TERMS OF REFERENCE EVENT PRODUCTION SERVICES

Transcription

1 RFPS-USA TERMS OF REFERENCE EVENT PRODUCTION SERVICES 1. Background and Context UNICEF fights for the rights of every child, every day, everywhere. In order to do its work most efficiently and to capitalize on its proximity to the United Nations Headquarters, it s necessary for UNICEF NYHQ to highlight children s issues at New York-based public events that bring diverse stakeholders together and garner media and social media attention. Past events have included: announcing Katy Perry as a UNICEF Goodwill Ambassador at the UNICEF House [ marking UNICEF s 70 th Anniversary in a high-level event [ at the United Nations Headquarters, International Day of the Girl [ at the UNICEF House]. To that end, UNICEF UNHQ seeks companies with event producing experience to support UNICEF s needs for public events ranging from small-scale panel discussions to large-scale high-level events. The companies must have extensive event production and talent management experience and be able to support UNICEF to achieve flawless execution of events in support of UNICEF s mission and issues. 2. Purpose and Duration UNICEF is seeking to enter non-exclusive Long-Term Arrangements (LTA) with companies with extensive event production experience to provide production support and equipment for events to be held at UNICEF Headquarters, the United Nations or other New York venues. The selected vendors will be awarded LTAs for the duration of three (3) years with an option to extend for additional one (1) year period at the discretion of UNICEF, subject to satisfactory performance by the service provider. 3. Type of Events and Technical Requirements Companies are required to produce impactful events that strengthen UNICEF s work in specific areas and around issues. The scale of the events will fall into one of the below categories. They may take place at different venues and require different set of equipment and labor input. Below are types of locations, examples of events and their technical requirements: 1

2 The events will range in scope from people to people as well as high-visibility, opento-the-public events, including but not limited to: panel discussions, TED-style talks, concerts, highlevel activations and VIP events. The events should be developed and executed flawlessly in accordance to the highest standards of the industry and in accordance to the observed protocols of the UN when applicable, and in full compliance with all applicable laws, rules and regulations. The participants at the events will involve member states, donors, influencers, UNICEF Good Will Ambassadors, dignitaries as well as experts and youth from around the globe. 3.1 Large-scale events These are high-visibility, public engagement scale events with VIP participation, for example the Media Zone at the United Nations General Assembly [ Illuminations: Protecting our Planet [ Venue Loading location, number of participants Technical requirements At the United Nations Load in from East 46 th Street 200 meter push into the building. At UNICEF HQ At an outside venue people Load in from East 44 th street loading dock. 20 meters into the rooms people Equipment on site people Large screens, LCD Multiple projectors Complex staging for multiple talent and set-ups Safety guard rails, specialized ramp for wheelchair access AV production: sound equipment package (10-20 microphones), light equipment package Set-up for changing rooms, green rooms, etc. Highest quality camera package Talent management including A- list celebrities and Good Will Ambassadors (GWA) Livestreaming 3.2 Medium-scale events These include high-level events such as UNICEF s 70 th Anniversary celebration at the UN. UNICEF s 70 th Anniversary in a high-level event [ 2

3 Venue Loading location, number of participants Technical requirements At the United Nations Load in from East 46 th Street 200 meter push into the building. At UNICEF HQ At an outside venue people Load in from East 44 th street loading dock. 20 meters into the rooms people Equipment on site people Medium screens, LCD One projector Medium complexity staging for multiple talent and set-ups AV production: sound equipment package (5-10), light equipment package Set-up for changing rooms, green rooms, etc. Highest quality camera package Talent management including A- list celebrities and Good Will Ambassadors (GWA) Livestreaming 3.3 Small-scale events These include panel discussions and TED-style Activate talks and are issue-focused with a smaller niche audience, such as Day of the Girl Activate Talk [ Venue Loading location, number of participants Technical requirements At the United Nations Load in from East 46 th Street 200 meter push into the building. At UNICEF HQ people Load in from East 44 th street loading dock. 20 meters into the rooms people Use existing screens Minimal/small staging AV production: sound equipment package (2-3), light equipment package Medium quality camera package Livestreaming At an outside venue Equipment on site people 3

4 4. Qualifications and Specialized Knowledge/Experience Required Successful vendors shall have the below qualifications: Extensive and documented track record in providing event management services with at least 5 years of experience in similar-type events at one or more of the specified scales. Experience developing and executing professional events for the United Nations or other organizations is an advantage. Access to and experience using the latest technologies in video, event and technical production. 5. Management and Organization Contracted vendors will coordinate and report directly to UNICEF s Division of Communication, based in New York, who will oversee all contractual issues and supervise and quality assure the events. Other Divisions in UNICEF as well as other UN organizations shall also able to utilize this LTA as needed. 6. STRUCTURE OF THE PROPOSAL (Mandatory Document Requirements) When submitting its proposal the vendor shall include the following documentation: 1. Company profile and qualifications of key personnel. 2. Customer reference as per format provided in Appendix A. 3. Evidence of similar services provided in the past or currently. The bidders should include a maximum of five (5) examples showcasing their expertise in the areas outlined in this RFPS: Description of the event, its scale and target audience Production and staffing plan At least 3 photos from the event 4. HYPOTHETICAL CASE STUDY: Please submit a hypothetical proposal on how your company will handle a large-scale event at the UNITED NATIONS with technical requirements as per 3.1 of this TOR. Please base you proposal on the assumption that there will be five A-list celebrities as UNICEF GWA. The three-hour livestreamed event will feature around 20 set-ups on stage, including interviews, video projections, live music performance (by a band of 20 people) as well as a photo-op at the end of the show. The proposal shall include a full description of services to be provided for the technical preparation of the event, during the event and the strike of the event, including personnel; types of equipment as per technical requirements described in; logistics, trucking, transportation, talent management plans etc. The vendor is expected to provide the following services: a) Design, build and load in the stage, including sound, light, projection, step and repeat areas and event plan/layout. b) Build and remove areas and equipment rental. 4

5 c) Provide AV, lighting and staging equipment to be used during the event. Provide livestreaming services of the event to an online portal. d) Provide uninterrupted technical support during the entire event. e) Provide expert stage management, talent wrangling and calling of the show through-out rehearsal (s), cue to cue and show. f) Provide services for check in of guests at the UN gate. IMPORTANT: Items 1-4 will constitute vendor s Technical Proposal. Please do NOT include any pricing information in the Technical Proposal. 5. Financial proposal: The price must be broken down for each deliverable as per Appendix B. Please ensure that prices for services in Section 2-5 of Appendix B are based on the proposal for the Hypothetical Case Study as per point 5 in Section 6 of this TOR. Prices for the rates in Section 1 of Appendix B submitted to this tender shall be fixed and valid for the entire duration of the LTA. 7. Evaluation of Proposals The Proposals will first be reviewed from an administrative perspective - for their completeness of all of the requested information (as per Section 6) and adherence to administrative instructions of the tender. Those that successfully pass the administrative check shall be subject to the technical evaluation and consequently the financial evaluation. A maximum of 70 points is allocated to the technical component and 30 points for the financial component, with a maximum possible total score of 100 points. The proposal obtaining the highest score after adding the scores for the technical and financial offers is the proposal that offers best value for money and will be recommended for award of the contract. 7.1 Technical evaluation The technical evaluation will consist of two phases: Phase 1 desk review (maximum 50 points) and Phase 2 presentation (maximum 20 points) Phase 1 desk review (50 points) The review will be carried out by 3 UNICEF staff members. Their scores will be averaged to arrive at the vendors final score. The proposals will be evaluated on the criteria outlined below. Only those proposals that score 40 points and above will be considered technically compliant and will proceed to Phase 2. All other proposals will be disqualified. Reviewers will use the following point system to evaluate the proposals received: 1. Company s expertise and capacity in providing the Services (10 points). 2. Prior jobs, demonstrated successes and references (20 points). 5

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