The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” (hereinafter referred to as “ACO CONVICTUS UKRAINE” or the “Organizer”) announces a competitive bidding process (tender) for the procurement of communications services under three separate lots.
The All-Ukrainian Charitable Organization “Convictus Ukraine” is a Ukrainian nongovernmental organization that has been working for over 19 years to expand people’s access to quality medical and social services and comprehensive support, and implements programs in public health, psychosocial and humanitarian aid, the protection of women’s and girls’ rights, and the prevention of gender-based violence.
Source of Funding for the Procurement
The tender is being conducted as part of the “Consortium Women’s Organizations National Alliance — WONA (2026–2028)” project, which is being implemented with financial support from the Federal Foreign Office of the Federal Republic of Germany.
Payment Terms
Payments shall be made by bank transfer, with 100% payment due after the services have been actually provided and accepted by the Customer, based on an invoice and properly executed supporting documents. Phased delivery of services and payment after acceptance of individual agreed-upon results or milestones are permitted.
The purpose of the procurement is:
The purpose of the procurement is to strengthen and systematize the communications of the Convictus Ukraine brand based on the approved brand foundation by developing a comprehensive visual system and the Organization’s tone of voice, creating practical tools for the communications team to work independently, and strengthening strategic communications, PR, and digital advertising.
Subject of the procurement and list of lots
LOT 1. Services for the development of a visual strategy, visual identity system, brand book, and template library for Convictus Ukraine
LOT 2. Services for optimizing and updating the Tone of Voice and developing an AI prompt library for Convictus Ukraine’s communications
LOT 3. Consulting support for PR, strategic communications, and promotion for Convictus Ukraine
A Participant has the right to submit a bid for one, several, or all lots. Bids will be evaluated and the winner determined separately for each lot. A single Participant may be declared the winner for multiple lots.
Service period: from November 2026 to February 28, 2027
Location of service provision: remotely, unless another format is separately agreed upon by the Client. Results are to be delivered electronically.
LOT 1. Services for the development of a visual strategy, visual identity system, brand book, and template library for Convictus Ukraine
Development of a comprehensive visual strategy and visual identity system for Convictus Ukraine based on the approved brand foundation and the Organization’s existing visual system, including the current logo, logo guide, color palette, and typefaces, with the possibility of their justified updates upon agreement with the Client.
Development of an expanded brand book that systematizes the brand’s visual system and the rules for its practical application, as well as a library of editable templates for key visual materials for independent use by the organization’s communications team.
Service delivery period: December 2026
Location of service provision: remotely (online)
Scope of services:
Development and systematization of the Convictus Ukraine brand’s visual identity and practical tools for its future use, including:
Expected result:
A comprehensive visual strategy and visual identity system for the Convictus Ukraine brand, developed and approved by the Client, created based on the approved brand foundation and taking into account the current logo guide and the Organization’s existing identity elements, as well as a developed library of editable templates for the practical use of the visual system by the Organization’s communications team.
If necessary, the Contractor shall prepare well-reasoned proposals for updating individual elements of the existing identity. All such changes shall be agreed upon with the Client and reflected in the final brand book.
The minimum scope of the final deliverable must include:
The brand book should be a practical tool for independent use by the Organization’s internal team and external vendors.
The template library must cover the Organization’s primary communication formats, including materials for social media, informational and promotional publications, presentations of results and key performance indicators, announcements, presentations, and basic print materials. The specific list of templates will be agreed upon with the Client during the service delivery phase.
The final brand book is delivered to the Client in PDF and editable formats. All visual identity elements developed within the scope of this LOT are delivered in the corresponding editable and source formats. Templates are delivered in a format that allows for their subsequent independent editing and use by the Organization’s team*.
*The final brand book is delivered to the Client in PDF and editable formats; all visual identity elements developed are delivered in source and editable formats; and templates are delivered in formats that allow for independent editing and further use by the Organization’s team.
Optimization and update of Convictus Ukraine’s existing Tone of Voice based on the approved brand foundation and the Organization’s current communication approaches, with the goal of establishing comprehensive and practical communication guidelines for various audiences, channels, and content types.
Development, based on the approved brand foundation and updated Tone of Voice, of a practical library of AI prompts for preparing, adapting, and editing Convictus Ukraine’s communication materials, ensuring consistency in style, tone, and the Organization’s key communication principles.
Service period: December 2026.
Service location: remotely (online).
Scope of services:
Optimization and update of Convictus Ukraine’s Tone of Voice and development of practical tools for its further application by the Organization’s communications team, including:
● analysis of the existing Tone of Voice, the approved brand foundation, and relevant Convictus Ukraine communications materials;
● identifying well-founded directions for expanding and updating the existing Tone of Voice in accordance with the brand foundation and the Organization’s current communication needs;
● optimizing and updating the Tone of Voice and preparing practical guidelines for its consistent application by the Organization’s communications team;
● developing a library of AI prompts for the preparation, adaptation, editing, and refinement of the main types of Convictus Ukraine’s communication materials;
● adapting AI prompts to the Organization’s Tone of Voice, brand foundation, key audiences, channels, and types of communication;
● developing recommendations and guidelines for the practical use and adaptation of AI prompts by the Organization’s team;
● defining basic rules for the safe and responsible use of generative AI in communications work, particularly regarding the verification of generated content and preventing the inclusion of confidential information and personal data in publicly accessible AI services;
● presenting the developed materials to the Client’s team, agreeing on the results, and incorporating the agreed-upon revisions;
● delivering the final Tone of Voice guideline and AI prompt library in editable formats suitable for further independent use and updating by the Organization’s team.
Expected outcome:
An optimized and updated Convictus Ukraine Tone of Voice, aligned with the approved brand foundation and adapted to the Organization’s practical needs, as well as an AI prompt library developed based on it for independent use by the communications team.
The final deliverables should include:
● a practical Tone of Voice guideline for Convictus Ukraine, updated based on the existing Tone of Voice and the approved brand foundation, and suitable for consistent, independent application by the Organization’s communications team;
● a library of AI prompts adapted to the brand foundation and Convictus Ukraine’s Tone of Voice, for preparing, adapting, editing, and refining the Organization’s main types of communication materials;
● instructions on how to use and adapt AI prompts depending on the specific task, audience, channel, and communication format;
● basic recommendations for the safe and responsible use of generative AI in communications work, including the need to verify generated content and comply with confidentiality and personal data protection requirements;
● a presentation of the final results and a hands-on session for the Convictus Ukraine communications team on using the updated Tone of Voice and the AI prompt library.
The AI prompt library should cover the Organization’s main communication tasks, including the preparation and adaptation of content for social media, the website, news and informational materials, PR communications, and communications with partners and donors, as well as the editing, abridging, structuring, adaptation, and translation of texts.
The specific composition and number of AI prompts shall be determined by the Contractor in the technical proposal, taking into account the needs of Convictus Ukraine, and shall be agreed upon with the Client during the course of service delivery.
The final Tone of Voice guideline and the library of AI prompts shall be delivered to the Client in editable formats suitable for further independent use, adaptation, and updating by the Organization’s team.
LOT 3. Consulting Services on PR, Strategic Communications, and Promotion for Convictus Ukraine
Provision of consulting and practical support to Convictus Ukraine in the areas of PR, strategic communications, and promotion, with the aim of enhancing the Organization’s visibility, systematizing and synchronizing its external communications, defining strategic communication goals, and effectively presenting the Organization’s activities, expertise, and results.
This support must take into account the established brand foundation of Convictus Ukraine, the organization’s current communication needs, and the communication objectives of the WONA project, ensuring their alignment with Convictus Ukraine’s overall communications.
The services also include, at the Client’s request, the organization of digital advertising campaigns, including the setup, management, and optimization of advertising campaigns, as well as the payment for ad placements through the Contractor.
Service period: approximately November 2026 – February 2027.
Location of service provision: remotely (online).
Scope of services:
Providing consulting and practical support to the Organization in the areas of PR, strategic communications, and promotion, including:
Expected Result:
Systematic consulting and practical support for Convictus Ukraine in the areas of PR, strategic communications, and promotion, aimed at setting and achieving strategic communication goals, aligning the Organization’s external communications with those of the WONA project, and effectively utilizing relevant promotional channels and tools.
The minimum scope of the deliverables must include:
Qualification Requirements for the Participant
General requirements for participants by LOT:
Additional mandatory qualification requirements for the Participant under LOT 1
Technical Requirements for the Subject of Procurement
LOT 1. Services for the development of a visual strategy, visual identity system, brand book, and template library for Convictus Ukraine
The brand book must take into account the provisions of the current logo book and document the changes and additions agreed upon within the scope of this LOT. The document must be clear and suitable for practical use by the Organization’s internal team and external vendors.
The library must cover the Organization’s core needs for digital and print communications, including materials for social media, informational and promotional publications, presentations of results and key performance indicators, announcements, presentations, and basic print materials.
The specific list of templates shall be agreed upon with the Client prior to the start of their development. The templates must be suitable for independent editing and adaptation by the Organization’s team without the need for constant involvement of a designer.
After the Client selects one of the presented design concepts, the Contractor will further refine it and provide up to 3 rounds of consolidated revisions requested by the Client, which are included in the total cost of services. The selection of one of the initially presented concepts is not considered a round of revisions.
The template library is delivered in a format that allows the Organization’s team to independently edit, copy, and adapt the templates.
LOT 2. Services for optimizing and updating the Tone of Voice and developing an AI prompt library for Convictus Ukraine communications
1. Expansion and Systematization of Convictus Ukraine’s Tone of Voice
The Client shall provide the Contractor with the approved brand foundation, the existing Tone of Voice, and relevant Convictus Ukraine communication materials as a starting point for the work.
The Contractor shall analyze the provided materials, identify well-founded directions for expanding and updating the existing Tone of Voice, and, based on these, develop a systematic, practical guideline in accordance with the brand foundation and the Organization’s current communication needs.
The final Tone of Voice should serve as a practical tool for independent and consistent use by the Convictus Ukraine communications team.
The Contractor shall propose the specific structure, content, and areas for expansion of the Tone of Voice in their technical proposal.
2. Development of an AI Prompt Library
Based on the approved brand foundation and the updated Tone of Voice, the Contractor must develop a structured library of AI prompts for Convictus Ukraine’s key communication tasks.
The library must allow for the use of AI prompts, specifically for:
● preparing and adapting content for social media;
● preparing materials for the website, news, and informational materials;
● preparing and adapting PR materials;
● communicating with partners and donors;
● adapting a single piece of content for different audiences, channels, and formats;
● editing, structuring, and condensing texts;
● translating and linguistically adapting materials;
● checking texts for compliance with Convictus Ukraine’s tone of voice.
In the technical proposal, the participant must propose the structure, main categories, and approximate number of AI prompts that they propose to develop within the scope of the LOT.
5. Requirements for the Structure and Practicality of AI Prompts
AI prompts must be suitable for practical use by the Organization’s staff and allow for adaptation to specific tasks.
The library must contain clear instructions on how to use the prompts, including how to provide the necessary context, define the audience, purpose, channel, format, and other variables required to obtain a relevant result.
Prompts should not be tied exclusively to a single specific AI service unless such a tie is justified by the specific features of the relevant tool.
6. Safe and Responsible Use of Generative AI
The Contractor must include in the final materials basic recommendations regarding the responsible use of generative AI in communications work, specifically regarding:
● mandatory verification and editorial review of generated content prior to its use;
● verification of facts, figures, names, links, and other information created or processed using AI;
● preventing the inclusion of confidential information, personal data, and other restricted information in publicly available AI services;
● maintaining human responsibility for the final communication material.
7. Presentation and Hands-On Training on the Results
The Contractor must present the final results to the Client and conduct a hands-on training session for the Convictus Ukraine communications team on applying the updated Tone of Voice and AI prompt library in their daily work.
Based on the results of the presentation and hands-on session, the Contractor shall make revisions to the final materials as agreed upon with the Client.
8. Format for Delivering Results
The final Tone of Voice guidelines and AI prompt library shall be delivered to the Client electronically in formats suitable for further independent use, editing, and updating by the Organization’s team.
LOT 3. Consulting Services for PR, Strategic Communications, and Promotion of Convictus Ukraine
The Contractor shall provide expert consulting services to Convictus Ukraine in the field of PR and strategic communications, specifically regarding:
Specific areas of consulting support are determined based on the Client’s current needs throughout the service period.
Services are provided upon the Client’s request within the agreed scope and may include consultations, working meetings, analysis of specific communication tasks, provision of recommendations, expert review of materials, and other forms of practical support related to the subject matter of the LOT.
Services actually provided are tracked in hours. The Contractor shall provide information on the time actually spent and the tasks completed during the relevant reporting period.
Estimated period for the provision of services: November 2026 – February 2027.
The Contractor must ensure the availability of regular consulting and practical support to the Organization during the specified period, with an estimated availability of approximately 100 hours per month.
The actual scope of engagement is determined in accordance with the Client’s needs and the agreed-upon tasks and may vary from month to month. Payment is made exclusively for services actually rendered and accepted by the Client in accordance with the agreed-upon hourly rate.
As needed and based on a task previously agreed upon with the Client, the Contractor shall provide practical support for digital advertising promotion, which may include:
Specific advertising campaigns, platforms, timeframes, and the advertising budget shall be agreed upon in advance with the Client.
Subject to prior agreement with the Client, the Contractor shall ensure payment through its own account and/or another lawful mechanism for:
Such expenses shall be incurred only after the Client has approved the relevant need and amount.
Expenses for advertising placements, digital services, and tools shall be accounted for separately from the cost of the Contractor’s consulting and other professional services.
The Contractor must provide proper documentary evidence of the expenses incurred in accordance with the mechanism agreed upon with the Client.
The Bidder shall specify the cost per hour of service provision in the tender proposal.
Payment for the Contractor’s services shall be made for services actually rendered and accepted by the Client in accordance with the agreed hourly rate and the confirmed volume of services actually rendered.
The Bidder shall separately specify the terms for payment of advertising placements, digital services, and tools, including the existence and amount of any additional commission, service fee, or other remuneration associated with such payments.
Any additional commissions or fees not specified in the bid proposal and not agreed upon with the Client are not subject to payment.
Services may be provided remotely unless otherwise agreed upon with the Client.
Recommendations, working documents, and final reports, as well as information regarding implemented advertising activities and payments made, shall be submitted to the Client electronically in formats suitable for further use by the Organization.
Contents of the Bid Proposal
The Participant’s bid proposal shall be submitted electronically and must contain the following mandatory documents:
LOT 1. Services for the development of a visual strategy, visual identity system, brand book, and template library for Convictus Ukraine.
LOT 2. Services for expanding the Tone of Voice and developing a library of AI prompts for Convictus Ukraine’s communications.
LOT 3. Consulting support for PR, strategic communications, and promotion of Convictus Ukraine
A Participant has the right to submit a bid for one, several, or all lots. Bids are evaluated and the winner is determined separately for each lot. A single Participant may be declared the winner for multiple lots.
CRITERIA AND PROCEDURE FOR EVALUATING BID PROPOSALS
The evaluation of bid proposals is conducted separately for each LOT in two stages.
Stage 1. Qualification Screening
During the first stage, the Participant’s compliance with the qualification requirements established in the tender documentation for the relevant LOT is verified.
Tender proposals from Participants who meet the established qualification requirements are admitted to the second stage of evaluation.
Stage 2. Evaluation of Tender Proposals
The tender proposals of Participants admitted based on the results of the qualification screening are evaluated separately for each LOT according to the following criteria:
Criterion Maximum Number of Points
1. Experience in implementing similar projects 20
2. Professional level and relevance of the submitted portfolio 20
3. Quality of the proposed approach and alignment of the technical proposal with the task 30
4. Price proposal 30
Total 100
The number, content, and complexity of projects implemented by the Participant over the past 3 years that are similar or comparable in content to the subject matter of the relevant LOT are evaluated.
Points Basis for Award
20 Significant relevant experience: several complex projects have been implemented that are well comparable in content and scope to the subject matter of the relevant LOT.
15 Sufficient relevant experience: several relevant projects have been implemented, but they are only partially comparable to the subject matter of the relevant LOT in terms of complexity and/or scope.
10 Basic relevant experience: experience exists in performing individual tasks/projects relevant to the subject matter of the corresponding LOT, but comprehensive experience is limited.
5 Minimal relevant experience sufficient to meet the qualification requirements, but the number and/or complexity of similar projects is limited.
0 Minimal experience; experience does not meet the requirements
The professional level, quality, and practicality of the submitted work are evaluated, as well as its relevance to the subject matter of the corresponding LOT, the nature of the activities, and the communication needs of Convictus Ukraine.
Points Basis for Award
20 The portfolio demonstrates a high professional level and high-quality, comprehensive results. The submitted work is well aligned in terms of nature, complexity, and/or focus with the tasks of the relevant LOT and the needs of Convictus Ukraine.
15 The portfolio demonstrates a good professional level and high-quality results. Most of the submitted work is relevant to the subject matter of the corresponding LOT, but its alignment with the task is partial.
10 The portfolio demonstrates a sufficient professional level, but the quality of the submitted results is inconsistent and/or only some of the works are sufficiently relevant to the subject matter of the corresponding LOT.
5 The portfolio meets the minimum qualification requirements; however, the submitted works have limited relevance to the subject matter of the corresponding LOT and/or do not sufficiently demonstrate the required professional level.
0 A minimal portfolio that does not demonstrate the required professional level
Evaluation is based on the Participant’s description of the approach to task execution, taking into account the specifics of the relevant LOT.
The following are evaluated:
Scores and Rationale for Award
30 A clear, comprehensive, logical, and realistic approach is proposed, demonstrating a deep understanding of the task and its expected results. The main stages of work and interaction with the Client are described in a coherent and practical manner.
20 The proposed approach is generally sound, logical, and realistic and demonstrates an adequate understanding of the task; however, certain stages or implementation mechanisms are not described in sufficient detail.
10 The approach demonstrates a general understanding of the task, but is described primarily at a general level; the sequence of individual stages and/or implementation mechanisms are only partially elaborated.
5 The proposed approach is superficial and lacks sufficient detail, but it allows for establishing the Participant’s general understanding of the subject matter and the expected outcome of the task.
0 The approach does not allow for establishing the Participant’s general understanding of the subject matter and the expected outcome of the task.
A bid proposal whose content does not allow for achieving the primary outcome specified in the subject matter of the relevant LOT may be rejected as not conforming to the subject matter of the procurement.
The lowest price proposal among the Participants admitted to the second stage of evaluation for the relevant LOT receives 30 points.
The points for other Participants are calculated using the following formula:
Price score = (lowest proposed price / Participant’s proposed price) × 30.
The calculated result is rounded to two decimal places.
Final score = points for experience in executing similar projects + points for professional competence and the relevance of the submitted portfolio + points for the quality of the proposed approach and the technical proposal’s alignment with the task + price score.
Evaluation is conducted separately for each LOT.
The winner for the respective LOT is the Participant who has passed the qualification screening and received the highest total score based on the evaluation of the bid proposal.
Anti-Corruption and General Terms
Participation by related parties or collusion among participants is prohibited.
The Organizer reserves the right to accept or reject any proposal in accordance with the terms of this Announcement, the principles of fair competition, transparency, and value for money, as well as the Organization’s internal policies and procedures.
Questions and Inquiries
All questions, inquiries, and requests regarding the terms of this tender must be submitted exclusively in writing by sending an email to: zakupivli@convictus.org.ua. To ensure equal access to information for all potential participants, the Organizer will not provide clarifications verbally or through other communication channels. Responses to questions will be provided in writing.
Compliance with the Organizer’s Policies
By submitting a bid, the Participant confirms its agreement that, if selected as the winning bidder, it will be required to comply with the Organizer’s internal policies and procedures, including policies on ethics and integrity, corruption prevention, conflicts of interest, as well as policies on the prevention of sexual exploitation and abuse (PSEA/SEA).
The detailed provisions of the relevant policies and the Supplier’s specific obligations are set forth in the contract, which is concluded with the winning bidder.
Right to Cancel the Tender
The Organizer reserves the right to cancel or annul the tender in whole or in part at any stage of its conduct in the event of changes in needs, funding conditions, force majeure, or for other valid reasons.
In such a case, the Organizer shall not be liable for any expenses incurred by Participants in connection with the preparation and submission of tender proposals, provided that the principles of transparency and good faith are observed.
Deadline for Submission of Proposals
November 18, 2026, by 6:00 p.m. Kyiv time.
Bids must be submitted electronically (PDF/scan) to the following address:
📧 zakupivli@convictus.org.ua
Email subject line: (bid) for the procurement of communication services