ANNEX B TERMS OF REFERENCE /WA T4SD 2018 Forum Event Planner

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ANNE B TERMS OF REFERENCE 2018-25/WA T4SD 2018 Forum Event Planner INTERNATIONAL TRADE

1 ANNE B TERMS OF REFERENCE /WA T4SD 2018 Forum Event Planner INTERNATIONAL TRADE CENTRE A SUBSIDIARY ORGAN OF THE UNITED NATIONS AND THE WORLD TRADE ORGANIZATION Geneva Switzerland

2 Table of Contents LIST OF ACRONYMS OBJECTIVES OF THE CALL FOR TENDER BACKGROUND PROJECT IMPLEMENTATION TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS THE WORK OF THE CONTRACTOR WILL BE CARRIED OUT UNDER THE SUPERVISION OF AND IN CLOSE COLLABORATION WITH ITC T4SD PROGRAMME AND ITC COMMUNICATIONS AND EVENTS. THE SERVICE PROVIDER SHALL COMMENCE THE PROVISION OF SERVICES FROM 01 JULY 2018 AND FULLY AND SATISFACTORILY COMPLETE THEM BY 31 DECEMBER THE DURATION OF THE CONTRACT IS SET FOR SI (6) MONTHS DEVELOPING AND IMPLEMENTING A MARKETING AND COMMUNICATION STRATEGY FOR THE T4SD FORUM SUPPORTING ITC T4SD IN THE DESIGN AND IMPLEMENTATION OF SESSION AND ACTIVITIES OF THE T4SD FORUM CONTRIBUTE TO UPDATING T4SD BRANDING AND VISUAL IDENTITY IN CONSISTENCY WITH ITC S BRAND AND VISUAL IDENTITY GUIDELINES DEVELOPING A POST-EVENT FLYER THAT WOULD BE AVAILABLE IN BOTH SOFT AND HARD COPIES (PART OF THE T4SD FORUM WEBPAGE AND IN PRINTABLE VERSION) PROJECT COORDINATION AND MANAGEMENT TIMEFRAME AND DELIVERABLES OVERVIEW OF THE OVERALL PROJECT ACTIVITIES DURATION OF THE TASKS EVALUATION AND AWARD OF THE CONTRACT TECHNICAL EVALUATION CRITERIA THE COMPANY - EPERIENCE AND CAPACITIES OF THE BIDDER THE COMPANY - EPERIENCE AND INDICATORS -THE TEAM DELIVERING THE SERVICE THE SOLUTION THE RISK TECHNICAL EVALUATION SUMMARY

3 List of Acronyms ITC T4SD ToR UN WTO International Trade Centre Trade for Sustainable Development Terms of Reference United Nations World Trade Organization 3

4 1 OBJECTIVES OF THE CALL FOR TENDER 1.1 The objective of this call for tender is to select a service provider to support the design and implementation of marketing and event planning activities for its annual flagship event, the Trade for Sustainable Development Forum (T4SD) BACKGROUND 2.1 The International Trade Centre (ITC) is a joint agency of the United Nations (UN) and the World Trade Organization (WTO) supporting the internationalization of SMEs. Its joint mandate combines a focus on expanding trade opportunities with the aim of fostering sustainable development. 2.2 Now in its fifth year, the annual Trade for Sustainable Development Forum is one of the leading global events focused on how voluntary sustainability standards can support sustainable value chains. The event brings together over 160 participants, including representatives from businesses, partner institutions, standards organizations, international trade institutions and donors. The event will take place from 1-3 October 2018, at the ITC headquarters, in Geneva, Switzerland. 3 PROJECT IMPLEMENTATION 3.1 ITC is looking for a service provider to develop and implement event planning and marketing activities in preparation for the T4SD Forum 2018, which will take place on 1-3 October ITC is the lead implementer of the T4SD Forum. 4 TECHNICAL SPECIFICATIONS - DESCRIPTION OF THE MAIN TASKS 4.1 The work of the contractor will be carried out under the supervision of and in close collaboration with ITC T4SD Programme and ITC Communications and Events. The service provider shall commence the provision of services from 01 July 2018 and fully and satisfactorily complete them by 31 December The duration of the contract is set for six (6) months 4.2 Developing and implementing a marketing and communication strategy for the T4SD Forum The aim is to generate greater awareness about the event and increase event attendance. This includes: Drafting social media plan for the ITC T4SD pages, Preparing layout for the new promotional material of the event, Designing and producing communication material and visual elements to be disseminated by ITC in social media outlets, on the webpage and during the event, Producing a very short introductory video to the T4SD Forum Supporting ITC T4SD in the design and implementation of session and activities of the T4SD Forum That includes: Developing contact lists for press releases and for the promotion of the event, Providing speaker/panellist recommendations when requested, Supporting ITC to conceptualize the format of sessions and event agenda, Supporting ITC to design and implement a sustainable event with the aim to reduce the environmental impact of the materials and resources used during the event. 4.4 Contribute to updating T4SD branding and visual identity in consistency with ITC s brand and visual identity guidelines That includes: The logos, T4SD s website look and feel (content and layout), Promotional materials of the programme. 4.5 Developing a post-event flyer that would be available in both soft and hard copies (part of the T4SD 4

5 Forum webpage and in printable version) That includes summary information on: Key event achievements, Event matrices, Selected pictures, Participants testimonials. 5 PROJECT COORDINATION AND MANAGEMENT 5.1 The contractor will appoint a project manager who will be responsible for the correct and full execution of all the tasks described in this call for tender. All written information from the contractor, including minutes of meetings and reports, must be written or proofread and corrected by a native English speaker or equivalent. 5.2 The contractor should be pro-active and flexible, with enough back-ups, to be able to finish the work within the strict time restraints set out by ITC. 5.3 A kick-off meeting will be held with the successful contractor (location to be decided), shortly after the signature of the contract in order to discuss all the details of the work to be undertaken and to fine tune the work programme proposed in the offer. The report of the meeting will serve as a basis to update the project planning proposed in the offer into a final document, with binding milestones and delivery deadlines for deliverables. 5.4 Contractors must be able to supply all the services described above. ITC encourages the contractor to try to follow the criteria of sustainable development in all aspects of their work, such as having a mobility plan for their personnel, using recycled paper, double-sided copies, waste sorting, etc. 6 TIMEFRAME AND DELIVERABLES 6.1 Overview of the overall project activities Area Drafting social media plan for the ITC T4SD pages. Preparing layout for the new promotional material of the event. Designing and producing communication material and visual elements to be disseminated by ITC in social media outlets, on the webpage and during the event. Producing a very short introductory video to the T4SD Forum Recommending speakers/panellists, if needed. Developing contact lists for press releases and for the promotion of the event. Supporting ITC to conceptualize the format of sessions and event agenda. Supporting ITC to design and implement a sustainable event with the aim to reduce the environmental impact of the materials and resources used during the event. Contributing to updating of T4SD branding and visual identity, including the logos, T4SD s website look and feel (content and layout) and promotional materials of the programme. Developing a post-event flyer with summary information on key event achievements, event metrics, selected pictures and participants testimonials. July-Aug 18 Sept-Oct 18 Oct-Dec 18 5

6 6.2 Duration of the tasks The tasks should be completed within six (6) months of the signature of the contract or 31 December 2018, whichever date comes first. The execution of the tasks may not start before the contract has been signed. 7 EVALUATION AND AWARD OF THE CONTRACT 7.1 Technical evaluation criteria The tenders will be assessed based on the quality of the proposed services, and therefore the bidders should provide an offer as complete as possible with all specifications required. An outstanding offer should go beyond mandatory requirements, elaborating on details and providing clarifications on any value added by the particular tender The technical offer must cover all aspects and tasks required in the description of main tasks (technical specifications above) and provide all the information needed. Offers not fulfilling the requirements or deviating from them may be rejected from the selection process Bidders must prove their technical and professional capacity to carry out the work subject of this call for tender. Any technical proposal must include all of the specifications/criteria and evidence described in the next sections but do not include any cost or price. 7.2 The company - Experience and capacities of the bidder Bidders must comply with the criteria listed below. To prove its capacity, the company must submit the indicators listed below. Experience 1.1 Have an existing database with contacts in sustainable development (highly desirable). Indicator 1.1 The company must provide references for at least two (2) projects/events delivered in the last three (3) years where a database of contacts in sustainable development was utilised. Experience 1.2 Record of accomplishment of working in UN, bi-lateral or multilateral projects. Indicator 1.2 The company must provide references for at least two (2) projects delivered for UN, bi-lateral or multilateral projects in the last three (3) years with a minimum value for each project of 30,000. Experience1.3 Record of accomplishment of working in projects/events related to sustainable development. Indicator 1.3 The company must provide references for at least two (2) projects/events delivered in the last three (3) years related to sustainable development. Experience1.4 Be a recognized company specialized in communication and event planning. Indicator 1.4 The company must provide references for at least two (2) events organised in the last three (3) years with a minimum number of 50 event participants per event. Submissions where at least one of the events was organized in the field of sustainable development will be given a priority. Experience1.5 Ability to produce communication material in English. Indicator 1.5 6

7 The company must provide references for two (2) projects delivered in the last three (3) years showing the necessary language coverage. In addition, the bidder is required to provide a document (report) of approximately five (5) pages in English delivered to a client for any of the two projects, or another one. Experience1.6 Service provider with experience in designing events that integrate sustainability concerns in the planning and execution (use of biodegradable products, reduced waste and use of resources, use of certified products, etc.). Indicator 1.6 The company must provide references for at least two (2) events organised in the last three (3) years with a minimum number of 50 events participants per event where sustainability concerns were integrated in the planning and execution of the events. 7.3 The company - Experience and indicators -the team delivering the service The team delivering the service should include the profiles specified below. To prove its capacity, the bidder must submit the indicators listed below. Experience 2.1 Project Manager: At least three (3) years' experience in project management, including overseeing project delivery, quality control of delivered service, client orientation and conflict resolution experience in projects of a similar size (at least 30,000), with experience in management of teams of at least two (2) people. Experience in projects in the field of sustainable development will be given a priority. Relevant higher education degree or equivalent professional experience. Proven experience in working with UN or an equivalent organisation (international or national). Indicator 2.1 Project Manager: Curriculum Vitae. Experience 2.2 Experts in communication: Proven professional experience demonstrated by a portfolio of at least two (2) communication plans developed for communications campaigns, for the respective experts. Experience in projects in the field of sustainable development will be given a priority. Relevant higher education degree or equivalent professional experience and at least two (2) years of professional experience in the field. Indicator 2.2 Experts in communication: Curriculum Vitae. Experience 2.3 Team for event management and administrative support: At least three (3) years of professional experience in event organization and management, and in administrative and logistical support to such events. Experience in projects in the field of sustainable development is desirable. Relevant higher education degree or equivalent professional experience. Indicator 2.3 Team for event management and administrative support: Curriculum Vitae. Experience 2.4 Language capability: all members of the implementing team should have at least C2 level in the Common European Framework for Reference for Languages in English. Indicator 2.4 A language certificate or past relevant experience (for all members of the implementing team). 7

8 7.4 The solution The solution (technical offer) should contain both the proposed methodology to implement the required tasks ( quality of the technical offer ) and a proposal of how the bidder will address the quality control measures This criterion will assess the proposed methodology for addressing the Task 1 through to Task 4, as described in detail in the technical specifications. The degree to which the methodology shows the capacity to resolve any issues connected with the project in a feasible and structured way will also be assessed. The methodology addressing all four tasks will be assessed: - Developing and implementing a marketing and communication strategy for the T4SD Forum 2018 with the aim to generate greater awareness about the event and increase event attendance. - Supporting ITC T4SD in the design and implementation of session and activities of the T4SD Forum Contribute to updating T4SD branding and visual identity in consistency with ITC s brand and visual identity guidelines - Developing a post-event flyer that would be available in both soft and hard copies (part of the T4SD Forum webpage and in printable version) The technical offer should also contain a clear proposed structure and description of the team s roles and responsibilities. The distribution of the roles and responsibilities of the proposed team and a related allocation of resources will be assessed as part of this criterion. The adequacy of such resource allocation for each task will be evaluated. The rationale for the proposed distribution of responsibilities and allocation of resources should be part of the technical offer, and will be clearly linked to the financial offer although no price or cost should be included in the technical offer This criterion will also assess the quality control system applied to the service foreseen in these tender specifications concerning the quality of the deliverables, the language quality check, and continuity of the service in case of absence of a member of the team. The quality control system should be detailed in the tender and specific to the tasks at hand. 7.5 The risk The bidder must provide legal and financial information to evidence of its capacity to pursue the professional activity necessary to carry out the work specified in this tender: - A proof of registration on a professional or trade register or any other official document showing formal affiliation as a registered organisation. - Audited financial statements (Income Statement and Balance Sheet) of the last two financial years, duly certified by a Public Accountant If, for some exceptional reason that ITC considers justified, a bidder is unable to provide one or other of the above documents, it may prove its economic and financial capacity by any other documents which ITC considers appropriate. ITC reserves the right to request any other document enabling it to verify the bidder's economic and financial capacity. 7.6 Technical evaluation summary The compliance with the evaluation criteria related to the company will be assessed and graded according to a five levels grading scorecard ranging from not acceptable to outstanding for each of the criteria: Evaluation Criteria Points The company 25 Experience and capacities of the bidders (Experience ) 10 Experience and capacity of the team delivering the service (Experience ) 15 The Solution 40 8

9 Task 1. - Developing and implementing a marketing and communication strategy for the 15 T4SD Forum 2018 Task 2 - Supporting ITC T4SD in the design and implementation of session and activities 10 of the T4SD Forum 2018 Task 3 - Contribute to updating T4SD branding and visual identity in consistency with 5 ITC s brand and visual identity guidelines Task 4 - Developing a post-event flyer 5 Overall project management - quality control measures/processes 2.5 Language check methodology/processes 2.5 The Risks 5 Financial Capacity 5 Total Technical Score 70 Only tenders with a minimum score of 42 points out of 70 points will be qualified for the financial evaluation. 7.7 Financial evaluation Only those tenders that have obtained at least forty-two (42) out of the seventy (70) points in the technical evaluation will be qualified for the financial evaluation Vendors are requested to submit a financial offer that includes the overall total cost of the project, indicating the currency. ITC accepts payment after services have been satisfactorily rendered. The financial offer should detail costs of tasks and deliverables proposed in the technical proposal and a schedule and conditions of payments linked to tasks and deliverables The financial score will be determined by giving the lowest cost proposal the higher score, thirty (30) points. The cost taken into consideration shall be the overall total cost of the proposal. The formula used to determine the financial score for the proposal P is as follows: FFFFFFFFFFFFFFFFFF SSSSoooooo oooo pppppppppppppppp PP = 30 points lowest cost proposal cost of proposal P The contract will be awarded to the most economically advantageous tender, according to the 'best value for money' award method (70% technical score plus 30% financial score). ITC reserves the right not to select any tender if the amounts tendered exceed the budget envisaged for this project. 9

REQUEST FOR EXPRESSIONS OF INTEREST Individual Consultant

REQUEST FOR EXPRESSIONS OF INTEREST Individual Consultant African Development Bank Headquarters-Abidjan (Cote d Ivoire) Communication and External Relation Department- (PCER) Avenue Joseph Anoma 01 BP.