Call for Proposals UG_2026_02
Creation, design and preparation of a project handbook for the Uganda Federal-State Project
Contracting authority: arche nova – Initiative für Menschen in Not e. V. (the Contracting Authority)
Reference number: UG_2026_02
Publication date: 26 August 2026
Submission deadline: 11 September 2026, 4:00 p.m. (CEST)
Submission address: procurement [at] arche-nova.orgtarget="_blank", stating the reference number
Introduction
arche nova – Initiative for People in Need e.V. is a German non-governmental organisation founded in 1992 and headquartered in Dresden, Germany. Our core mandate is to support people affected by natural disasters, crises, and poverty by ensuring access to safe water, sanitation, and hygiene (WASH), improving living conditions, and promoting education and sustainable development.
1. Subject of the call for proposals
The Contracting Authority is seeking qualified individual contractors, agencies or teams to create, design and graphically prepare a project handbook for the Uganda Federal-State Project.
The call for proposals is divided into three lots. Proposals may be submitted for one lot, several lots or all three lots. The lots may be awarded to a single contractor or to different contractors.
The proposals must be submitted in English. The services and the final version of the project handbook will be delivered in English.
2. Scope of services
Lot 1: Editorial compilation and preparation of the handbook
Deadline for completion of the handbook: no later than 6 November 2026
For Lot 1, existing project documents are to be compiled into a structured handbook. These may include, where relevant:
- reports,
- findings and project results,
- concepts and other documents,
- thematic documents and materials,
- images,
- tables and other relevant content.
The services include, in particular:
- reviewing, sorting and allocating the materials provided,
- developing a clear chapter and content structure; a framework for this will be provided by the Contracting Authority,
- compiling the existing content into several chapters,
- applying the necessary level of editorial consistency,
- preparing a well-structured and editable handbook.
Lot 1 is expressly limited to the editorial compilation of existing content. Independent professional additions, substantive advisory services or the development of new project findings are not part of this lot. The Contracting Authority retains responsibility for the content of the project information provided.
Deliverables:
- editable Word file with a complete chapter structure and compiled content,
- PDF version for review and quality assurance.
Lot 2: Design and layout of the project handbook
Deadline for completion of the agreed templates and layout foundations: no later than 13 November 2026
Lot 2 involves developing a consistent design and designing and laying out the project handbook on the basis of the handbook prepared under Lot 1 or the working materials provided by the Contracting Authority.
The services include, in particular:
- developing a suitable visual design concept for the project handbook,
- designing a functional and clearly structured page layout,
- developing templates for headings, body text, quotations, tables, captions and other relevant content elements,
- defining typographic and graphic design elements,
- designing chapter openings and recurring page elements,
- considering the integration of images, tables, charts and, where applicable, maps,
- preparing a layout foundation that can be further edited in Word,
- coordinating the design with the Contracting Authority.
The templates and design elements must be developed in a way that allows them to be used for the graphic preparation of images, tables and charts under Lot 3.
Deliverables:
- designed and editable Word version or Word layout template,
- agreed templates and design elements for text, tables, images and charts,
- supplementary PDF preview for review, where applicable,
- brief guidance on applying the templates and design elements.
Lot 3: Editing and print-ready preparation of images and tables
Deadline for completion: no later than 27 November 2026
Lot 3 involves editing and preparing the existing image and table materials for inclusion in the project handbook. The work will be based on the design specifications developed and agreed under Lot 2.
The services include, in particular:
- technical and visual review of the images and tables provided,
- necessary image optimisation, for example with regard to cropping, resolution, brightness, contrast and colour,
- editing and standardisation of tables,
- converting suitable table content into clear and visually appropriate charts,
- adapting the materials to the templates developed under Lot 2,
- creating print-ready files for direct use in the project handbook,
- coordinating the results with the Contracting Authority.
The exact number and scope of the images, tables and charts to be edited will be agreed on the basis of the materials available.
Deliverables:
- print-ready files of the edited images, tables and charts,
- editable source files of the created or edited graphic elements,
- versions suitable for insertion into Word,
- where applicable, an overview of the file formats used and the editing steps undertaken.
Depending on the content, suitable print-ready and editable formats should be provided, for example PNG or TIFF as well as editable source files such as XLSX or comparable formats. The specific formats will be agreed with the Contracting Authority.
3. Coordination and cooperation between the lots
The three lots are interdependent in terms of content and design. Awarding the lots to different contractors is possible.
If Lot 2 and Lot 3 are awarded to different contractors, the following shall apply:
- The contractors shall coordinate with each other and with the Contracting Authority.
- The templates and design elements developed under Lot 2 shall be made available to the contractor responsible for Lot 3 in good time.
- The contractor responsible for Lot 3 shall use the agreed design specifications and develop consistently designed images, tables and charts on that basis.
- Both contractors shall include the necessary coordination in their proposals and work schedules.
- The Contracting Authority may convene joint coordination meetings or digital consultations concerning handovers and design specifications.
- The final results of all lots must be coordinated in terms of both design and technical implementation.
Following completion of the individual assignments, a final joint coordination step will take place. All services and handovers must be completed no later than 4 December 2026.
4. Timeline
|
Milestone |
Date |
|
Publication of the call for proposals |
26 August 2026 |
|
Submission deadline |
11 September 2026, 4:00 p.m. (CEST) |
|
Award and bid validity period |
from 18 September 2026 |
|
Performance deadlines |
|
|
Completion of Lot 1 |
no later than 6 November 2026 |
|
Completion of Lot 2, including agreed templates |
no later than 13 November 2026 |
|
Completion of Lot 3 |
no later than 27 November 2026 |
|
Final joint coordination and completion of all services |
no later than 4 December 2026 |
Bidders must confirm in their proposal that they are able to meet the deadlines stated above.
5. Requirements for proposals
The proposal should include the following information:
- Short profile of the individual, agency or team,
- indication of the lot or lots for which the proposal is submitted,
- price per lot and, where several lots are offered, an additional total price,
- statement confirming whether the prices include all costs required to provide the services,
- availability and proposed work schedule,
- name of the designated contact person,
- confirmation of feasibility and willingness to coordinate with the Contracting Authority and, where applicable, with the contractors responsible for the other lots.
6. Evaluation of proposals
Proposals will be assessed in particular on the basis of:
- clarity and completeness of the proposal,
- professional and design suitability for the respective lot,
- plausibility of the proposed schedule,
- availability during the planned work period,
- value for money,
- willingness and approach to coordination across the lots.
The Contracting Authority reserves the right to ask questions before awarding the assignments or to hold brief coordination discussions with selected bidders.
Questions from contractors may be submitted until 7 September 2026. They will be answered in writing for all bidders on 8 September 2026.
Submission of proposals Please submit your proposal by the deadline below, stating the reference number UG_2026_02 in the subject line: 11 September 2026, 4:00 p.m. (CEST)
Send proposals to: procurement [at] arche-nova.org
Questions regarding the call for proposals, as described in Section 6, may also be sent to this address. Please include the reference number UG_2026_02.
'
'
