Philippine Commission On Women Tender

Description A. Rationale Violence Against Women (vaw) Continues To Be A Pressing Global Issue, Deeply Rooted In Societal Norms And Practices That Perpetuate Gender Inequality. Despite Progress Made In Recent Years, Vaw Remains A Pervasive Problem That Violates Women's Rights And Fundamental Freedoms. In The Philippines, The Government And Civil Society Organizations Have Been Actively Working To Address This Issue Through Various Initiatives And Campaigns. To Further Strengthen Efforts To Prevent And Eliminate Vaw, The Philippine Commission On Women (pcw) Continues The Conduct Of The 18-day Campaign To End Vaw. This Year's Observance Aims To Raise Awareness About Existing Laws And Policies Protecting Women And Girls Against Violence, And To Encourage Greater Public Participation In Addressing This Pressing Issue. With The Recurring Theme For The Campaign: “united For A Vaw-free Philippines” In Support Of The United Nations’ Unite By 2030 To End Vaw Campaign (unite), This Year’s Observance Also Coincides With The 20th Year Of The Passage Of Republic Act 9262 Or The Anti-violence Against Women And Their Children Law Of 2004. Hence, This Year’s Campaign Highlights The Strides The Philippines Has Achieved In The Fight Against Vaw As Well As The Remaining Challenges That Must Be Addressed To Ensure The Full Implementation And Impact Of Republic Act 9262 And Other Anti-vaw Laws. One Of The Activities For This Year’s Campaign Is A Face-to-face Event Entitled “vaw Bigyang Wakas, Ngayon Na Ang Oras” Slated To Be Held Within Metro Manila, On November 25, 2024 From 2:00 To 5:00 Pm. We Expect To Gather Around 400 Participants To Join The Activity Physically. The Event Will Unveil Preliminary Findings From The Ra 9262 Assessment, Underscoring The Critical Need To Accelerate Progress In Protecting Women's Rights. A Highlight Of The Program Will Be The Soft Launch Of The National Action Plan To End Vaw (napevaw), Which Outlines A Comprehensive Strategy To Eliminate Violence Against Women. The Crucial Role Of Barangay Vaw Desks In Providing Accessible Support To Survivors Will Also Be Tackled. To Give A Human Face To The Issue, Survivors Who Have Benefited From Ra 9262 Will Share Their Inspiring Stories. A Panel Of Frontline Service Providers Will Also Share Their Invaluable Insights And Experiences In Addressing Vaw. Various Activities In Line With The Event And Its Campaign Theme And Objectives Will Be Spearheaded By The Pcw In Partnership With Key Partners. Preparatory Activities Such As Meetings With Stakeholders To Discuss Proposed Activities Shall Be Convened By Pcw Through The Cairmd. Partnership Proposals And Agreements Shall Also Be Made For Specific Activities As The Need Arises. Tentative Program “vaw Bigyang Wakas, Ngayon Na Ang Oras” Theme: “united For A Vaw-free Philippines” November 25, 2024, Monday, 2:00 Pm – 5:00 Pm Venue: Tba (within Metro Manila) 12:30 Pm – 2:00 Pm Arrival And Registration 2:00 Pm – 2:10 Pm Philippine National Anthem Prayer To End Violence Against Women 2:10 Pm – 2:20 Pm Welcome Remarks Secretary Rex Gatchalian Department Of Social Welfare And Development 2:20 Pm – 2:40 Pm Nasaan Na Vaw Sa Dalawang Dekada? Assessing The Implementation Of The Anti-vawc Law Chair, Inter-agency Council On Violence Against Women And Their Children 2:40 Pm – 2:45 Pm Message Of Support H.e. Ferdinand Romualdez Marcos Jr., President Of The Republic Of The Philippines *to Be Confirmed 2:45 Pm – 3:05 Pm Oras Nang Wakas Ng Dahas! Launching The National Action Plan To End Vaw Ms. Ermelita V. Valdeavilla Chairperson, Philippine Commission On Women Dr. Leila Joudane Country Representative, Unfpa Philippines 3:05 - 3:20 Pm Intermission 3:20 Pm – 3:40 Pm Barangay Ang Kaagapay: Strengthening The Barangay Vaw Desks Sec. Atty. Benjamin Abalos Jr., Department Of The Interior And Local Government 3:40 Pm – 4:20 Pm Mga Kwento Ng Pagbangon At Paglilingkod: The Impact Of Ra9262, Straight From The Survivors 4:20 Pm – 4:30 Pm Commitment Ceremony 4:30 Pm - 4:40 Pm Closing Remarks Atty. Khay Ann Magundayao-borlado Executive Director, Philippine Commission On Women 4:40 - 5:00pm Photo Opportunity Closing Activities B. General Objective/s To Conduct The “vaw Bigyang Wakas, Ngayon Na Ang Oras” Activity On November 25, 2024 By Engaging An Event Organizer That Could Provide The Following: 1. Conceptualize The Event’s Production Design And Visuals Following Pcw’s Directives And Branding Guidelines For The 2024 18-day Campaign To End Vaw 2. Provide Appropriate Audio, Video, Lighting, And Electronic/electrical Equipment In Addition To The Basic Provisions Of The Venue Provider. 3. Produce Event Collaterals And Materials As In Part C. Scope Of Work Of This Document, And Other Requirements For The Actual Execution Of The Program 4. Formulate The Design, Physical Setup, And Mounting Of The Orange Exhibit 5. Execute The Approved Event Production Design, Materials, Live Streaming, And Other Collaterals 6. Provide Photo And Video Coverage Of The Entire Event Including Provision Of The Copies Of The Raw And Edited Materials To Pcw After The Event 7. Provide Sufficient Human Resource During The Entire Event, Ingress, And Egress Including The Emcee C. Scope Of Work Overall, The Events Organizer Is Expected To Provide Full Coordination And Production Management For The Physical Event. This Includes Conceptualization And Production Of Event Materials, Stage And Venue Arrangement, Lights And Sound System, And Other Applicable Equipment And Technical/logistical Requisites. Specifically, The Events Organizer Is Tasked To Undertake The Following In Coordination With Pcw:   1. Preparatory Activities Task Specific Materials, Deliverables, And Outputs A. Attendance To Coordination Meetings Organized By Pcw ● Designate At Least One (1) Project Coordinator Who Will Monitor The Implementation Of The Workplan And Ensure Timely Coordination And Delivery Of Outputs. ● Attend Coordination Meetings And Provide Regular Updates On The Status Of Preparations And Coordinations For The Event; B. Conceptualization Of Event’s Production Design And Visuals Following Pcw’s Directives And Branding Guidelines For The 2024 18-day Campaign To End Vaw (including Procurement And Execution Of Approved Concepts/ Materials) Physical Set-ups: 1. The Event Organizer Is Responsible For The Physical Setup Of The Main Venue, Including Front And Back Stages, Adjacent Hallways, Lounge Areas For Receiving And Registration Of Attendees And Special Guests), Holding Areas For Special Guests, Floor And Seat Plans, Etc. In Line With This, The Event Organizer Is Required To Submit, For Pcw’s Approval, At Least Two (2) Proposals For: A. Stage Design L B. Detailed Physical Plan With Provisions For: I. Participants’ Entry And Exit Ii. Ingress And Egress Iii. Placement Of Registration Area, Organizer’s Area, Tech Booth, Led Wall And Other Equipment, Orange Exhibit, Photo Wall, And Other Event Collaterals Iv. Emergency Evacuation 2. The Event Organizer Is Also Responsible For The Design And Physical Setup Of The Exhibit Area Which Includes The Following: Entry And Exit Points, Placement Of Exhibit Panels And Mounts, Light Setup, Directional Signages, Stanchion, Etc. The Event Organizer Is Also Responsible For Printing The Additional Photos For The Exhibit. Proposed Designs And Layout Plan Of The Exhibit Area Are To Be Submitted To Pcw For Approval. Note: Please See Printing And Mounting Of The Orange Exhibit Below For More Details. 3. The Event Organizer Is Also Expected To Print And Mount The Event Photo Wall Appropriate To The Venue. The Print-ready Background Design Will Be Provided By Pcw. 4. The Event Organizer Is Responsible For Both The Creative Concept And Execution Of The Commitment Ceremony. This Includes Provision Of All The Necessary Materials And Services For Its Successful Implementation. Event Materials: The Event Organizer Is Required To Provide The Flowing Event Materials: 1. Animation Of The Event Logo And Other Relevant Visual Components To Be Displayed Continuously On The Led Wall And Projector Screens During Program Transitions. The Logo Design Will Be Provided By Pcw. 2. Pull-up Banners, Event Markers, And Directional Signages. Designs Subject To Approval Of Pcw. 3. Id Cards For Pcw Lead/organizing Staff 4. Garland/lei For Special Guests 5. Supply And Delivery Of Symbolic Item To Be Distributed To The 400 Participants During The Event 6. Token To Be Given To Special Guests. Proposed Tokens Are Subject To The Approval Of The Pcw. Printing & Mounting Of The Orange Exhibit 1. The Actual Mounting Of The Exhibit Panels. Exhibit Panels Will Be Provided By Pcw With The Following Specifications: - Exhibit Panel Size: 6 Ft X 8ft (182.88 Cm X 243.84cm) - Photos Must Have Velcro Or Other Suitable Material To Securely Fasten Them To The Exhibit Panels; C. Preparations For The Actual Conduct Of Event Program ● Ensure Full Coordination With The Venue Provider And Furnish It With All Necessary Physical And Technical Arrangements And Lay-out Plans; ● Process And Complete All Required Permits And Clearances Required By The Venue Provider And The Lgu For The Conduct Of The Event, If Necessary; ● Develop A Workplan For All Activities/tasks Including Timeline And Expected Deliverables, As Approved By Pcw; ● Develop A Security Plan To Ensure Orderly Conduct Of The Activity, Including Crowd Control And Other Mitigating Measures For Untoward Incidents, As Approved By Pcw; ● Contract A Competent Female Host And Voice Over Talent, Preferably A Person Knowledgeable On Violence Against Women And Other Women’s Human Rights Issues; ● Submit A Full And Comprehensive Script For The Program Host/emcee And Voice Over Talent; ● Facilitate End-to-end Contracting Of Third-party Suppliers For The Execution Of Production Design And Procurement Of Event Collaterals As Approved By Pcw ● Keep Confidential All Event Preparations; 2. Event Proper Task Specific Materials, Deliverables, And Outputs A. Execution Of Approved Event Production Design, Materials, And Other Collaterals ● Ensure Timely Ingress And Egress In Coordination With The Venue Provider, Third Party Suppliers, And Pcw; ● Execute The Set-up Of All Approved Production Designs Of The Entire Venue, Including But Not Limited To: - Front And Back Stages - Floor Plan, Table Set Up, Seating Plan - Registration Area - Exhibit Area - Photo Wall - Lobby/hallways Leading To The Event Area; ● Stage And Program Management - Direct And Manage Program Flow, Including Briefing Of Technical Support Team, Guest Speakers, And Host(s) In Coordination With Pcw; - Provision Of Technical Services For Lighting, Sound, And Video Presentation Playback. B. Production Of Event Materials/collaterals ● Provide The Following Materials As Approved By Pcw And With Proper Event Branding: Event Material/collaterals Qty Garlands For Special Guests 10 Id Cards And Lanyards For Pcw Lead Staff 50 Animated Video Of Event Title/logo/other Relevant Elements 1 Symbolic Item/ Campaign Collaterals For Participants In Individual Packaging (for Commitment Ceremony) 500 Tokens For Guest Speakers/ Special Guests In Individual Presentable/elegant Packaging 25 Tokens For Participants (for Inclusion In Kits) 500 Pull-up Banners 4 Event Markers/signages / (leading To Event Area, Restrooms, Parking, Etc. )/ Name Plates For The Guests’ Seats. *tbd Id Cards For Events Organizer** *tbd *may Change Depending On Actual Number Of Participants/ Tables **depends On Number Of Personnel From The Events Organizing Team ● All Event Materials And Collateral Should Be Packaged, Labeled, And Ready For Use/distribution At Least One (1) Week Before The Event. C. Provision Of Appropriate Audio, Video, Lighting, And Electronic/electrical Equipment In Addition To The Basic Provisions Of The Venue Provider. ● Provide And Operate All Technical Equipment Throughout The Duration Of The Event. Equipment To Provide Includes: - Full Lights And Sounds System - Extension Cords And Auxiliary Wires - At Least Four (4) Wireless Microphones - High-resolution Indoor Led Video Wall(s) And Generator Set For The Stage (estimated Size: 3 Meters X 4 Meters Subject To Venue Limitations; Size Of Led Wall Will Depend On The Proposed Stage Design) - Appropriate Background Music Throughout The Event - Clickers For Guest Speakers Who Will Deliver Presentations - Live Streaming Equipment, Including, But Not Limited To, Cameras, Laptops, Tripod, Mixer, Cables, Audio And Video Monitors And Camera/laptop For The Filipino Sign Language Interpreters. ● Coordinate With The Assigned Personnel Of The Venue Provider Regarding The Technical Requirements. ● Ensure That All Equipment Cables And Wires Are Securely Arranged To Avoid Physical And Electrical Accidents. ● Ensure Return Of All Borrowed Materials Or Equipment, If Any. D. Photo And Video Coverage Of The Entire Event. ● Ensure Professional Photo And Video Coverage Of The Entire Event. ● Produce A Creative Sde (same-day-edit) Video To Be Presented To The Participants During The Closing Activities Of The Event. E. Provision Of Sufficient Human Resource During The Whole Event, Ingress, And Egress. ● Designate Onsite Technical Support Teams To Manage/assist In The: - Technical, Floor, And Stage Direction; - Operating Of Equipment; - Other Event Management Functions ● Implement The Security Plan In Case Of An Untoward Emergency Or Incident; Facilitate Crowd Control To Ensure The Peaceful Conduct Of The Event; ● Monitor And Prevent The Entry Of Items Prohibited By The Venue Provider, Including Materials Not Indicated But May Pose Harm/danger To People And Physical Properties ● Provide The Transportation, Meals, And Other Logistical Expenses Of Its Production Staff During The Event. 3. Post-event Task Specific Materials, Deliverables, And Outputs A. Post-documentation Requirements ● Submit The Following In An External Hard Drive Or Flash Drive(s): - All Raw Photos - All Professionally Edited Photos Minimum Of 400 Professionally Edited Photos Consisting Of: - All Major Parts Of The Program (registration, Use Of Photo Wall, Opening Preliminaries, Closing Ceremonies, Socialization, Etc.) - All Guest Speakers, Host(s), And Other People To Be Invited On Stage - All Participants/audience ( Per Table, In Groups, As Well As Individual Shots That Have Significant Part In The Program Or As Requested By Pcw) - Pcw Organizing Staff - Plenary Hall (with Complete Production Design) - Orange Exhibit (with And Without People) - Other Parts Of The Event That May Be Requested By Pcw - All Raw Video Files For Event Documentation - Professionally Edited Linear Video Of Event Highlights - Creative Sde Video (ert: 5 Minutes) - Narrative Report Of The Conducted Event ● Attend Post-event Meetings As Necessary. D. Approved Budget Cost And Basis For Costing The Abc For This Engagement Is Nine Hundred Thousand Pesos (php 900,000), Subject To Applicable Government Withholding Taxes. The Professional Fee Is Computed Based On The Prevailing Industry Rates For Event Organization And Management. Item Costing/remarks Estimated Total Professional Fee For Overall Events Coordination, Execution, And Management Professional Fees For The Event Coordinator, Event Director, Production Designer, Graphic Artist, Animator, Technical Director, Script Writer, Photographer, Videographer, Photo And Video Editor, Live Stream Coordinator And Manager, Event Host, Production Assistants, Ingress/egress Staff Etc., P 300,000 Audio And Video Equipment: - Indoor Led Wall (with Riser, Back Support, Processor, Monitor Screen, Generator Set, Power Line) - Lights And Sound System Additional To Venue’s In-house Equipment Live Streaming Equipment: - Camera And Laptops - Audio And Video Monitors - Internet Connection - Streaming Platform - Mixer Equipment Production Design - Stage Design - Pull-up Banners - Registration Area Decorations - Photo Wall Printing & Mounting - Exhibit Material Printing & Mounting - Other Venue Decorations Led (3m X 4m) Wall Rental: 50,000 Lights And Sound System Rental: 50,000 P 130,000 P 100,000 P 330,000 Materials (design, Printing, Production) - Symbolic Item For Participants - Tokens For Guest Speakers Symbolic Item: P300 X 500 Pcs.(additional 100 For Buffer) (p 150,000) Tokens For Participants: P125 X 500 Pcs. (additional 100 For Buffer) (62,500) Token For Guest Speakers: P1,500 X 25 Pcs. (p 37,500) P 250,000 Materials (design And Printing) - Id Cards - Garlands - Other Office Supplies - Table Decorations P 20,000 P 20,000 Total 900,000 E. Minimum Qualification/s 1. Must Be An Event Organizing Company With Competent Personnel To Plan And Execute The Event. It Must Also Be Duly Established In The Philippines, With Head Office Located In Metro Manila, And Must Be Registered With Philgeps. 2. At Least Eight (8) Years Of Extensive Experience In Organizing Big Events And Conferences, Preferably With Clientele From Government Agencies; 3. Impressive Company Portfolio On Handled Events With At Least 400 Participants; 4. Preferably With Experience In Organizing Events Related To Women’s Issues, Particularly Violence Against Women (vaw); And 5. Strong Coordination And Networking Skills 6. Having An Experience In Organizing An Event In The Venue Is An Advantage. F. Professional Fees And Terms Of Payment Payment For The Professional Services Shall Be Issued In Three (3) Tranches Upon Completion Of Set Deliverables And Issuance Of Certificate Of Acceptability Of Outputs By The Pcw Executive Director. The Engagement Is Expected To Be Completed Within 2 To 2.5 Months From Date Of Commencement, And Is Not To Go Beyond December 2024. Schedule Of Payment Deliverables First Tranche (30% Of Contract Cost) Upon The Organizer’s Submission And Pcw’s Approval/acceptance Of: 1. Designs/layouts Of Entire Production Design Which Includes Designs Of Stage And Exhibit Area 2. Detailed Physical Plan Indicating Participants’ Access And Egress, Placement Of Registration Area, Organizer’s Area, Tech Booth, Led Wall And Other Equipment, Orange Exhibit, Photo Wall, And Other Event Collaterals Based On The Venue’s Layout. 3. Designs/samples Of All Event Materials, Collaterals, And Tokens Following The 2024 18-day Campaign Branding Guide And As Provided In This Tor; 4. Work Plan And Security Plan 5. All Necessary Permits For The Physical Conduct Of The Event (in Coordination With Pcw, The Lgu, And Venue Provider); 6. Live Streaming Plan Second Tranche (40% Of Contract Cost) Upon The Organizer’s Submission And Pcw’s Approval/acceptance Of The Following: 1. Full Script Of The Host/emcee Based On The Program Sequence; 2. Confirmed/booked Program Host/emcee; 3. Confirmed/booked Technical And Electronic Equipment (including Those Contracted From Third-party Suppliers) 4. Final Animated Video Of The Event Logo 5. Floor And Seating Plans For Participants, Guests, And Pcw Staff Upon Production Of Approved Event Materials And Other Collaterals. Third Tranche (30% Of Contract Cost) Upon The Organizer’s Execution/completion Of The Following: 1. Set-up/mounting Of Production Design For The Entire Event Venue (including: Registration And Exhibit Area, Front And Back Stage, Tables, Photo Wall, Etc.) 2. Actual Onsite Management Of The Event And Provision Of Required Equipment, Sound System, Etc., In Accordance With The Approved Work Plan, Including: - Assistance In Participant Registration, Ushering, - Hosting; - Video And Photo Coverage; - Operation Of Technical Equipment; - Other Applicable Requirements/services 3. Distribution Of Approved Event Materials And Other Collaterals To Intended Users/recipients 4. Same-day Edit Video (sde) Capturing The Highlights Of The Event 5. Submission Of The Following In An External Hard Drive Or Flash Drive: - All Raw And Professionally Edited Photos - Professionally Edited Video Coverage And Sde - Narrative Report Regarding The Conducted Event 6. Turnover Of All Unused/undistributed Tokens, Plaques, And Other Event Materials/collaterals To Pcw. G. Working Conditions And Arrangements Pcw Shall Provide Information Needed To Accomplish The Scope Of Work Such As Program Of Activities, Branding Guidelines, Venue Provider Contact References, And List Of Attendees, Among Others. It Shall Also Review And Approve All Materials And Deliverables Produced By The Event Organizer Within A Reasonable Time Frame.