Consultant to Assist in Preparing the Materials Tender - 29905855

Procurement Summary

Country: Cote d'Ivoire

Summary: Consultant to Assist in Preparing the Materials and Coordinate the Planning Process for the Annual Civil Society Forum 2019

Deadline: 24 Jan 2019

Posting Date: 18 Jan 2019

Other Information

Notice Type: Tender

TOT Ref.No.: 29905855

Document Ref. No.:

Competition: ICB

Financier: African Development Bank (AfDB)

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

71530000 - Construction consultancy services

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Tender Details

Expression of Interest are invited for Consultant to Assist in Preparing the Materials and Coordinate the Planning Process for the Annual Civil Society Forum 2019.
1. The hereby invites Consulting Firms to indicate their interest in the following Assignment: Consultant to assist in preparing the materials and coordinate the planning process for the Annual Civil Society Forum 2019.
The purpose of the consultancy is to support the AHGC2 Division responsible for civil society engagement at the Bank, in the organizing the Civil Society Forum 2019, specifically through developing the following technical materials: Concept note and program; briefing notes; guidance notes to facilitate the Forum; communication materials; the Forum’s logo as well as the Forum’s virtual platform.
2. Task and deliverables
In close collaboration with the Bank’s team, the selected contractor will be responsible for the following:
2.1. Identification of participants, moderators and guests
•Liaise with AHGC2 to draw up a list of speakers and participants, ensuring gender parity
•Coordinate the distribution of invitations to participants, including session chair(s), speakers and facilitators.
•Develop a platform and administer registration of all participants through the web platform.
2.2. Communication
•Prepare and set- up a one-stop general information support service/information kiosk for participants at the event.
•Coordinate with the Bank’s Communications Department for media liaison.
•Draft press releases before, during and after the events.
•Coordinate information about the event through mainstream and social media.
•Liaise with the Bank’s ITC department to develop a webpage for the event
•Coordinate the design of banners/roll ups/posters and other branding material for the events.
•Coordinate the design of the logo taking into account the 10th year anniversary
•Coordinate the design and production of merchandise for the forum ( e.g. branded bags, pens and flash drive, folders, brochures, notepads for participants)
•Design and make up name tags/badges for all participants, speakers, Media, VIPs, etc
•Identify and recruit bloggers for the forum
2.3. Development of the technical aspects for the Events
•Assist in elaborating the concept notes and making proposals for the refinement of the general topic, and in suggesting creatively articulated topics for the various sessions based on the themes.
•Assist in drawing up and rationalizing a budget for the event within available resources and in consultation with the Gender Women and Civil Society Department.
•Liaise with AHGC to draft the issue papers and the guidance notes for the moderators and panelists.
•Assist in elaborating the talking points/speeches for the opening and the closing ceremonies and other sessions as required.
2.4. Venue branding and set-up
•Propose creative ideas for event site set-up (furniture, signage, stage and hall set-up including banners, posters and roll-ups, stage backdrops etc.), following the event’s branding guidelines provided by the Bank, making sure the Bank’s brand as well as the Civil Society logo are highly visible both electronically (screen projection) and with printed materials, and based on the different areas necessary that will later be identified.
•Produce / supply all materials for agreed event site set-up;
•Install and dismantle event site set-up.
2.5. Technical set-up
•Ensure all required audiovisual, video and lighting equipment is available and functioning in and around all the rooms (material will be provided by the Bank);
•Ensure all meeting rooms (for plenary and parallel sessions such as the Knowledge Café) are arranged and ready for different meetings as required (as per specified event agenda), with easels, required furniture such as tables, chairs, flipcharts, microphones, nameplates, verification of sound and projection devices;
•Ensure high quality services for simultaneous interpretation (English/French) for all sessions .The Bank provides the Interpreters for all events organized by the Bank.
•Ensure testing of equipment the day before the event;
•Ensure service support is promptly available as would be required for all equipment/services and facilities in and around the meeting rooms;
The technical team will work closely at the beginning of the project until the end with the Bank’s teams in charge of these aspects (i.e Conference and meetings team).
2.6. Logistics support
•Identify suitable service providers, as needed, and liaise with these service providers regarding catering (lunches, coffee breaks over a 3-day period for an estimated 350 participants), cocktails, hosts and hostesses. Forum venue and IT equipment will be provided by the Bank. •Assist in negotiating with hotels to secure preferential rates for participants to the event on behalf of the Bank; Handle accommodation/hotel bookings for participants; •Assist in overseeing ground transportation (shuttle between airport, hotels, and event venue) and accommodation for AfDB sponsored participants (estimated 35 people) • Assist in liaising with the Bank’s protocol department to support visa applications for participants and for protocol arrangements for VIPs. •Upload an information note for participants on the web and app platforms. •Liaise with the Language Services Department for simultaneous interpretation for all sessions as required (English/French)
3. The Civil Society and Community Engagement Division (AHGC2) invites Consulting Firms to indicate their interest in providing the above-described services. Interested eligible consulting firms shall provide information on their qualifications and experience demonstrating their ability to provide the services (documentation, references for similar services, experience in comparable Assignments, such as list of previous contracts of similar nature undertaken by the company, certificate of good completion of works for these previous contracts from clients. availability of qualified staff, CVs of the staff, Provision of Team organization chart and / a team organization task assignment, copy of Company’s insurance policy covering the company and its employees, copy of the registration of the Company with the Trade Registration, showing company’s authorization to exercise in the field of event management). 4. The eligibility criteria, the establishment of a short list and the selection procedure shall be in conformity with the Rules and Procedure for the Selection of Corporate Consultants. Please, note that interest expressed by a consulting firm does not imply any obligation on the part of the Bank to include it in the shortlist. 5. The consultancy will be on a retainer basis per activity with dates to be specified for engagement of a maximum of 140 days. The estimated starting date is February 1, 2019. 6. Interested individuals may obtain further information at the address below during the Bank’s working hours: (9h00. – 17h00 GMT).
7. Expressions of interest must be received at the address below no later than Friday 24 January 2019 at 17h30 GMT local time and specifically mentioning AfDB –CS Forum 2019

For the attention of:

Mrs. Zéneb TOURE

Manager, Civil Society and Social Innovation Division

African Development Bank Group

Civil Society and Community Engagement Division (AHGC2)

Immeuble du Centre de commerce International d'Abidjan CCIA

Avenue Jean-Paul II

01 BP 1387

Tel: +225 20 26 44 64

E-mail: [email protected] and copy [email protected] /

[email protected]

Documents

 Tender Notice