Abt Associates : Request for Tender (RFT) CREATIVE SERVICES PANEL

Transcription

1 Abt Associates : Request for Tender (RFT) CREATIVE SERVICES PANEL Abt Associates is seeking proposals from Individuals and Organisations interested in providing services for the Creative Services Panel. If you, or your Organisation, choose to lodge a Tender it must be submitted on the terms of this document and the attached parts (together referred to as the Request for Tender or RFT ). The required services (the Services ) are described in detail in Part 2 Scope of Services. STRUCTURE OF THE RFT The RFT is organised into two (2) parts and four (4) annexes. Part 1 details the Tender Conditions. Part 2 specifies the Scope of the Services. PART 1 PERIOD OFFER SPECIFIC TENDER CONDITIONS 1. Background 1.1. Investing in Women is an Australian Government initiative that works across Indonesia, Philippines, Vietnam, and Myanmar to promote women s economic empowerment The initial phase of the initiative implements four interrelated components: a) Component 1 (C1): Business Partnerships - Working with business leaders to promote better gender equality in their workplaces and beyond. b) Component 2 (C2): Impact Investing - Creating opportunities for innovative finance mechanisms and gender lens investing by working with impact investors and the broader ecosystem to develop, test and market new gender lens investments in women s small medium enterprises (SMEs). c) Component 3 (C3): Government Partnerships - Active engagement with the Australian Government posts and programs to support national policy makers and regulators in removing key barriers to women s economic advancement; and working with regional bodies to advocate for change that promotes women s economic empowerment. d) Component 4 (C4): Advocacy Platform - Capitalising on learning, results, networks, and partnerships created through Investing in Women to build awareness and understanding of the importance of women s economic empowerment and practical means to make progress The first phase of the initiative started in April 2016 and will end in June 2019, with a potential extension for a second phase. Further information can be found in the website: Page 1 of 16

2 1.4. Australia s Department of Foreign Affairs and Trade through its Gender Equality Branch in Canberra has contracted Abt Associates to implement the Investing in Women initiative Abt Associates is a mission-driven, global leader in research, evaluation and implementing programs in the fields of health, social and environmental policy, and international development. Known for its rigorous approach to solving complex challenges, Abt Associates is regularly ranked as one of the top 20 global research firms and was named one of the 40 international development innovators. The company has offices in the U.S., Australia and the U.K., and program offices in more than 50 countries. Abt Associates head corporate office is in Brisbane Australia with a program office in Canberra, Australia. Abt s representative country office and Investing in Women Operations Hub is based in Makati City, Philippines Abt Associates is seeking to establish a Creative Services Panel to support the Investing in Women initiative. It is expected that the Panel will comprise approximately service providers across the five categories either from individual entities or organisations. The purpose of the Creative Services Panel is to enhance the quality and effectiveness of the initiative by providing high quality services to support effective implementation All Investing in Women components will be able to contract successful tenderers who are part of the Panel for short-term assignments of varying duration, either for the full Scope of Services or partial Scope of Services detailed for each Category It is anticipated that the Creative Services Panel will be operational by May 2018, and will be in place for up to 30 June 2019, with an option to extend. 2. General Information for Tenderers 2.1. All Tenders must be submitted in English The Tender is open to organisations (an incorporated entity, partnership or institution) based in the Philippines, Vietnam or Indonesia Tenderers may tender for any or all the categories should they have the required expertise. A Creative Services Categories Events Management Services Events may be held in the Philippines, Indonesia, Vietnam, Myanmar and (on limited basis) other countries in Asia-Pacific. Refer to Category A of Part 2 - Scope of Services. B Communications and Public Relations Services - Target audience are urban populations in the Philippines, Indonesia, Vietnam, Myanmar and on limited basis) other countries in Asia-Pacific. Page 2 of 16

3 Refer to Category B of Part 2- Scope of Services. C Video Production Refer to Category C of Part 2 - Scope of Services. D Graphic Design and Production Refer to Category D of Part 2 - Scope of Services. E Photography and Videography Services in the Philippines, Indonesia, Vietnam, Myanmar. Refer to Category D of Part 2 - Scope of Services Tenderers should indicate which country or countries they would be able to offer their services The tender submission must be complete and Tenderers must use the tender forms provided in this documentation (Annex A - Schedules) a) Tender Submission Form as contained in Schedule A. b) Technical Proposal as contained in Schedule B. c) Capability Statement and Specified Personnel Proposal as contained in Schedule C. d) Financial Proposal as contained in Schedule D Tenderers accept that their failure to provide all information may result in their tender being excluded from further consideration It will be presumed then that, by submitting a Tender, the Tenderer agrees to the Conditions of Tender, including the draft Sub-Contract, Service Agreement or Purchase Agreement templates in Annex D. 3. Tender Evaluation Process 3.1. Abt Associates reserves the right to undertake an initial short-list of Tenderers in accordance with the Selection Criteria as set out in Clause 5 - Part 1. Short listed Tenderers will be notified via and invited for interview/presentation Those Tenderers short-listed for further consideration will be assessed by a Technical Evaluation Panel (TEP). The TEP will assess the tenders based on the information provided in Tender Schedules including Tenderers response to the Selection Criteria, performance at interview (where applicable), as well as performance information (where applicable). Material tendered in response to one selection criterion may be used in the evaluation of other selection criteria. Page 3 of 16

4 3.3. Following the final assessment and calculation of the final aggregate scores in accordance with Clause 6 Part 1, the top high scored tenderers will be included in the panel and will be advised accordingly Unsuccessful tenderers will be notified in writing. However, only shortlisted, unsuccessful, tenderers will be provided with brief written feedback upon request. The decision of the evaluation panel is final, and the provision of feedback on the evaluation process is for purposes of courtesy and quality improvement only. No further correspondence will be entered into, on the basis of this feedback. 4. Tender Particulars 4.1. For interested tenderers, please register by ing procurement@investinginwomen.asia using the subject line Creative Services Panel RFT - Registration This will allow us to provide you with any updates prior to the RFT closing end-date. Registration details must include: a) Company Name b) Representative of the Organisation c) Contact Details (office address, , phone, and skype) 4.2. Tenders must be submitted electronically via procurement@investinginwomen.asia before the tender Closing Time, using the subject line: Creative Services Panel Tender All submissions must be received in English and in pdf format Tender will close on Friday, 20 April 17:00H Manila Time It is the responsibility of the Tenderer to ensure that the tender, including all attachments, has been received, in the above inbox prior to the tender closing date and time. Any submissions received after the RFT closing time will be considered a late submission. Investing in Women may at its absolute discretion, accept or reject a late submission Any enquiries from interested parties must be submitted no later than seven (7) days prior to the RFT closing time through procurement@investinginwomen.asia, with subject line: Creative Services Panel RFT Query 4.6. Investing in Women reserves the right to issue or publish answers to all registered tenderers. Notification will be provided to all tenderers via the contact details at the time of registration The Tender validity period is 180 days (unless otherwise negotiated). 5. Selection Criteria 5.1. The tender documents must be specific and presented concisely. Tenderers will be evaluated on the basis of a technical assessment and a financial assessment in order Page 4 of 16

5 to achieve the best value for money outcome. The following selection criteria and weighting will form the basis of tender evaluation: A Selection Criteria Portfolio and Approach The Tenderer should demonstrate capability to deliver high quality output by: Percentage 30% submitting 5-10 samples of relevant outputs, and explaining how you plan to execute the scope of services and ensure excellent outputs/outcomes. B Past Experience and Achievements (no more than 500 words) The Tenderer should demonstrate excellent service delivery capability. Tenderers must provide information on their experience in providing similar services to those required under this RFT in their selected Category. Tenderer may include: 30% confirmation of at least 5 years experience providing similar services positive performance reviews from clients awards or citations, and roster of key clients. C Organisational Capability and Team Composition The Tenderer should demonstrate organisational or individual capacity to deliver the Scope of Services for the selected Category. 20% Tenderers should include: description of organisational structure confirmation of available resources (i.e. technology, equipment, financial ability to advance costs associated with the scope of services and networks of sub-contractors if applicable) description of work systems and processes including procurement of vendors if applicable providing an indicative list of key personnel, roles and responsibilities required to deliver the services, and attach brief curriculum vitae of key personnel. For tenderers who are an individual, a comprehensive Curriculum Vitae is required and two work related referees and contact numbers. D Value for Money The tenderer s financial proposal strikes a strong balance between economy, efficiency, ethics, and effectiveness. 20% The financial proposal should provide a clear fee structure (e.g. management fee, professional fee etc) based on reasonable and competitive rates. As the specific services are not pre-determined, industry practice unit cost pricing is encouraged (e.g. for Category E A$ x dollars per day and A$ x dollars per hour). Page 5 of 16

6 Reimbursable costs to deliver a service (such as sub-contracting of a vendor) is not required to be submitted with the Financial Proposal as this will be subject to discussion during contracting of specific services. TOTAL SCORE 100% 6. Tenderer Costs 6.1. Tenderers are responsible at their own cost for: a) making all the arrangements and obtaining and considering all information relating to the RFT preparation; and b) the preparation and lodgment of the tender including any cost incurred related to travel arrangement or any other costs (e.g. communications cost) if the tenderer is shortlisted and invited to present their proposal to Abt Associates office in Makati City, Philippines, 7. Abt Associates Rights 7.1. Abt Associates reserves the right in its absolute discretion at any time to: a) Terminate this tender, or cease to proceed with this tender, change the structure and timing of the tender, or vary or extend any detail in this tender at any time; b) Terminate further participation in the tender process by any applicant for any reason; c) Seek clarification of non-conforming tenders or request additional information or clarification, or provide additional information or clarification; d) Negotiate with any one or more tenderer; e) Call for new tenders; f) Accept or reject any Tender, and to cancel the Tender process and reject all Tenders, at any time prior to the award of Contract, without thereby incurring any liability to the affected Tenderer(s); g) Reject any tender received after the closing time; h) Assess or reject a non-conforming tender. Investing in Women will not enter into any correspondence or discussion about a decision to assess or reject a nonconforming tender; i) Seek clarification of, and negotiate the terms included in, short-listed tenders after the tender closes. These discussions will be documented and form part of the tender for evaluation purposes; and j) Terminate any negotiations being conducted at any time with any tenderers for any reason Unsuccessful tenderers will have no redress against Investing in Women regardless of any addition or amendment to any tender submission in these circumstances This Request for Tender does not give rise to a binding contractual relationship between Abt Associates and the Tenderers. Page 6 of 16

7 7.4. Investing in Women will abide by the Australian Commonwealth Procurement Rules (CPR) in running this application process. Details can be obtained at 8. Negotiation and Contracting 8.1. Abt Associates will select the 3-5 highest ranked tenderers for each category to form the Creative Services Panel. Successful tenderers will be advised in writing and will be then subject to due diligence assessment The Panel will be active for the period May 2018 June 2019, and may be extended subject to Abt Associates requirements At any time during the active period of the Creative Services Panel, individuals or organisations may be contacted by an Abt Associate representative in the Investing in Women Program, to check availability and willingness to provide services within the Scope of Services within the specific category and applying prices accepted as contained in the financial proposal. Services may be required in part or in full, depending on the need A Service Agreement or Sub-contract or other appropriate type of agreement (depending on the service required) will be issued at the time a requirement is identified between the period April 2018 to June 2019 to formalise arrangements. The maximum payable for each agreement will be agreed at this point and will be based on submitted and accepted financial proposal during the tender stage. The provision of services must then be completed according to the specifications of the Service Agreement or Sub-contract within the agreed schedule. Page 7 of 16

8 PART 2 - SCOPE OF SERVICES Category Indicative Scope of Services Deliverables and Reports A. Events 1. Attend meetings with Investing in Women. Deliverables: Management Services 2. Undertake project management services including: a. project planning, monitoring and reporting b. attendance in coordination meetings c. organising of venue reconnaissance/ocular (may include stakeholder groups) d. provision of ongoing advice on opportunities and risks and issues management e. procurement of materials and services in accordance with the Commonwealth Procurement Rules (CPRs), and f. briefing and de-briefing of suppliers to ensure that all team members work together in a harmonious manner with appointed parties to complete scope of services. Event concept Key Visuals Project Plan Collaterals Conference and Media Kits Tokens for VIPs and Speakers Raw files and final products documentation Final 2-minute AVP 3. Prepare and submit a project plan which should include: a. project timetable b. budget estimation for all components c. specified personnel d. procurement plan e. risk management matrix, and f. contingency plan. Reports Final Report Financial Report 4. Arrange and procure venue, and food and beverage (F&B). 5. Arrange and secure the necessary permits from relevant authority/ies and prepare the necessary protocol arrangements. 6. Develop and manage a registration system, which includes at minimum: Page 8 of 16

9 Category Indicative Scope of Services Deliverables and Reports a. managing online registrations (maintaining an acceptance register, listing gender, correct names and contacts of all participants, speakers) b. setting up and managing a registration table at the event to assist participants and to distribute participants kits, and c. submitting a final registration report as part of the final report. 7. Develop key visuals and produce collaterals a. develop key visuals for the event b. produce registration flyer/invitations (electronic) c. adapt key visuals to event collaterals d. produce templates for PowerPoints and format speakers presentations e. produce stage backdrop, standees, informational / directional signage, and f. produce and distribute thank you cards (electronic and print). 8. Develop and produce all content for event kits, including the press release, brochures and other materials. 9. Procure tokens for VIPs and speakers. 10. Provide all audio-visual equipment, laptops and other equipment needed for the event. 11. Mange an efficient ingress a day before the event, consistent with venue rules: a. set up main room and ensure stage and collaterals are set-up and that all AV equipment, laptops, microphone and others are set up and F&B are ready b. set-up and test/walk through all presentations and videos to ensure smooth flow of events, and c. set up an on-site secretariat room and ensure that the required facilities are fully functional, including photocopying and printing. 12. Set-up media room and ensure F&B are ready. 13. Set-up speaker room and ensure F&B are ready. Page 9 of 16

10 Category Indicative Scope of Services Deliverables and Reports 14. Undertake full onsite events management, working with the venue, and Investing in Women, including: a. provision of resources for registration, secretariat, ushers, floor director, technical director and other requirements that would be required for an efficient and successful event b. provision of medical services c. provision of security arrangements, and d. implementation of contingency plan. 15. Procure video recording and photography services for the event. 16. Procure, and coordinate all transportation requirements for VIPs and Speakers. 17. Manage an efficient egress after the event, consistent with venue rules. 18. Finalise and submit raw files and final products of documentation activities to Investing in Women within a week after the event. These files and raw files must be organised in a systematic way ensuring ease of retrieval. 19. Prepare a final event report as a record to measure impact by looking at planned versus actual activities of the entire event cycle with details such as number and sex of attending participants, produced and left-over printed materials, registration list, directory, etc. 20. Prepare a financial final report showing budget against actual spending per activities with original receipts. 21. Produce a 2-minute AVP that compiles key proceedings from event. 22. Following receipt of full payment, assign and grant exclusive and unlimited usage and reproduction rights to Abt Associates the final designs created for. B. Communications and Public Relations Services 1. Attend meetings with Abt Associates Investing in Women team. 2. Deliver project management services including: (a) project planning, monitoring and reporting Deliverables Communications Strategy and Integrated Communications Plan Page 10 of 16

11 Category Indicative Scope of Services Deliverables and Reports (b) attendance in weekly meetings with IW and other coordination meetings Communications Assets and (c) participation in ocular of venue Materials (d) provision of ongoing advice on opportunities, risks and issues management Executive Briefs (e) procurement of suppliers in accordance with the Commonwealth Procurement Rules (CPRs) and Thank you cards where possible based on gender-balanced choices Compilation of raw files and final (f) briefing and de-briefing of suppliers to ensure that all team members work together in a products harmonious manner with appointed parties to complete above responsibilities, and (g) preparation of post meeting reports. Reports 3. Develop, finalise and implement a Communications Strategy and Integrated Communications Plan which will include, at the minimum: (a) (b) (c) (d) (e) (f) (g) (h) (i) communications strategy communications campaign and key messaging content calendar channel strategy and integrated channel plan proposed activities, target media identification and engagement tactics project timetable budget estimates specified personnel, and risk management matrix. Media Coverage and Social Media Analysis Report Final Report Final Financial Report 4. Develop, manage and disseminate all communications assets and materials specified in the integrated and cross-channel communications plan, including: (a) (b) (c) (d) (e) press release/s exclusive/pitched Interviews or bylined articles Media FAQs and press kit content Event-kit content, and customised dynamic and static content for Facebook, Twitter, Linkedin, Instagram or posts mirrored content of creative material on all platforms. Page 11 of 16

12 Category Indicative Scope of Services Deliverables and Reports 5. Manage ongoing media relations: (a) (b) (c) (d) (e) (f) (g) identify target media invite media and maintain a media registration database acceptance register, listing gender, correct names and contacts of all participants, speakers, and Investing in Women and its contractor organizing personnel and ensure protocol is observed as they arrive and leave provide briefing seeding of stories manage all media requests and coordinate closely with Investing in Women to pre- arrange all interview and information requirements manage media onsite at the event, and post event media follow-up. 6. Prepare and submit executive briefing documents for event speakers and speakers who will be interviewed prior to media-facing, which would include: (a) (b) (c) (d) overview of the expected media participants media expectations on the type of content and the hosting agencies will be sharing profiles of each media interviewer and copies of their past related articles, and expected set of questions from the media. 7. Provide on-site management support, including: (a) (b) (c) (d) setting up and managing the media room providing technical support to speakers managing risks and issues, and social media event coverage. 8. Design, produce hardcopy and softcopy versions of the event Thank you notes for media and facilitate distribution and secure confirmation of receipt. 9. Implement and manage sustaining communications plan post-event. Page 12 of 16

13 Category Indicative Scope of Services Deliverables and Reports 10. Monitor generated publicity for media-related events and editorial services and submit monthly reports on asset and content performance and analytics (including cross-channel coverage pick-ups). 11. Submit media coverage social media analysis report weekly. 12. Finalise and submit raw files and final products of content calendars (for digital assets), compilation of all media-related information shared and wrap-up reports. 13. Submit a Final Report that includes: measure of impact through the analysis of planned versus actual activities in terms of number and sex of attending participants, produced and left-over printed materials, registration list, directory, etc. 14. Prepare Final Financial Report showing budget against actual spending per activities with original receipts. 15. Following receipt of full payment, assign and grant exclusive and unlimited usage and reproduction rights to any photo, videos and artwork produced for Abt Associates. C. Video Production 1. Attend meetings with Investing in Women. 2. Develop production plan and video specifications. 3. Develop story board and script based on guidance and materials provided. 4. Revise the story board up to 3 times, based on comments received. 5. Finalise story board. Deliverables Production Plan Video (eg corporate video, promotional video, commercial, web videos or multimedia presentation) 6. Procure or create artwork, photos and music as may be required. 7. Procure manpower (e.g. talent, director etc) as needed. 8. Produce the video in English within the agreed video specifications. Include subtitles in either Vietnamese, Bahasa Indonesia or Burmese as may be requested (translations may be provided by IW if needed). Page 13 of 16

14 Category Indicative Scope of Services Deliverables and Reports 9. Submit draft video for review. 10. Revise the video (up to 3 times) based on comments received. 11. Finalise the video in by [insert date] in either aspect ratio of 16:9 or 4: Following receipt of full payment, assign and grant exclusive and unlimited usage and reproduction rights to the final videos produced for Abt Associates. D. Graphic Design and Production 1. Attend meetings with Abt Associates Investing in Women team. 2. Develop creative brief and project plan. 3. Implement approved creative brief based on project plan. 4. Submit 3 design options. 5. Revise selected design options up to 3 times, based on comments. 6. Produce or work with a vendor to produce approved designs into final product (eg Event Collaterals, Invitations, Brochures, Infographics etc) as per agreed timeline and quality standards. 7. Following receipt of full payment, assign and grant exclusive and unlimited usage and reproduction rights to Abt Associates for final designs. Deliverables Creative Brief Project Plan Logo Event Collaterals (Backdrop, banners etc) Invitations Brochures Digital Marketing Materials Infographics E. Photography and Videography Services 1. Attend meetings with Abt Associates Investing in Women team. 2. Provide photography services (eg for corporate events, commercial or video, portraiture, etc). 3. Provide videography services (eg for corporate events, commercial or video, etc). 4. Edit videos based on requirements. Page 14 of 16

15 Category Indicative Scope of Services Deliverables and Reports 5. Submit all photos in electronic format. 6. Submit all videos in agreed format. 7. Following receipt of full payment, assign and grant exclusive and unlimited usage and reproduction rights to Abt Associates for all photos and videos produced. Page 15 of 16

16 Level 25 Citibank Tower, Valero St. cor. Villar St. Makati City Philippines Level 4, 33 Ainslie Place, Canberra, ACT 2601 Australia PO Box 310, Civic Square, ACT Australia +63 (0) (Philippines) +61 (0) (Australia) program@investinginwomen.asia