AFRICAN DEVELOPMENT BANK SELECTION OF AN EVENT MANAGEMENT COMPANY (EMC) TO ORGANIZE THE AFRICAN INVESTMENT FORUM REF: ADB/RFP/CHGS/2017/0126

Transcription

1 AFRICAN DEVELOPMENT BANK SELECTION OF AN EVENT MANAGEMENT COMPANY (EMC) TO ORGANIZE THE AFRICAN INVESTMENT FORUM REF: ADB/RFP/CHGS/2017/0126 PRE BID VIDEO CONFERENCE HQ 17S3 17 th FLOOR SOUTH TOWER Questions raised by bidders and Answers provided by the Bank N Questions Answers 1. Is this pre-bid conference mandatory? No. This pre bid conference is not mandatory. 2. Is it possible that the Bank notifies bidders directly of any changes made to the RFP, if at all, between now and the bid closing date? 3. Please confirm delivery department of tender address to be delivered by a courier. Questions can be sent by to this following address until tomorrow: tender@afdb.org Any changes made to the RFP will be posted on the Bank s internet site and hence will be available to all potential bidders. As indicated in the RFP Data Sheet the delivery address is : African Development Bank Corporate Procurement Division General Services and Procurement Department HQ Building 17th Floor N 17 S24 Avenue Joseph Anoma Cote d Ivoire 4. Please provide the correct date, the date on the bid document reflect for the 7 th to the 9 th of November of 2017 (the year is incorrect) The dates of the Event are the 7 th to the 9 th of November of An amendment to the tender document has been issued to address the matter. P a g e 1 6

2 5. The management and key personnel asks for a Team Leader Event Manager and Event Management Specialist (Back-up manager); do they need to be two different people? The Event Manager and his back up are two different people. 6. Could a potential bidder partner with an advisory board member for financial backing? Purpose of the Africa Investment Forum 7. What is the purpose of the event? What is the platform the Bank is looking for? What are the return on investment (ROI) and meters of success for the Bank? Parties to a Joint shall complete Appendix 6 C Party to Joint Venture Information Sheet and must comply with all eligibility and financial standing requirements set out in Appendix 6 D Qualification (Pass/Fail) Assessment. The Africa Investment Forum (AIF) brochure attached to this message provides all needed information about the forum. Please refer to AIF brochure Data Sheet 8. Advanced payment shall not be paid to the successful bidder: it is standard practice that services are secured through deposit. Is there a mechanism that the bank will provide advanced payments against key milestones? This part of the tender also states no upfront payments will be made and then indicate a deposit against milestones will start the project. Can we get clarity on this issue? Can a 30% deposit kick it off (against costs) and then payment per milestone be accepted? Duties and responsibilities of the Events Management Firm 9. What are the requirements/scope of air travel arrangements required? The tender document has been amended to indicate that an advance will be paid. Bidders should refer to Article 48 - Instructions to Bidders of bid document for related conditions. A maximum of 50 people will be offered complementary travel paid for by the Bank. This will be handled by the Bank s travel agencies. 10. Do you require a carbon off-set drive? Yes, the Bank requires a carbon off-set drive. 11. About Logistics support: a) Accommodation, are only five star hotels required, if not what percentage of 3 / 4 and 5 star hotels required? b) Will there be any registration fee to pay? a) We will use mainly 5 star hotels (80% ) but will give the choice to the participants if they want to use 3 and 4 star hotels. b) Yes, there will be a registration fee; P a g e 2 6

3 c) Will there be an exhibition, if so what requirements? 12. What is envisaged for the exhibition stands? Are we required to supply a service to design, construct, and manage stands for the partners/sponsors? If so, is there an indication of how many. Also, are there stands that need to be catered for any other stakeholders, and will these be basic custom stands, or more elaborate ones? How many and what size must we quote be for? 13. About consultation and interaction with the Office of the President: a) Visits/meetings to Sandton Convention Centre are noted. Are there likely to be any meetings in Abidjan? b) Will the Bank be responsible for developing the conference programme and inviting speakers? c) Will the Bank be responsible for identifying investors, high quality projects and investment opportunities along with private sector participants and government and communicating with them? 14. Where are oral presentations likely to take place? 15. Will the EMC be responsible to create a payment gateway of the hotel rooms, or is it envisaged that the delegates/participants will settle these directly with the hotels? 16. How many rooms will the AFDB team require? 17. How many luxury suites will be required for heads-of-state and other VIP s? c) We will need a small stand to present Bank projects and investment opportunities this will either be in the Pavillon of the Sandton Convention Center or part of networking lounge in one of the ballroom. Alternatively we might transform the plenary into an exhibition area on days 2 and 3. At this point of the process, bidders are required to make their proposal as per the TORs. Please response to question 9 above. a) Possibility of having 1 or 2 meetings in Abidjan with the office of the President. b) Yes, the Bank will develop programme and invite speakers. c) Yes, the Bank will be responsible for identifying investors, projects and the communication with them. In the event that the Bank decides otherwise, it will be conveyed to potential bidders in due course. Either in person in Abidjan or by video-conference. Event supplier will be in charge of the reservations of hotels but participants will be expected to pay directly at the hotel. Around 70 rooms will be required. This is yet to be defined. P a g e 3 6

4 18. Can we add to our proposal, alternatives solutions on how to accelerate investments under this event? Equipment and management of meeting rooms 19. About the equipment and management of meeting room, will there be simultaneous interpretation, if so, in which venues? 20. Will the President have any additional requirements for his bi-lateral room to the rest of the bi-lateral rooms? 21. What is the envisaged scope of the Meeting Documentation handling requirement? Communications 22. Is there more clarity on the scope of Audio-visual communication (multimedia) in collaboration with PCER" 23. The web streaming: a) Will there be only 5 sessions in total broadcast and stored, or will there be 5 simultaneous sessions for the duration of the conference? b) Will the videos be hosted in the AFDB website/infrastructure, or should a separate hosting solution be supplied? 24. Develop a video editing area; Is this just a suitable space, or is equipment required for the AFDB Communications team? 25. Translation services: How many rooms must have translation services in and must they all be simultaneous? As indicated in Amendment No. 1, alternative proposals will be accepted under the conditions specified in Article 20 of Instructions to Bidders. We envisage 3 to 4 session rooms that will require interpretation - the plenary, 2 normal session rooms and the Press Conference room. The office requirements are the following: - The President will need an office with a bilateral room next to it for the President s staff of 10 persons office for the Primer of Gauteng and his staff of 15 to 20 person office to accommodate 50 AFDB staff a Media Center. Ideally we would want the chosen event supplier to help with branding, logo, design of brochures and probably website design. The Bank will provide the content. Additional information on this will be provided later on. a) Additional information on this will be provided later on. b) Normally it should be hosted on AfDB website or Africa Investment Forum website. Additional information on this will be provided later on. Simultaneous translation will be needed 5 meeting rooms. Section 2, Instructions to Bidders (ITB 26. Article 14: Publicity/Material; Is the submission of brochures, general marketing or promotional material permitted? This is permitted under the conditions set out in Article 14- Instructions to Bidders P a g e 4 6

5 27. Article 22: Taxes; VAT is currently 14% in South Africa, we must quote VAT exclusive prices on goods and services. Hotels will probably have to charge VAT if individual bookings and payments. 28. Article 24: Currency of proposal; The RFP Data Sheet specifies prices shall be expressed in US$. Could we suggest setting a date for conversion to ensure conformity 29. Article 48: Advance payment; It is understood that no advance payments will be made. What are terms for paying for goods and services required in advance? Bidders are required to proceed as set out in Article 22 - Instructions to Bidders Currency conversion conditions are set out in Article 38 Instructions to Bidders. Please refer to response to Question No. 5 above. Financial Proposal Questionnaire ( Section 7) 30. Could we ask for clarification on the following 7.1: Fees of the Event Service Provider, straightforward 7.1 No comment. 7.2: Costs related to the provision of conference infrastructure. Is it only the EMC s time that is to be charged? It is our opinion the specifications are not precise enough to allow for comparative quoting. 7.3: Costs related to registration of participants. Will there be a registration fee? Will the Bank be sending out invitations? 7. 4/5: Costs related to accommodation and catering service, straightforward 7.2 Yes, only time of EMC will be charged. A quote for an eventual exhibitions as stated in response to Question No. 9 should be a separate line item. 7.3 Yes there will be a registration fee. The Bank will be responsible for sending out invitations. The Selected bidder may be required to follow up on some of the invitations. These will be paid directly to the Conference Center. 7.6: Costs related to information technology, same comments as point : Costs related to hospitality and transport, straightforward Please refer to 7.2 above. These should be paid directly to the service providers. If the EMC is involved in negotiations for these services, its markup should be transparent to the Bank. P a g e 5 6

6 7.8: Costs related to external communication, media and press coverage needs a tight brief before it can be quoted? We will revert back on this with more clarity later. Post qualification 31. Do you have a template/format of the Professional Liability cover that is required? Award of the contract 32. What is the time estimated to award the contract? The will be provide later The estimated period for the award of contract is the first quarter of *** P a g e 6 6