Procurement Notices

TERMS OF REFERENCE (TOR)

BACKGROUND :

Promoting women’s meaningful engagement within the Women, Peace and Security (WPS) agenda is one of the key strategic priorities for UN Women in Bangladesh. For this reason, as UN Security Council Resolution 1325 (UNSCR 1325) which was unanimously adopted in October 2000, stressed the importance of the equal participation and full involvement of women in all efforts to maintain and promote peace and security, UN Women Bangladesh has collaborated with Ministry of Foreign Affairs in 2017 and has been providing technical support to them for drafting the very first National Action Plan on Women, Peace and Security. In August 2019, the National Action Plan was validated through a national level conference with approximately 60 representatives from CSOs and government agencies.

To add another milestone to this journey, UN Women organizes a Grand Launching of the approved National Action Plan on Women, Peace and Security with key stakeholders such as CSOs, resaerch organozations, academia, government agencies, development partners and other UN agencies. To ensure all logistics and technical support required to make this event a success, UN Women Bangladesh invites financial proposals from qualified Event Management Companies who have demonstrated experience in managing national and ministerial events.

OBJECTIVE OF THE ASSIGNMENT

Supporting UN Women to successfully plan and organize a National Conference for launching the National Action Plan on Women, Peace and Security.

PARTICIPANTS

Representatives from the ministries, development partners, UN agencies, academia, civil society organizations. There will be approximately 200 participants (Approx.).

SPECIFIC TASK FOR THE EVENT MANAGEMENT COMPANY

In consultation with respective unit, the Contractor will be required to deliver the following services :

Before the event :

Reserve venue from the following List for 200 peoples :  

• Intercontinental
• Pan Pacific Sonargaon
• Westin

• Finalization of design, 4-color printing of Banner (jute/recyclable materials), NAP briefs and NAP full documents
  • Size, text and color to be finalized in consulttaion with UN Women. The vendor might need to format texts and designs, make necessary corrections before final printing.
• Follow up with invitees at least 10 days before the event
• At least a day before the event, the contractor has to review in detail and confirm the following with UN Women :
  • Overall set (round tables set up and one head table) up which includes signage, registration booth, sitting arrangement for 200 people, stage, backdrop, tea/coffee corner, exit, both in & outside of the hall
  • AV equipment
  • Snacks menu to be served with tea/coffee
  • Security measures to be taken in consultation with the management team of selected hotel/venue  
  • Duration : 2 hours (09 :30 AM till 11 :30 AM) including snacks time at 11 AM

During the event:

• Manage catering numbers effectively, maximizing value and minimizing wastage during the event
• Audiovisual coordination including projectors, projection screens, microphones and sound system
• Registration service at the venue including collection of business cards from the guests
• Distribution of Informational welcome packets during registration
• Directional signage for guests

After the event:

• One final report on delivered services and highlights from the event-within 2 working days
• One single itemized invoice for all services-within 2 working days

CONTRACT SUPERVISION

UN Women Bangladesh has overall management of the work of the contractor. Under the overall supervision and direct consultation with the team, the contractor is expected to deliver quality outputs.

DELIVERABLES

The selected event management company is required to deliver the following:

REQUIRED QUALIFICATIONS AND EXPERIENCE OF THE EVENT MANAGEMENT COMPANY:

The company will be required to have;

• 5-10 years relevant expertise of planning and implementing similar events at scale. Demonstrated capacity and expertise to execute the activities, including availability of equipment, contacts and experience of undertaking similar assignments.

• Extensive experience in managing events for Ministerial level, UN organizations, donor agencies or other development organizations with the aim of reaching both local and international audiences.
• Experince of exclusively organizing National Action Plan related events for large number of participants including government agencies, donors and CSOs.
• Well-developed design and plan for executing the event. This includes the approach to event management, the timeline from appointment to the event, critical milestones, dependencies, lines of communications etc.
• Relevant work experience and qualifications of key personnel / senior staff to conduct the proposed project; and the proposed management and team structure.
• A well developed, detailed, budget for the services of the Vendor relevant to event management, such as venue, catering, AV equipment, security, etc. Value for money will be an important consideration in the evaluation of the proposed budget, and therefore Vendors are strongly encouraged to provide as much detail in their proposal as they can.

DURATION OF THE ASSIGNMENT:

2 hours event on 24 November 2019

COPYRIGHTS

UN Women will reserve the copyright of all produced materials and should be permitted to use them without a time limit.

TERMS OF PAYMENT

The firm payment shall be based on the financial proposal developed for this assignment.

(Entire payment will be processed upon submission of prefixed deliverables and final report).

The details of payment schedule given below:

• 100% payment after completion of the event as per contract
• Actual bills, vouchers have to be submitted along with invoice, attendance sheet for the payment.

EVALUATION METHOD

Quotations will be evaluated based on UN Women Lowest-Price, Technically Compliant pass/failed methods. The contract will be awarded to the firm that meets the requirements and provided the lowest price.

SUBMISSION OF QUOTATION

Interested companies should submit a quotation in response to the TOR, which should be as per the following instructions:

• Quotation with breakdown of different budget lines
• Company profile and portfolio of relevant experience in last 5 years (Name of projects/ Clients, Project size/ amount in BDT, Project Duration); add photos/evidences.
• Three references with full recent contact details
• Photos of backdrop/banners, stage set ups and communications materials designed and published in the past for the similar assignment

ESTIMATED BUDGET : TBC