Ward, Hanoi.

Upon completion of the assignment, the service provider shall deliver all final files and source files to the ILO in an organized folder structure via a secure cloud sharing link (e.g. Google Drive or OneDrive) or physical storage media as agreed with the ILO.

IV. Payment terms

First payment up to 50% of the contract value shall be made upon the completion and submissions of the followings to the satisfaction of the ILO

- Output (i) on character lineup

- Output (ii) on storyboards

- One video under output (iii); and

- A relevant invoice/request for payment.

Final payment up to 50% of the contract value shall be made upon the completion and submissions of the followings to the satisfaction of the ILO

- All relevant other required outputs,

- A delivery minute

- A relevant invoice.

V. Application

Interested service providers (for company only) are encouraged to send their applications to conduct the assignment. Application packages, preferred in the English language, should include the CV/portfolio of the lead designer, profile of the company and a quotation with details qualifications of the expected outputs, unit price, total costs and relevant taxes. Please refer to the selection criteria below for more information.

Deadline for Submission of bidder Queries: Monday, 11 May 2026, 14.00 Hanoi time (GMT+7) to han_procurement@ilo.org

Deadlines for submission of application packages: Friday, 15 May 2026, 14.00 Hanoi time (GMT+7) to han_procurement@ilo.org.

Please use the following subject line for your submission email title: ILO_RE Project_Application for communication material production.

VI. Selection criteria

The following key areas will be considered in selecting a suitable service provider for the required tasks:

(i) The relevance of profile of the service provider reflecting creative strengths and relevant working experience, including

- Personal qualifications and expertise of the team leader/head of design of the service provider (15%);

- Capabilities of the service provider in designing and producing motion layouts, animated video clips, sustainable printed promotional products in Viet Nam (50%);

- Working experience with the ILO/UN agencies and/or relevant development institutions, demonstrated familiarity with the ILO’s branding house style guidelines and Vietnamese manufacturing workplace context (15%);

(ii) The competitiveness of the financial proposal (20%).