Philippine Commission On Women Tender

Description A. Rationale The Beijing Declaration And Platform For Action (bpfa), Adopted In 1995, Serves As A Global Roadmap For Women’s Rights And Gender Equality, Covering 12 Critical Areas Of Concern. In 2025, The World Will Mark The 30th Anniversary Of The Bpfa Alongside The 10th Anniversary Of The Sustainable Development Goals (sdgs). This Milestone Is An Ideal Moment For Countries To Review Progress And Renew Their Commitments To Gender Equality. In Early 2024, The Philippine Commission On Women (pcw) Led A Comprehensive National Review Of Bpfa Implementation, Engaging Government Agencies, Civil Society, The Private Sector, And Other Stakeholders. Six Technical Working Groups (twgs) Focused On Major Themes: 1. Inclusive Development, Shared Prosperity, And Decent Work 2. Poverty Eradication, Social Protection, And Social Services 3. Freedom From Violence, Stigma, And Stereotypes 4. Participation, Accountability, And Gender-responsive Institutions 5. Peaceful And Inclusive Societies 6. Environmental Conservation, Protection, And Rehabilitation. Regional Consultations Across Visayas, Mindanao, And At The National Level Gathered Diverse Perspectives To Assess Achievements And Identify Challenges. Following The Un Escap’s Guidance, This High-visibility Presentation Of The Bpfa+30 Philippine Progress Report Aims To Widely Share Findings, Build Momentum, And Encourage Commitment From Various Sectors. The Activity Will Highlight Both National And Regional Priorities, Incorporating Insights From The Upcoming Asia-pacific Ministerial Meeting On Bpfa +30. This Event Will Reinforce The Philippines' Dedication To Gender Equality, Supporting The Bpfa’s Vision And Aligning With The Sdgs For The Years Ahead.   B. General Objective/s Pdpmed Shall Engage The Services Of An Event Coordinator To Provide Technical Support In The Conduct Of The Bpfa+30: Bridging Progress Towards Gender Equality And Sustainable Development (high Visibility Presentation). Technical Support Shall Include, But Is Not Limited To, On-the-day Programme/event Management And Hosting; Venue Design And Set-up; And Development Or Production And Delivery Of Physical And Digital Collaterals. The Main Event, To Be Held On The 19th Of December 2024, Is Expected To Convene 150 Participants From The Women’ssectors Covered By The Bpfa, Representatives From Government Agencies, Local Government Units, And Regional Mechanisms, Representatives From Civil Society Organizations And The Private Sector, Members Of The Academic Community, Media Representatives, The Un, And International Donor Agencies And Organizations’ Delegates. The Activity Will Also Be Live Streamed On Pcw’s Official Social Media Platform For Greater Reach And Engagement. This Engagement Is Expected To Help Ensure A Seamless And Expertly Managed High-level Event And Allow The Pdpmed Team To Focus On Substantive Aspects Such As The Programme, Invitations, Pcw’s Presentations, And Other Deliverables. C. Expected Outputs/deliverables The Pdpmed Will Need An Event Coordinator With Expertise And Experience In Holding And Managing High-level Events Covering Tasks Such As On-the-day Programme/event Management And Hosting; Venue Design And Set-up; And Development Or Production And Delivery Of Physical And Digital Collaterals. The Following Specific Outputs Are Expected: • Stage And Venue Set-up And Design; • Led Wall And Sound System; • 2 Roll-up Banners For The Entrance Signage; • Conceptualization Of Event Branding To Be Incorporated In Physical And Digital Collaterals; • Programme Design, Lay- Out, And Printing; • Certificates Of Participation; • (moving) Digital Backdrop For Led Wall; • Branding Slides As Template For All Event Presentations; • (ten-minute) Video Of The Highlights Of The Bpfa+30 Philippine Progress Report; • Same-day-edit Video Of The Highlights Of The Event; • On-the-day Programme/event Manager; • Emcee; • Ushers For Guests And Registration Booth; • Tech Supervisors (i.e., For Venue Lights And Sounds And The Live Streaming Of The Event); • Tokens For Participants; • Filipino Sign Language (fsl) Interpreters; D. Scope Of Work The Events Coordinator Is Expected To Assist The Pdpmed Team In The Preparations For And During The Conduct Of The Bpfa+30: Bridging Progress Towards Gender Equality And Sustainable Development (high Visibility Presentation). The Engagement Is Anticipated To Start On 25 November 2024 And Will End On 26 December 2024.  The Events Coordinator Is Expected To Deliver The Specific Outputs Of The Following Activities In Close Coordination With The Pdpmed Team: 1. Planning For The Bpfa+30: Bridging Progress Towards Gender Equality And Sustainable Development (high Visibility Presentation) A. Meet With The Pdpmed Team To Strategize The Preparation, Implementation, And Management Of The Event; B. Prepare The Proposed Program Of Work Which Should Be Consistent With Pdpmed’s Target Schedule; C. Prepare A Proposed Event Floor Plan, Including Two (2) Designs For The Stage Which Is Aesthetically Pleasant And Adheres To The Standards Of Functionality And Minimalism; D. Coordinate With The Selected Venue To Secure The Accredited Internet Service Provider And Discuss Details Related To The Physical Venue Set-up; E. Coordinate With The Selected Venue To Ensure That Food And Beverage Handling/ Arrangement Is Aligned With The Physical Venue Set-up. 2. Conceptualization Of Event Branding And Preparation/ Procurement/ Development Of Collaterals A. Conceptualize Event Branding To Be Incorporated In All Physical And Digital Collaterals B. Prepare Three (3) Designs And Present/submit For Approval On 02 December 2024 And Subject To Two (2) Revisions The Designs And Lay-out With Printed Samples Of Each Of The Following Physical Collaterals: I. Roll-up Banners; Ii. Programme; Iii. Certificates Of Participation; C. Prepare Three (3) Designs And Present/submit For Approval On 02 December 2024 And Subject To Two (2) Revisions The Designs And Lay-out Of Each Of The Following Digital Collaterals: I. Digital Backdrop For Led Wall; Ii. Branding Slides As Template For Presentations; D. Suggest At Least Three (3) Options Each For Tokens Souvenirs For Participants And Panelists/speakers. Items For 150 Attendees Are Preferably Functional Items; For Panelists/speakers, Tokens Are Preferably Locally Made Items/ Products From Women Entrepreneurs/enterprises. E. Procure, Deliver And Present In Right Quantities And Correct Specifications To The Pcw Office Or Pdpmed Official Email, As Appropriate, On The Specified Dates, The Approved Designs, Lay-out, And Printed/ Soft Copies Of The Following: Physical Collaterals Quantity And Unit Specifications Target Date Of Delivery I. Roll-up Banners 2 Pieces 3x7 Ft. December 13, 2024 Ii. Programme 150 Copies Folio Size (folded) December 16, 2024 Iii. Certificates Of Participation 150 Copies A4 Size December 16, 2024 Iv. Souvenirs/tokens 150 Pieces For All Participants; 20 Pieces For Panelists/resource Speakers As Approved From The Initial Options December 13, 2024 Digital Collaterals Quantity And Unit Specifications Target Date Of Delivery I. Digital Backdrop For Led Wall 1 Soft Copy Hd And Appropriate For Led Wall Size December 13, 2024 Ii. Branding Slides As Template For All Event Presentations 1 Soft Copy Widescreen (16x9) December 13, 2024 Iii. Video On The Highlights Of The Bpfa+30 Philippine Progress Report 1 Soft Copy Hd, Up To 10 Minutes Long 1st Draft – December 6, 2024 2nd Draft – December 11, 2024 Final Video – December 17, 2024 Iv. Led Wall And Sound System December 19, 2024 V. Same-day-edit Video 1 Soft Copy Hd, 8 Minutes Long December 19, 2024 3. Physical Venue Set-up During Event Proper Stage And Venue Set-up, Including Registration Booth 4. Human Resources During Event Proper A. One (1) On-the-day Programme/ Event Manager; B. One (1) Event Host/emcee; C. At Least Three (3) Ushers For Registration Booth; D. At Least Two (2) Tech Supervisors (i.e. For Venue Lights And Sounds); E. At Least Two (2) Filipino Sign Language (fsl) Interpreters; F. Video Team For The Same-day-edit Video. The Event Coordinator Must Also: • Coordinate With Pdpmed And Cairmd On The Pcw And Event Branding Guidelines And Ensure That All Event Collaterals Incorporate The Approved Event Branding Theme; • Ensure That All Abovementioned Physical And Digital Collaterals Are Available By The Target Dates Of Delivery; • Communicate Updates On The Status Of The Development, Production, And Purchase Of The Abovementioned Collaterals To Pdpmed On A Weekly Basis; And • Oversee The Development, Production Or Purchase And Ensure Timely Delivery Of All Abovementioned Collaterals As Stipulated In This Terms Of Reference. • Cover For The Meals And Related Needs Of Its Staff.   E. Approved Budget Cost And Basis For Costing The Overall Budget For The Bpfa+30: Bridging Progress Towards Gender Equality And Sustainable Development (bpfa+30 High Visibility Presentation) Is Four Hundred Thousand Pesos (php 400,00.00) Inclusive Of The Cost Of Development Or Procurement Of Physical Collaterals, Subject To Mandatory Government Taxes And Chargeable Against The Gaa Fund With The Following Breakdown: Items/coverage Of Expense Quantity And Unit Total Cost (php) 1. Professional Fee Of The Events Coordinator Inclusive Of The Design, Lay-out, Development, Production, Procurement Of The Following: 290,000.00 Physical Collaterals I. Roll-up Banners 2 Pieces Ii. Programme 150 Copies Iii. Certificates Of Participation 150 Copies Iv. Giveaways For All Participants Worth At Least 200.00 Pesos Each 150 Pieces V. Tokens For Speakers/panelists Worth At Least 1,500.00 Each 20 Pieces Digital Collaterals I. Digital Backdrop For Led Wall 1 Soft Copy Ii. Moving Standby Video 1 Soft Copy Iii. Branding Slides As Template For All Presentations 1 Soft Copy Iv. Video On The Highlights Of The Bpfa+30 Philippine Progress Report 1 Soft Copy V. Same-day-edit Video 1 Soft Copy 2. Led Wall And Sound System 90,000.00 3. Sign Language Interpreters 5 Hours, 2 Pax 20,000.00 400,000.00   The Event Coordinator Will Be Engaged On 25 November To 26 December 2024. Payment Schedule Timeline Outputs/services/deliverables 1st Tranche: Php 160,000.00 (40%) Within The Last Week Of November 2024 Upon Signing Of Contract, Submission Of Program Of Work Including The Event Concept, And First Submission And Approval Of The Following Collateral Samples, And Issuance Of Certificate Of Acceptability Of Outputs And Services Rendered As Defined In This Terms Of Reference: A. Prepare The Proposed Program Of Work In Conformity With Pdpmed’s Target Schedule; B. Prepare A Proposed Event Floor Plan, Including Two (2) Designs For The Stage Which Is Aesthetically Pleasant And Adheres To The Standards Of Functionality And Minimalism; C. Conceptualize Event Branding To Be Incorporated In All Physical And Digital Collaterals 2nd Tranche: Php 120,000.00 (30%) 1st To 2nd Week Of December 2024 Upon Delivery Of The Following Collaterals And Issuance Of Certificate Of Acceptability Of Outputs And Services Rendered As Defined In This Terms Of Reference: A. Prepare Three (3) Designs And Present/submit For Approval And Subject To Two (2) Revisions The Designs And Lay-out With Printed Samples Of Each Of The Following Physical Collaterals: I. Roll-up Banners; Ii. Programme; Iii. Certificates Of Participation; B. Prepare Three (3) Designs And Present/submit For Approval And Subject To Two (2) Revisions The Designs And Lay-out Of Each Of The Following Digital Collaterals: I. Digital Backdrop For Led Wall; Ii. Moving Standby Video; Iii. Branding Slides As Template For All Event Presentations; C. Suggest At Least Three (3) Options Each For Giveaways/ Tokens For Participants And Speakers. 3rd Tranche: Php 120,000.00 (30%) 4th Week Of December 2024 Upon The Completion And Submission Of Electronic Copies Of Outputs And Deliverables In A Hard Drive And Google Drive Containing All Raw Event Documents, Collaterals, Information Materials, Graphic Designs And Lay-outs, Video Documentation And Issuance Of Certificate Of Acceptability Of Outputs And Services Rendered As Defined In This Terms Of Reference. The Professional Fee Of The Event Coordinator Is Inclusive Of The Service Fees, Production And Procurement Of All Collaterals Enumerated Under Item D. Scope Of Work Of This Terms Of Reference, Budget For Travel Expense, Transportation Of Goods And Delivery Costs, Incidental Expenses, Insurance, And Other Incurred Expenses Within The Period Of Engagement. The Event Coordinator Will Not Be Entitled To Any Payments Other Than Those Agreed And Provided Above. The Period Of Engagement Will Be From 25 November To 26 December 2024. F. Minimum Qualification/s The Events Coordinator Should Have The Following Qualifications: 1. Has An Extensive Experience Or Portfolio In Events Management, Particularly In Organizing Conduct Of High-level Events In The Public Sector; 2. Has A Bachelor’s Degree In Communication, Graphic Design And/or Related Field With At Least Three (3) Years’ Experience In Concept Development, Creative Design And Production, Development Or Procurement And Set-up Of Event Collaterals And Materials; 3. Can Organize Or Engage Services Of Other Service Providers Who Can Be Tapped To Help Him Or Her Manage Or Handle The Activity; 4. Ability To Adhere To Deadlines And Adjust Well To The Needs Of The Event And Pcw; 5. Experience In Creating Outputs Similar To The Deliverables In This Engagement; 6. Registered With The Philippine Government Electronic Procurement System As A Legitimate Service Provider For Government Programs, Projects, And Activities; And 7. Familiar With The Government Procurement Processes Including Government Accounting And Auditing Rules And Regulations. G. Working Conditions And Arrangements The Event Coordinator Shall Coordinate Directly With The Pdpmed Team During The Entire Period Of The Engagement And Is Expected To Attend Briefings, Preparatory Meetings, Post-activity Lessons Learned Sessions, And Other Related Meetings As May Be Necessary. He/she Is Expected To Work Closely With The Pdpmed Team As Well As The Division Chief For Any Clarifications Or Questions Related To The Development, Enhancement, Finalization, Completion, And Submission Of The Required Outputs And Services Of This Engagement.   H. Submission Of Documents Interested Individuals Or Groups Must Submit To Supply Section Of The Pcw Through Email At Supply@pcw.gov.ph And Copy Furnish Pdpmed@pcw.gov.ph The Following Requirements: • Expression Of Interest, Including The Cv Of The Team Members Who Will Be Engaged For This Activity; • Company Profile And Portfolio; • Philgeps Registration Number; • Detailed Proposal, With Cost Breakdown; • Mayor’s/business Permit; • Income/business Tax Return; • Bir Certificate Of Registration; And • List Of Clientele With Similar Nature Of This Engagement.