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बड सं(या) : gem/2024/b/5543720 dated/)दनांक : 11-11-2024 bid Document/
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Details: Call For Institutional Expression Of Interest (eoi) For Event Management Agencies Based In Odisha To Support Unicef Bhubaneshwar In Managing Events. & 1. Background And Purpose Of Eoi As Part Of The Programming And Engagement With The Partners, A Series Of Conferences, Strategic Consultative Workshops, Round-table Meetings, Seminars, Residential Training Programmes, Etc., Are Organized From Time To Time. Some Of These Programmes Are Organized Through Online Platforms, While The Inter-governmental Level Meetings And Consultations, And Engagement With Strategic Partners Are Organized At Neutral Venues. Bhubaneshwar Office Is Looking For Service Providers With Full Operational Office In Odisha To Offer Event Management Services And Related Services Who Are Interested To Participate In This Call For Eoi. The Interested Agencies To Take Note Of The Following:- · This Is A Request For Pre-qualification. On Completion Of Pre-qualification Process, A Solicitation Document Will Be Issued To The Pre-qualified Agencies To Establish Long Term Arrangements (ltas) For A Period Of 2+1 Years. · Pre-qualification And Lta Issuance Shall In No Way Guarantee Allotment Of Work To The Shortlisted Agencies. · Unicef Reserves The Right To Change Or Cancel Requirements At Any Time During The Eoi. · Agencies Must Submit Their Applications In Accordance With The Requirements Contained In This Eoi. · Event Management Services May Be Required To Provide Service In Districts Of Odisha, The Objective Being To Reduce Transaction Costs And Lead Time In Procuring Event Management Services. 2.categories Of Events And Scope Of Work Based On The Above, The Following Categorization Is Made On The Types Of Conferences/events For Which The Services Of The Agency/consultant Will Be Taken. The Major Tasks To Be Accomplished Include Complete Logistics And Coordination Support For: Category 1 Events Regular Events / Conferences Without Media And Celebrity Participation Encompass Other Key Unicef Stakeholders Such As Universities, Academia, Civil Society, Religious Leaders, State Government Officers, Ngos And Other Similar Stake Holders. Major Tasks: This Would Generally Include Issuing Invitations, Follow Up With Participants, Booking Of Venue Where Required, Coordination With Venue, Branding And Submitting Layouts And Recce Reports For Approvals And Exact Placements Of The Collaterals, Providing Av And Sound Systems Along With Hybrid Set Up At The Venue, Arrangement For Collaterals And In Some Cases Reimbursement To Participants For Travel And Per Diems. Arrangement Of Food, Refreshments And Supporting In Menu Finalization As Well As Catering Through Requisite Teams Along With Unicef Staff The Agency Needs To Design, Print, Develop And Disseminate Conference Kits For Participants Which Includes Multiple Event Related Documents. Travel And Transport As Needed The Agency Also Needs To Share Samples With Unicef Staff And Only After Approvals, They Can Go Ahead With Procurement Or Printing Of The Collaterals. Category 2 Events High Profile Events Like Visits Of Senior Dignitaries Launch/inauguration By Vvips Including State Cabinet Ministers, Judiciaries, High Level Media Events, Events That Include Large Gathering Of Children And Stakeholders And That Might Have Exhibitions/field Visits/evening Cultural Events/press Meets, Etc. Such Events Could Also Have Welcome Dinners. All The Points For Category One Is Included Here As Well. This Will Include General Overall Coordination For The Event. In Addition, Issuing Bulk Invitations, Follow Up With Participants Through Staff Who Are Well Trained In Dealing With Media/ Vips, High-end Collaterals Which Are In Line With The Concept Of The Event, Anticipating Risks And Putting In Place Any Risk Mitigation Measures For Safety And Security Of The Vips With Sufficient Security Measures In Place - In Close Coordination With Unicef Staff Concerned. Scope Of Work: - 1. Providing Pre-conference Assistance In The Following Activities: · Assistance In Preparation Of The Conference Budget · Formulating A Time-bound Action Plan For The Conference · Designing, Printing, And Mailing Of Invitations, Brochures, And Registration/ Use Of Registration Software · Compiling Participant Information And Database Management · Follow-up And Interaction With The Participants For Conference-related Queries · Prepare An Accompanying Persons Program For The Conference/ Clarification. · Support Unicef In Identification And Negotiations For A Suitable Venue And Accommodation · Assistance In The Selection Of The Conference Bags, Badges, Stationery, And Souvenirs · Preparation Of An Audio-visual Plan For The Conference As Per The Proposed Set-up · Identification And High-quality Design Of Backdrops And Signage Required For The Conference. · Designing Of The Registration Process As Per The Conference Requirements · Identification Of Manpower Requirements For The Conference · Design A Feedback Form For The Conference. 2. Providing On-site Assistance During The Conduct Of The Conference · Co-ordination With The Venue/hotel Personnel For All Conference-related Details · Cater To All Simultaneous Interpretation/translation Requirements For The Conference. · Setting Up A Secretariat With All Business Center Facilities · Facilitate And Set Up Breakaway Rooms As Required For Group Discussions. · Facilitation Desk For Assistance Throughout The Duration Of The Conference · 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 Conference And Stage/dais Management Including Floral Arrangements. · Food And Beverage Planning For The Entire Conference · Organize And Co-ordinate Cultural/entertainment Evening During The Conference If Required. · Assistance At The International And Domestic Airport Upon Arrival & Departure If Required. · Coordination Of All Transportation Requirements Including Programmatic Visit. · Provision Of Still/video Photography For The Conference · Welcome Letters Detailing The Extent Of Hospitality To All The Participants. · Any Other Related Conference-related Services 3. Providing Following Review And Documentation Support, Post-conference ⦁ Compile And Analyze All Feedback Related To The Conference. ⦁ Conduct And Review A Post-conference Analysis. ⦁ Review The Actual Costs Vis A Vis The Budget. ⦁ Consolidation And Submission Of The Final Bills ⦁ Provide Social Media Planning And Support ⦁ Thank You Letters To Participants. 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: ⦁ 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 Conference With Very High International Participation Vs. A District-level Training Workshop; ⦁ Venue Of The Conference: The Venue Logistics Vary In Each Conference. For Example, It Might Be Easier To Organize A Conference In A Hotel Along With The Accommodation Of Participants In The Same Hotel Than A Conference Where The Inaugural Is At A Government Venue, The Accommodation Is Split Between A Few Hotels And The Venue For The Other Plenary Sessions Is At A Different Hotel. ⦁ Logistics: Keeping In Mind The Above Factors The Logistics Of A Conference Will Vary With The Requirements Like Break-away Sessions, Whether Technical Documentation Is Required Or Not, A Display For An Exhibition, Simultaneous Interpretation, Transportation, Etc. 3. Pre-qualification – Process And Duration The Pre-qualification Of Agencies Under This Process Will Be Utilized For The Following Purposes: - A) On Completion Of Pre-qualification Process, A Solicitation Document Will Be Issued To The Pre-qualified Agencies To Establish Ltas For A Period Of 2+1 Years. B) During The Interim Period While The Establishment Of Lta Process Is Ongoing, When Specific Requirements Arise That Match The Expertise And Capabilities Of Prequalified Agencies, They Will Be Contacted To Submit Their Financial Proposal Against The Specific Event’s Terms Of Reference. Agencies Are Expected To Meet The Prequalification Criteria. Agencies Failing To Either Meet These Criteria Or Not Furnishing The Requisite Supporting Documents Is Liable To Be Rejected. Unicef Shall Evaluate The Prequalification Proposal With Reference To The Information And Supporting Documents Furnished Following Below Steps: - 1. Desk Review: On Receipt Of Capacity Statements Submitted Via Link Provided In The Eoi Along With The Documentary Proof, A Technical Evaluation Committee From Unicef Office Will Conduct Desk Review Based On The Below Mandatory Pre-qualification Criteria: - A) Minimum 2 Years’ Experience As Event Management Agency, B) The Agency Should Be Profit Making Over The Past 3 Years. 2. Site Visit And Inspection: Only Qualified Agencies During Technical Evaluation Through Desk Review Will Be Shortlisted Further For Site Visit And Inspection Being Conducted By Unicef Staff. This Will Be Conducted By Physical Site Visit And Assessment To The Responses Provided To The Capacity Statement Submitted. To Express Interest In The Eoi Please Click On Link Provided In The Attached Word Document