Terms of Reference

CONSULTANCY TITLE

Printing and international delivery of Story Books for the REACH project in Liberia CONTRACT PERIOD

15 July 2026 – 15 September 2026

Overview of CODE

CODE (www.code.ngo), is Canada’s leading international development agency focused uniquely on education and literacy. Globally, CODE’s programs draw on over 65 years of experience and knowledge in the areas of literacy and education. CODE is currently working in Ghana, Liberia, Sierra Leone, Tanzania, and Malawi. Additionally, CODE uses a local partner-driven model that emphasizes ensuring that programs are culturally relevant, community-driven, and best aligned with local, district, and national systems. CODE’s mission is to collaborate with local partners to create supportive learning environments that foster effective literacy practices and promote engagement between families, communities, and schools to advance children's reading and writing abilities.

BACKGROUND

CODE is implementing the REACH Project in Liberia with funding from the CODE Foundation. The project aims to strengthen foundational literacy among primary school learners and improve age-appropriate entry, progression, and completion of primary education, with particular attention to over-age girls. The project is being implemented in 50 public primary schools across Bomi, Margibi, Grand Bassa, and Montserrado Counties, reaching approximately 24,200 learners and 206 teachers. As part of project implementation, CODE intends to reprint and distribute 25 previously developed children's storybook titles to ensure learners and teachers continue to have access to high-quality, age-appropriate reading materials that support classroom instruction and independent reading. CODE is therefore inviting qualified and experienced printing companies to submit proposals for the printing, packaging, and international delivery of these storybooks to Monrovia, Liberia.

OBJECTIVES

The objective of this assignment is to print, package, and deliver 25 previously developed storybook titles for use under the REACH Project in Liberia. The successful contractor will print 1,000 copies of each title, for a total of 25,000 storybooks, and deliver them to the designated location in Liberia within the agreed timeframe and in accordance with the required quality standards.

SPECIFIC OBJECTIVES

To produce high-quality reprints of 25 previously developed storybook titles, ensuring consistency with the approved original designs, content, layout, illustrations, and printing specifications provided by CODE. To print 1,000 copies of each storybook title (25,000 copies in total) using durable, child-friendly materials that meet the quality standards (specified by CODE). To conduct quality assurance and quality control throughout the printing process to ensure that all printed materials are free from printing defects and comply with the approved technical specifications. To package and prepare the printed storybooks in a manner that ensures their safe handling, storage, and transportation to Liberia. To arrange and complete the international shipment and delivery of all printed storybooks to the designated location(s) in Liberia within the agreed project timeline. To provide all required shipping and delivery documentation, including packing lists, invoices, waybills, and any other documents necessary for customs clearance and receipt of the materials. To ensure timely completion of the assignment in accordance with the agreed production and delivery schedule to support uninterrupted implementation of literacy activities under the REACH Project.

DELIVERABLES

The consultant will be required to deliver the following: Deliverable Deadline Payment Submit digital and hard copy print proofs of all 25 storybook titles for CODE's review and approval before mass printing. 2 weeks after signing 30% Print and package 25,000 high-quality storybooks, comprising 1,000 copies of each of the 25 approved titles, in accordance with the approved specifications and quality standards. 3 weeks after signing 50% Successfully deliver all 25,000 storybooks to the designated recipient(s) in Liberia within the agreed timeline. 6 weeks after signing Provide all relevant documentation, including packing lists, commercial invoices, waybills/bills of landing, customs documentation (where applicable), and proof of delivery signed by the receiving party. 8 weeks after signing 20% All the deliverables need to meet CODE requirements and quality standards. Payment will only be made for work satisfactorily completed and accepted by CODE. CODE reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/output is incomplete, not delivered or for failure to meet deadlines.

TECHNICAL SPECIFICATIONS

Detailed technical specifications, including trim size, page count, paper stock, colour requirements, binding, finishing, and packaging requirements. Detailed technical specifications will be provided upon request. Interested contractors invited to submit their request here The contractor must ensure that all printed materials are consistent with the approved specifications. No modifications to content, layout, illustrations, or design are permitted without prior written approval from CODE.

DURATION AND LOCATION

The consultancy will be carried out for a period of 2 months from the time the contract is signed. The printing services may be carried out at the contractor's production facility. However, the final deliverables shall be shipped and delivered to the designated location in Monrovia, Liberia, as specified by CODE.

REPORTING ARRANGEMENTS

The Consultant will report directly to the Program Manager for the REACH project.

INTELLECTUAL PROPERTY

All storybook content, illustrations, and production files remain the exclusive property of CODE. The successful contractor shall not reproduce, distribute, or use these materials for any purpose other than fulfilling this contract without prior written authorization from CODE.

CONFIDENTIALITY

The successful contractor shall maintain strict confidentiality regarding all materials and information received from CODE throughout the duration of the assignment.

REQUIRED QUALIFICATIONS

Interested firms should demonstrate: At least five (5) years of experience in commercial printing of educational materials, books, or similar materials. Proven experience managing large-volume printing assignments. Demonstrated capacity to package and ship printed materials internationally. Experience delivering printing materials to sub-Saharan Africa will be considered an asset. Sufficient production capacity to meet the required delivery schedule. Good financial standing and organizational capacity. At least three references for similar assignments completed within the past five years. Proven experience in working with Adobe Photoshop, Adobe Premier Pro, Final Cut Pro (have valid Adobe Cloud license) etc. Experience working for international non-government organizations.

Ability to deliver high quality work even when under time limit

Outstanding communication skills.

EVALUATION CRITERIA

All bids will be evaluated according to the following standard procedure: Review of technical proposal; Review of financial proposal; and Final decision.

The criteria for evaluation will be as follows

Category Criteria Marks Technical criteria Relevant organizational experience 20% Technical approach and methodology 20% Quality assurance approach 10% Delivery schedule and logistics plan 20% Financial criteria Financial Proposal 30%