Philippine Commission On Women Tender

Description Title Of Engagement: Event Organizer For The “launching Of The Handbook On The Gender-responsive And Gender-fair Assessment Tools For The Instructional Materials In Basic, Higher, And Technical-vocational Education” Reporting Lines : Sectoral Coordination Division (scd) Source Of Fund : Gaa Contract Price : Php 150,000.00 Station : N/a Duration : November-december 2024 A. Rationale Gender Stereotypes And Biases Remain Significant Pedagogical Concerns In The Curriculum, Textbooks, And Learning Materials. These Issues Have Not Been Substantially Addressed. Observations And Anecdotes Show That Gender Biases Are Not Only Present In Instructional Materials But Also In Classroom Teaching Strategies. This Includes Teachers’ Use Of Sexist Language And The Design Of Classroom Activities That Perpetuate These Biases. It Is Important To Address This Because Gender Stereotypes And Biases Are Perpetuated Through The Curricula And School Instructional Materials. Despite The Promotion Of Gender-responsive Curricular Programs In Higher Education And The Roll-out Of The Gender Sensitive Curriculum And Gender Sensitivity Trainers Manual In Technical-vocational Education And Training (tvet) Programs, Gender Stereotypes In Illustrations And Images Are Still Persistent In Instruction And Learning Materials. Women Are Still Represented In Domestic, Caring, And Supportive Positions; While Men Are Portrayed As Social Leaders With Powerful, Assertive, And Knowledgeable Qualities. The Traditional Social Standards That Support Male Supremacy And Power Are Reflected In The Gender Roles Shown In Textbooks. The Philippine Commission On Women (pcw), As An Oversight Agency That Influences Development Efforts Toward Gender Equality And Women Empowerment, Has Been Mandated To Provide Gender-related Technical Assistance To Government Agencies And Its Instrumentalities To Ensure That Gender Is Mainstreamed In Their Policies, Plans, And Programs. Recognizing The Profound Impact Of The Curriculum And Instructional Materials In Shaping The Learners’ Perspectives, The Pcw, Through The Sectoral Coordination Division (scd), Conducted The Consultation Workshop On The Development Of Guidelines On Gender Integration For A Gender-responsive And Gender-fair Curriculum And Instructional Materials In Education In February 2023. During The Same Year, A Series Of Writeshops With The Key Implementing Agencies (kias) In The Education Sector Took Place In August. It Aimed To Develop Gender-responsive And Gender-fair Checklist/assessment Tools For The Instructional Materials In Basic, Higher, And Technical-vocational Education. The Developed Checklist/assessment Tools Were Validated By Gender Experts, Psychometricians, And The Technical Working Group In The Education Sector In Preparation For The Pilot Testing Of The Tools. In 2024, The Gender-responsive And Gender-fair Checklist/assessment Tools Underwent A Series Of Trials From April To June. Evaluators, Educators, And Writers From The Department Of Education (deped), The Commission On Higher Education (ched), And The Technical Education And Skills Development Authority (tesda) Participated In The Pilot Testing To Evaluate The Usefulness, User-friendliness, And Clarity Of The Assessment Tools. The Feedback And Recommendations Gathered From The Participating Agencies Were Used To Analyze The Reliability And Finalize The Handbook Of The Assessment Tool. To Continue The Collaborative Efforts Of Pcw And The Kias In The Education Sector In Integrating Gender Perspective In Curriculum And Instruction Development, The Pcw Will Launch The Handbook On The Assessment Tools For Gender-responsive And Gender-fair Instructional Materials In Basic, Higher, And Technical-vocational Education. The Handbook Will Be Disseminated To The Agencies To Serve As A Guide In Eliminating Gender Stereotypes And Biases And Promoting Gender Balance In The Teaching And Learning Process. To Achieve The Aforementioned Goal, The Scd Would Need The Assistance Of The Event Organizer To Provide Technical Support In The Conduct Of The Launch Activity. B. General Objective/s The Overall Objective Of Hiring The Event Organizer Is To Provide Technical Support In The Launching Of The Handbook On The Gender-responsive And Gender-fair Assessment Tools For The Instructional Materials In Basic, Higher, And Technical-vocational Education. Specific Objectives: A. To Conceptualize The Event’s Design And Visuals; B. To Provide Appropriate Audio, Video, Lighting, And Electronic/electrical Equipment In Addition To The Basic Provisions Of The Venue Provider; C. To Produce Event Collaterals And Materials As Outlined In Part C. Scope Of Work Of The Terms Of Reference, And Other Requirements For The Actual Execution Of The Program; D. To Execute The Approved Event Production Design, Materials, And Other Collaterals; And E. To Provide Sufficient Human Resources During The Entire Event, Including The Emcee C. Scope Of Work Overall, The Event Organizer Is Expected To Provide Full Coordination And Production Management For The Actual Event. This Includes Conceptualization And Production Of Stage And Venue Arrangement, Lights And Sound System, And Other Applicable Equipment And Technological/logistical Requisites. Specifically, The Event Organizer Is Tasked To Undertake The Following In Coordination With Pcw: 1. Preparatory Activities: 18 November – 29 November 2024 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 Work Plan And Ensure Timely Coordination And Delivery Of Outputs; And ● Attend Coordination Meetings And Provide Regular Updates On The Status Of Preparations And Coordination For The Event B. Conceptualization Of The Event’s Design And Visuals (including Procurement And Execution Of Approved Concepts/materials) Setups: ● The Event Organizer Is Responsible For The Physical Setup Of The Main Venue, Including The Front Stage, And Floor And Seat Plans. In Line With This, The Event Organizer Is Required To Submit, For Pcw’s Approval, At Least Two (2) Proposals For: O Stage Design O Detailed Physical Plan With Provisions For: ▪ Placement Of Registration Area, Organizer’s Area, And Other Event Collaterals ● 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. ● The Event Organizer Is Responsible For Both The Creative Concept And Execution Of The Handover 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 Following Event Materials: ● Pull-up Banners; ● Backdrop For The Stage; And ● Tokens To Be Given To Special Guests. Proposed Tokens Are Subject To The Approval Of The Pcw. C. Preparations For The Actual Conduct Of The Event Program ● Ensure Full Coordination With The Venue Provider And Furnish It With All Necessary Physical And Technical Arrangements And Layout Plans; ● Process And Complete All Required Permits And Clearances Required By The Venue Provider As Necessary; ● Contract A Competent Female Host; ● Submit A Full And Comprehensive Script For The Program Host/emcee; ● Facilitate End-to-end Contracting Of Third-party Suppliers For The Executions Of Production Design And Procurement Of Event Collaterals As Approved By Pcw; And ● Keep Confidential All Event Preparations 2. Event Proper: 9 December 2024 Task Specific Materials, Deliverables, And Outputs A. Execution Of Approved Event Design, Materials, And Other Collaterals ● Ensure Timely Coordination With The Venue Provider, Third-party Suppliers, And Pcw; ● Execute The Setup Of All Approved Designs Of The Entire Venue, Including But Not Limited To: O Front Stage; O Floor Plan, Table Setup, And Seating Plan; O Registration Area; And O Photo Wall ● Stage And Program Management O Direct And Manage Program Flow, Including Briefing Of The Technical Support Team, Guest Speakers, And Host(s), In Coordination With Pcw; O 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 Tokens For Special Guests In Individual Presentable/elegant Packaging 30 Pull-up Banners (3 X 7 Ft.) 2 Backdrop For The Stage (3m X 4 M) 1 Nameplates For The Guests’ Seats Tbd ● All Event Materials And Collaterals 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 Event. Equipment To Provide Includes: O Full Lights And Sound System; O Extension Cords And Auxiliary Wires; O At Least Four (4) Wireless Microphones; O Appropriate Background Music Throughout The Event; O Clickers For Guest Speakers Who Will Deliver Presentations; And O Technical Equipment, Including But Not Limited To, Cameras, Laptops, Tripod, Mixer, Cables, And Audio And Video Monitors ● 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; And ● Ensure Return Of All Borrowed Materials For Equipment, If Any D. Photo And Video Coverage Of The Entire Event ● Ensure Professional Photo And Video Coverage Of The Entire Event; And ● 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 Resources During The Whole Event ● One (1) On-the-day Programme/event Manager; ● One (1) Event Host/emcee; ● One (1) Onstage Assistance; And ● At Least Two (2) Tech Supervisors (for Venue Lights And Sounds) ● Provide The Transportation, Meals, And Other Logistical Expenses Of Its Production Staff During The Event 3. Post-event: 10 - 11 December 2024 Task Specific Materials, Deliverables, And Outputs A. Post-documentation Requirements ● Submit The Following In An External Hard Drive Or Flash Drive(s): O All Raw Photos O All Professionally Edited Photos Consisting Of: ▪ All Major Parts Of The Program (registration, Use Of Photo Wall, Opening Preliminaries, Closing Ceremonies, 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 A Significant Part In The Program Or As Requested By Pcw) ▪ Pcw Organizing Staff ▪ Other Parts Of The Event That May Be Requested By Pcw O All Raw Video Files For Event Documentation O Professionally Edited Linear Video Of Event Highlights O Creative Sde Video (ert: 5 Minutes) O Narrative Report On The Conducted Event ● Attend Post-event Meetings As Necessary D. Approved Budget Cost And Basis For Costing The Abc For This Engagement Is One Hundred Thousand Pesos Only (php 150,000.00), 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, Production Designer, Graphic Artist, Technical Director, Script Writer, Photographer, Videographer, Photo And Video Editor, Event Host, Production Assistants, Etc. Php 60,000.00 Audio And Video Equipment: ● Lights And Sound System In Addition To The Venue’s In-house Equipment ● Camera And Laptops Production Design: ● Stage Design (including Backdrop) ● Pull-up Banners ● Registration Area Decorations ● Photo Wall Printing And Mounting ● Other Venue Decorations Lights And Sound System Rental: Php 50,000.00 Php 24,000.00 Php 74,000.00 Materials (design, Printing, Production) ● Tokens For Special Guests Tokens For Special Guests: Php 200.00 X 30 Pcs = Php 6,000.00 Php 6,000.00 Materials (design, Printing, Production) ● Other Office Supplies ● Table Decorations Php 10,000.00 Php 10,000.00 Total Php 150,000.00 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 (8) Years Of Extensive Experience In Organizing Events And Conferences, Preferably With Clientele From Government Agencies; 3. Impressive Company Portfolio On Handled Events; 4. Preferably With Experience In Organizing Events Related To Gender And Development; And 5. Strong Coordination And Networking Skills F. Professional Fees And Terms Of Payment Payment For The Professional Services Shall Be Issued In Three (3) Tranches With The Following Schedule Of Payments And Upon Submission Of Final Outputs, Subject To The Issuance Of A Certificate Of Acceptability Of Output By The Chief Gad Specialist Of The Sectoral Coordination Division Of Pcw. 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 The Entire Production Design Which Includes Designs Of The Stage; 2. Detailed Physical Plan Indicating Placement Of Registration Area, Organizer’s Area, Tech Booth, Photo Wall, And Other Equipment Collaterals Based On The Venue’s Layout; 3. Designs/samples Of All Event Materials, Collaterals, And Tokens As Provided In This Tor; 4. Work Plan; And 5. All Necessary Permits For The Physical Conduct Of The Event (in Coordination With Pcw, And Venue Provider) 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. 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. Setup/mounting Of Production Design For The Entire Event Venue (including Registration And Exhibit Area, Front 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: A. Assistance In Participant Registration; B. Hosting; C. Video And Photo Coverage; D. Operation Of Technical Equipment; And E. Other Applicable Requirements/services 3. Distribution Of Approved Event Materials And Other Collaterals To Intended Pcw Organizers/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: A. All Raw And Professionally Edited Photos; And B. Professionally Edited Video Coverage And Sde 6. Turnover Of All Unused/undistributed Tokens And Other Event Materials/collaterals To Pcw G. Working Conditions And Arrangements Pcw Shall Provide The Information Needed To Accomplish The Scope Of Work, Such As Program Of Activity, 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.