Request for Proposals (RFP) – Design services for The Circle magazine

The WWF Global Arctic Programme (GAP) based in Stockholm, Sweden is requesting proposals to manage and provide graphic design services primarily to its quarterly magazine, The Circle. The proposals will form the basis for a framework agreement of up to five (5) years, commencing between July to August 2026, with the exact date to be confirmed upon contract award.

Communication is a core component of GAP, and The Circle is a way of sharing Arctic-focused knowledge with a wider audience. Communication supports conservation efforts directly and strengthens WWF’s visibility and perceived value to the Arctic, including through the topics and people profiled in The Circle. GAP’s Senior Communications Lead acts as the publication’s Editor-in-Chief.

The Circle is a free publication produced by GAP and is published three to four times a year (approximately March, June, September, December).

At present, The Circle is distributed as an online magazine on our website. It receives around 200,000 visits a year. Its audience includes government officials, elected representatives, Indigenous Peoples organizations, conservationists, scientists, NGOs, libraries, and business executives.

The goal of The Circle is to present diverse voices and perspectives to inform decision-makers, scientists and the interested public about environmental and development issues facing the Arctic. The publication invites authors from a variety of sectors and experiences to share their views and expertise on issues and challenges facing the Arctic, particularly considering the rapid change occurring in this unique ecosystem due to the climate crisis.

Using creative storytelling, GAP aims to inform, inspire and entertain audiences to activate support for a well-managed, biodiverse, and resilient Arctic. See previous issues of The Circle.

Work tasks

Reporting to the Editor-in-Chief and the Circle’s Managing editor, the designer (hereby contractor) will ensure the layout of each issue of The Circle. This includes layout of photos, maps, illustrations and other graphic storytelling elements. All illustrations produced will be the property of WWF.

Specifically, the contractor must demonstrate the following capacity to each issue of The Circle:

• Design the full-color issue of The Circle in consultation with the Managing editor and in accordance with WWF’s brand guidelines (special supplements will incur additional costs).
• Make alterations to first proof as indicated by the Managing editor.
• Produce two further sets of proofs to incorporate final editorial changes as received from the Managing editor and the GAP.
• Supply low resolution PDF of final edition for the GAP website and a high-resolution final version for WWF electronic reserves.
• Maintain a library of GAP images for use in The Circle, as appropriate.
• Create and source, as appropriate, relevant maps, illustrations, and diagrams to illustrate stories in The Circle as agreed with the Managing editor.
• Photo search.
• Deliver the front cover photo in 16:9, 1:1 and 9:16 formats for social media promotion.

In addition to The Circle, GAP produces numerous other communications products. These communication outputs appear in different formats and channels. The contractor may thus be commissioned to provide design assets to be used in ad-hoc assignments such as:

• News articles or features for the GAP website
• Reports, briefs, and similar publications

Required qualifications and experiences

• Extensive experience in high-quality graphic design work adapted for magazines and reports
• Documented experience in working with English as content language.
• Documented experience in developing appealing and engaging visual assets that clarify complex messaging.
• interacting with clients, colleagues and sources at all levels
• Ability to work under tight deadlines
• Experience of working with research communication, preferably also Arctic conservation

Required details in the proposal

• Indicate yearly availability, hourly rate (excluding VAT), currency and estimated number of hours for:
  1. Four (4) issues of The Circle in a year taking into consideration the work tasks listed above
  2. Ad-hoc assignment based on this example
• Required Due diligence information listed below.
• A one-page description of how contractors meet the required qualifications and experiences
• A brief description of suggested work process for each issue of the Circle, based on the desired capacities listed under ‘Work tasks’
• A selection of relevant work samples consisting of:
  • 2 policy or science reports
  • 2 maps
  • 2 diagrams maps
  • 2 other illustrations

Required due diligence information

All bidders must provide basic information so WWF can confirm eligibility and suitability for contracting. This information is requested for due diligence purposes and is not part of the competitive scoring.

Please include the following in addition to your proposal submission:

• Environmental responsibility: A brief description of how you minimise environmental impact in your work (e.g., reduced travel, digital workflows, recycling).
• Social & ethical practices: A short description of how you ensure responsible working practices (respect for labour laws, anti‑corruption principles, safe working practices).
• Financial & legal compliance: (Business registration details, Business Address and telephone number, Confirmation of F‑skatt (for Swedish suppliers), General financial information (short statement of stability or annual report, if available))
• References: One to two client references, with contact information
• Conflict of interest statement: A brief declaration of any actual or potential conflicts

Framework agreement

WWF intends to establish a framework agreement with the selected contractor. The agreement will set the overarching terms under which individual assignments are commissioned.

The agreement is valid for up to five (5) years.

WWF reserves the right to use alternative suppliers when necessary.

GAP typically releases 3 to 4 issues of The Circle each year. The expected number of issues will be planned and agreed on an annual basis. Additional ad-hoc work will be commissioned as needed throughout the year. All work will be initiated through written call‑off orders, specifying the scope, deliverables, timelines, and approved hours for each assignment.

Either WWF or the Contractor may terminate the framework agreement, in whole or in part, with thirty (30) days’ written notice.

Practical tender information

WWF Global Arctic Programme will publish this Request for Proposals (RFP) on its website from 10 April to 15 May 2026. During this period, WWF welcomes clarification questions and will publish all answers on the following Q&A webpage for all complete proposals received by the deadline.

Evaluation Criteria

WWF will evaluate proposals based on:

1. Demonstrated expertise, experience, and skills relevant to this assignment
2. Quality and relevance of the submitted writing samples
3. Cost efficiency, including hourly rates and the proposed five‑year ceiling budget
4. Completeness of due diligence information (non‑competitive)

Submission Instructions

Proposals, including all required information and contact details, must be submitted by email to:

info@arcticwwf.org
Subject line: “Proposal Submission: Designer for GAP and The Circle magazine”

Submission deadline: 10 May 2026 end of day CEST)
Notification to applicants: WWF will contact all applicants on or before 25 May 2026.