Request For Expression Of Interest For Provision Of Event Management (Only Local Bidders)
Brief Description Of The Assignment
Rwanda Finance Limited seeks to engage a qualified and experienced service provider to plan and coordinate executive events with an innovative marketing and branding-building solution.
Department issuing the request: Marketing and Communication
Place of assignment: Kigali-Rwanda
Duration of the assignment: Twelve (12) months
Deadline for applications: 22nd March 2023
Applications are to be submitted to: procurement@rfl.rw
Contact number: +250788534810

About Rwanda Finance
Rwanda Finance Limited (RFL) is the agency promoting and developing Rwanda as a leading financial destination for international investment and cross-border transactions in Africa.
Rwanda Finance Limited works with key public and private sector stakeholders to enhance the competitive position of Rwanda’s financial industry both locally and internationally. The company advocates the highest regulatory standards and the most attractive products and services to suit the needs of global investors and financial institutions.

Our Mission
To be the catalyst of a safe, compliant, and pro-business financial environment in Rwanda.

Our Vision
To become a preferred financial centre for international investment in Africa.

Assignment Description
Rwanda Finance Limited is looking to host several events including but not limited to annual events, launch events, webinars, workshops, conferences, roundtables, virtual and Hybrid events all aimed at promoting Rwanda as a financial jurisdiction.

To ensure the success of these events, the service provider’s primary objective is to develop a creative concept with innovative ideas, and visuals/mock-ups with a pitch of the proposed event.


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Scope Of Work
The services to be provided under the assignment include but are not limited to:

1. Pre-Event:
Concept development:
• Include creative work, where the service provider will develop innovative concepts, platforms, venues, products, and initiatives that help Rwanda Finance Limited better convey its key messages to engage with the audience at large.
• To develop themes of the event.

Hospitality logistics:
• Arrival details.
• Facilitate visa requirements for the participants as needed.
• General city info.
• Accommodation Booking.
• Transport facilitation with protocol arrangements for VIPs where needed.
• Venue Logistics:
• Coordination with the venue.
• Venue Hire / Booking.
• Catering.
• Venue set up.
• Protocol services.
• Branding of the event venue:
• Creation of branding material for the venue such as backdrop banners, hanging banners, teardrops, and other signages around the venue.

All other logistics:
• Conference set up.
• Booths/ Exhibition stands.
• Speakers of the event.
• Moderator.
• Entertainment.
• Décor of the venue.
• Sound equipment and recording.
• Stage and production.
• Audio-visual equipment in all conference rooms as required.
• Management of e-invitations, RSVPs, and registration of delegates.
• Arrange and manage appropriate VIP areas.
• Ensure the availability of support services throughout the event.
• Giveaways:
• To suggest giveaways that relate to the theme and participants of the event to promote the brand.
• Pre-briefing Meetings:
• Organize and manage briefing meetings with the speakers, moderators, and performers before the event, etc…
• Health & Safety Management:
• To inform and set the policies, procedures and plans that manage health and safety that will minimize the risk at the event.
• Promotion and awareness of the event:
• Assist the Rwanda Finance Team in the promotion of the event through social media and other platforms to bring awareness.
Any other duties that may be necessary to ensure the success of the event.

2. Event:
• Coordinate venue setup for the event.
• Coordinate guest management through registration and protocol.
• Oversee and manage all activities during the event.


3. Post Event
• Prepare and submit all documents and collaterals used during the event.
• To provide a comprehensive report of the event planning process, critical lessons learned, and recommendations for subsequent events.

Technical Proposal
The Technical Proposal shall provide the following information:

a) Company Profile: A brief description of the company including its’ expertise and an outline of recent experience on assignments of a similar nature completed in the last five (5) years, including contract sum, name of the client, and contacts.

b) Technical Approach:

• The technical proposal should also contain a list of services and facilities to be provided.


c) Team:
• The company must include details of all personnel who will be assigned to the activities described in the scope of work, the specific technical value contributed by each member of the team as well as a clear management plan in narrative form for the development, review, and submission of all associated deliverables, including a milestone schedule.


Financial Proposal
The Financial Proposal shall provide the following information:
• The company should provide a cost proposal providing itemized fees and a breakdown of all costs to complete the proposed activities under the scope of work defined above. The cost must be in RWF VAT included.

Reporting Line
The firm will report to the Chief Marketing Officer.
Qualifications

The assignment will be undertaken by a company that meets the following criteria:
• At least 5 years of provable work experience in the field of Events Management, Branding, and Marketing.
• Excellent digital marketing skills.
• Knowledge about the structure of Rwanda Finance Limited.
• Knowledge of the Financial Sector.
• Excellent time management and organizational skills.
• Organize and prioritize work to meet deadlines.
• At least 3 certificates of completion (Good performance certificates from reputable public or private organizations).
• Being a member of the Rwanda Association of Professional Conference Organizers (RAPCO).
• Being able to demonstrate expertise in grooming an event from domestic to attracting international delegates.

Administrative Documents To Be Submitted
• Letter of Interest addressed to the CEO, Rwanda Finance Ltd
• Valid Tax Clearance Certificate
• Notified copy of Certificate of Incorporation
• Notified Power of Attorney, if the person signing is different from the one on the certificate of incorporation.
• Notified copy of the certificate of membership to a professional body, Rwanda Association of Professional Conference Organizers (RAPCO).

Proposal Evaluation
The following criteria will be used for the evaluation of the bids:
Qualifications relevant to the assignment 25%
Company and Team Profile (Project manager, technical director, Creative Designer, Stage and Performance designer, decorator, venue coordinator 25%
Reference to previous major events and conferences organized including Global Events 30%
General management and financial/budget reporting 10%
Language proficiency (English and French) 10%

Terms And Conditions:
The completion of all REI requirements must be by the instructions contained in this REI. Submission to Rwanda Finance Ltd of the technical and cost proposals will constitute an offer and indicates the consulting firm’s agreement to the terms and conditions outlined in this REI. Rwanda Finance Ltd is not required to accept and/or evaluate proposals that do not conform to the instructions of this REI and, in addition, Rwanda Finance Ltd may reject all proposals and not make an award.

Rwanda Finance Ltd reserves the right to make an award without discussion and/or negotiation; however, Rwanda Finance Ltd also reserves the right to conduct discussions and/or negotiations, which among other things may require the consulting firm to revise its proposal (technical and/or cost). By submitting an offer, consulting firms agree to comply with the general terms and conditions for an award, including Representations and Certifications of compliance. Consulting firms must provide full, accurate, and complete information in response to this solicitation. By submitting an offer, consulting firms certify that they have not and will not attempt to bribe or make any payment to Rwanda Finance Ltd employees in return for preference.

Issuance of this REI in no way obligates Rwanda Finance Ltd to render an award, nor does it commit Rwanda Finance Ltd to pay any costs incurred by the consulting firm to prepare and submit a proposal. Rwanda Finance Ltd reserves the right to award a contract to one organization or to issue multiple awards based on the results of our evaluation.