RFP# LRPS-2024-9193808-Establishing Long Term Arrangement (LTA) with professional Event Management Service Providers for 24 months, with the provision to extend for additional 12 months”.

Terms of Reference (ToR) for Institutional Contract

(Avobe USD 10,000)

 

Title

Establishing Long-Term Agreement (LTA) with the professional event management service providers.

Purpose

The assignment aims to receive professional event management services for the UNICEF in Bangladesh Country Office (BCO) and its Field Offices, with a strong emphasis on incorporating sustainability, greening practices, disability inclusive and climate-friendly approaches.

Location

This service will be received mostly in Dhaka, Chittagong, Cox’s Bazar, Sylhet, and occasionally in Mymensingh, Rangpur, Barisal, Khulna, and Rangamati.

Estimated Duration

The LTA will initially be established for 24 months, with the provision to extend for an additional 12 months, subject to satisfactory performance and price review.

Reporting to the Technical Supervisor of this assignment

Communication Officer, Communication Section

 

1. Background

UNICEF is a United Nations agency that works to protect children and their families. UNICEF works with governments and other partners to assist their efforts for children and communities. UNICEF in Bangladesh is one of the most prominent UNICEF offices in the world, and the work it undertakes profoundly impacts the lives of the country’s children. Besides the Dhaka office in Bangladesh, UNICEF has Field Offices in Chittagong, Cox’s Bazar, Sylhet, Mymensingh, Rangpur, Barisal, Khulna and Rangamati.  Managing events, workshops, seminars, and trainings with the help of third parties is integral to UNICEF service delivery operations.

 

In Bangladesh, the requirement to organize events with the assistance of a third party gradually increases each year. Despite the political turmoil, UNICEF managed to organize 12 high-level events, with another 10 scheduled for 2024. The meetings and workshops conducted outside UNICEF premises are convened in prominent hotels, convention centers and any suitable venues that can provide state-of-the-art training and conferencing facilities and environment. In most cases, the venue is booked by UNICEF. On special occasions, service providers may need to be arranged in different locations, such as school playgrounds, stadiums, etc. The nature of events is day-long meetings and residential programmes.

 

2. Objectives, Purpose and Expected Results

Adapting to the ever-changing requirements is one of the most challenging tasks in organizing any event. Any changes in these requirements exert increased pressure on the imaginary string that holds and controls the logistics of an event together. Therefore, to ensure that the technical objective of the event is met in terms of quality of deliberations, participation, and conclusion, the imaginary string must be replaced by a real professional event/event organizer.

 

With new ideas, innovation, technology, and ever-changing market scenarios, exploring the best processes while planning any event is always time-consuming. A professional event organizer with experience helps in getting the best practices from varied organizations and ensures that the best possible solutions are readily available. UNICEF in Bangladesh seeks to establish long-term arrangements with a pool of professional event managers for its varied size of events.

 

3. Description of Assignment

 

The services required from the event managers will broadly depend on the nature and profile of the event. The key criteria that will differentiate the profile of the meeting are the following:

 

1. The profile of participants – the profile of the participants becomes criteria because the tasks, work pressures, and expectations vary, as in the case of a Ministerial Inaugural event or an international event with very high international participation vs. a district-level training workshop.

 

1. Logistics for the event venue and its management – This will vary for each event. For example, it might be easier to organize the event in a 5-star hotel of similar standard where the event/workshop/training venue and participants' accommodation can be arranged in the exact location compared with arranging the event/workshop/training in one venue and participants' accommodation in a different hotel.

 

1. Special requirements – As per the specific/particular plan for the event, requirements will vary, such as whether break-away sessions may be needed, whether technical documentation is required or not, whether a display is for an exhibition, simultaneous interpretation, transportation, VVIP inaugural with security cover, media coverage, etc.

 

Points to consider in implementing sustainable, gender-responsive, and disability-inclusive procurement.

 

UNICEF’s supply operations are critical in improving children’s health, environment, learning, protection, and inclusion. UNICEF is reducing the environmental impact globally of its cross-organizational operations and making environmental sustainability a key consideration in everything it does.

 

While delivering essential supplies and services for children to survive and thrive, UNICEF must ensure that negative impacts on the environment and society that may stem from its supply operations are minimized and that gender balance and a disability-inclusive approach are consciously promoted while procuring the goods and services.

 

Sustainable procurement encompasses three pillars:

 

1. Environmental pillar: Strives for reduction of the negative environmental impact a product or service has over its life cycle, including issues such as pollution reduction, sustainable resource use, energy efficiency, protection of biodiversity, handling of chemicals and hazardous materials, management of wastewater and solid waste, air emissions, and waste reduction and recycling management, etc.

 

1. Social pillar: Strives for the promotion of human rights, including fair labour conditions (including the elimination of child labour, forced labour and human trafficking), community health and safety, disability inclusion, gender equality and safeguarding (including child safeguarding and protection from sexual exploitation and abuse) in the supply chain.

 

1. Economic pillar: Strives for best value for money of a product or service through a more comprehensive approach to costs (including, but not limited to) a total lifecycle costing (TLCO) or landed cost approach, as well as wider support for economic development such as encouraging local production, supplier diversity, potential for creation of circular economies and community engagement, where feasible.

 

For examples:

Reduction of Single-Use Items: Proposals should prioritize eliminating or significantly reducing the use of single-use plastics and other disposable items, opting for reusable or compostable alternatives instead.

 

Sustainable Sourcing: Ensure that all materials and supplies used for the event, such as decor, catering, and giveaways, are sourced from sustainable, local, and ethical suppliers.

 

Energy Efficiency: Look for strategies to minimize energy consumption, such as using energy-efficient lighting and equipment, and selecting venues with renewable energy sources.

 

Waste Management: Vendors should provide a detailed waste management plan, including recycling, composting, and strategies for minimizing overall waste generation during the event.

 

Based on the above, the following categorization is made on the types of events for which the selected service providers will have to provide services.

 

Category

Benchmarks

Category 1

The event to be organized will be at the divisional or district level. At least 75% of the participants will be from within the same district/city. All non-residential events will fall under this category irrespective of the participants’ profiles.

Category 2

The event will be regional or national in nature, with at least 50% participation from districts/cities other than the organising venue and/or national institutions. National Seminars, Events, Review Workshops, etc., where participation is from across the country will also be included under this category.

Category 3

Special Events at the national level include visits by Dignitaries, Launches/Inaugurations by VIPs, Celebrity seminars, and events that also include Exhibitions/Field Visits/evening cultural events/Press meets, etc. Such events will also include welcome/gala dinners.

Category 4

International Events/Seminars where at least 40% of the participants are from outside the country. All other features of Category 3 will also be present in such cases, and this would be the highest-profile event where many facilities like travel desk/usher services, comperes/MCs, etc. will be required.

 

Major tasks: The following are the major tasks that the selected agency will be expected to perform:

 

1. Provide pre-event assistance or the following services (depending on the category of the event):

• Assistance in preparation of the event budget.
• Formulating a time-bound action plan for the event.
• Designing, printing, and mailing invitations, brochures and registration forms.
• Compiling participant information and database management (must for high-profile events).
• Follow-up and interaction with the participants for event-related queries.
• Prepare an accompanying person’s programme for the event.
• Identification and negotiations for a suitable venue and accommodation.
• Assistance in selecting event bags, badges, stationery, and souvenirs.
• Prepare an audio-visual plan for the event as per the proposed set-up.
• Identification of backdrop.
• Designs the signage required for the event.
• Designing the registration process as per the event requirements.
• Identification of manpower requirements for the event.
• Design a feedback form for the event.

 

2. Providing on-site assistance during the event:

• Coordinate with the venue/hotel personnel for all event-related details.
• Cater to all simultaneous interpretation/translation requirements for the event.
• Set up a secretariat with all business centre facilities.
• Facilitate and set up breakaway rooms as required for group discussions.
• Facilitation desk for assistance throughout the duration of the event.
• Execute the registration process as per the plan.
• Ensure the provision of all audio-visual facilities and signage as per the plan.
• Provide audio recording facilities as and when required.
• Overall event and stage/dais management, including floral arrangements.
• Food and beverage planning for the entire event – if needed.
• Organize and coordinate cultural/entertainment evenings during the event.
• Assistance at the International and Domestic airport upon arrival & departure.
• Coordinate all transportation requirements, including sightseeing tours.
• Provision of still/video photography for the event.
• Welcome letters detailing the extent of hospitality to all the participants.
• Any other event-related services.

 

3. Providing the following review and documentation support after the event:

• Compile and analyses all feedback related to the event.
• Arrange for post-event tours locally and domestically.
• Conduct and review a post-event analysis.
• Review the actual costs vis a vis the budget.
• Consolidation and submission of the final bills.

 

NOTE: Please see the attached Annex-A to understand the scope of coverage.

 

4. Deliverables

 

Expected deliverables from the engaged service providers will be the following:

 

1. Organize and coordinate the event flawlessly and successfully.
2. Pay claims from third parties and submit them with supporting documentation for reimbursement from UNICEF.
3. Submitting satisfactory documentation and technical reporting of the event, as agreed in advance, including an updated list of participants with complete details – name, designation, address, email, telephone, and mobile numbers for future reference.
4. Implement greening practices and climate-friendly logistics throughout the event, including using digital materials, minimizing single-use plastics, promoting sustainable transportation options, and procuring goods and services from suppliers adhering to eco-friendly and sustainable standards.
5. Consider accessibility of the external venues for People with Disabilities (PWD). Make any necessary adjustments or arrangements as applicable.

 

5. Reporting requirements

 

The awarded agency will submit progress reports and a final report based on the UNICEF briefing that will include:

 

• Execution plan including the sustainability and disability inclusion measures for the event, such as: waste reduction efforts, energy savings, carbon footprint estimation, visual evidence of greening initiatives, accessibility and arrangement for PWD.
• All visuals such as stage design, standee, backdrop, reception, entry gate, etc.
• Seating plan
• Stationery and logistics
• Team roles

 

6. Payment Schedule

 

Payment will generally be made after the event is completed satisfactorily, including receiving the expected deliverables.

In the case of a high-profile and high-value event, payment may be made through multiple installments, all linked to an acceptable portion of deliverables, on an exceptional basis.