Expression of Interest (EOI) Event management for the Pharma Conference in Kigali, Rwanda
1. General information
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Great Lakes Region and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology), Natural Resources, Peace and Security and Sexual and gender-based violence (SGBV).
a. Brief information on the project
In Rwanda, the cluster “sustainable economic development” includes the Special Initiative on Job Creation and Training (SI Jobs), which is financed by the Federal Ministry of Economic Cooperation and Development (BMZ). The recently commissioned component on “Job partnerships and SME promotion in the pharmaceutical sector” is officially part of the “Special Initiative for Training and Job Creation” (hereafter referred to as SI Jobs) in Rwanda.
It is financed by the Federal Ministry of Economic Cooperation and Development (BMZ) and aims at strengthening the pharmaceutical and bio-technological sector in Rwanda. It focuses on the following measures:
1. Strengthening the regulatory framework and governance for pharmaceutical and biotechnological products;
2. Improving opportunities for qualification and training measures for professions at different levels in the pharmaceutical and biotechnological sector;
3. Investment promotion and support networking between Rwandan and international actors in the pharmaceutical and biotechnological sector.

b. Context
Rwanda heavily depends on the import of medicines and vaccines. To ensure access to affordable and quality pharmaceuticals, the Government of Rwanda decided to transform the country into a regional hub for pharmaceutical manufacturing. However, the sector is still in its infantry, with very limited industry and the workforce required to build up the sector is almost absent. Thererfore, the investment of BioNTech is considered vital to attract more companies and to build a conducive ecosystem needed for pharmaceutical production.
To successfully build a conducive ecosystem for the pharmaceutical and biotechnological sector, a range of interlinked elements need to be put in place and a close collaboration among stakeholders is essential. Moreover, potential investors have a range of questions they consider before entering a new market.
A pharma conference will be conveined with the aim to attract potential investments to successfully develop the pharmaceutical and biotechnological sector in Rwanda. The conference shall support the networking among stakeholders across sectors, promote Rwanda as location for potential investments and attract business and academic interest.
The 2- or 3-day (still tbd) conference shall take place in early 2023 (preferably March) in Kigali. Particpants will come from a range of different sectors, including government, regulatory bodies, industry, education, civil society and development cooperation. The conference’s program will include a range of different elements such as investors’ meetings, a tour through the regulatory institution, a visit to the special economic zone, market place and other side meetings.
While the content of the conference will be planned with the Rwandan partners and relevant experts, there is need for support of planning (logistically) and execution of the event in Kigali, Rwanda.
c. Objective of the assignment

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The objective of the assignment is to support the planning and execution of the conference in Kigali.

d. Contract term

GIZ is looking for an experience event organiser consulting firm to manage the organisation of the above mentioned Pharma Conference. The event organiser shall support the GIZ team in the preparation of the logistical and administrative tasks while the content (agenda, speakers etc.) will be organized by the GIZ team. For support in the content-related preparation of the conference, GIZ will also contract an international expert for pharmaceutical production. In some instances, close coordination between the contractor and the international expert will be required.

GIZ shall hire the contractor for the anticipated contract term, from 15.12.2022 until
31.08.2023. If all services have been provided, the contractor may issue the final invoice. The extended contract term serves as a contingency to allow for any unforeseen circumstances.
e. The contractor shall provide the following services:

I. Advisory
• Advise on the questions regarding the event during the conceptualisation phase (e.g. on the format of the conference, the methods used, timeline, side events, cultural framework offers to participants)

II. Securing and managing the venue for the conference
• Provide GIZ with a short list of relevant conference venues and hotels (accommodation should be provided in one hotel for the participants that get accommodation paid by GIZ; all self-paying participants may choose the accommodation by themselves and do the booking themselves); the booking needs to be done through GIZ; however, the coordination and communication shall then be done by the contractor, in close collaboration with the political partner in Rwanda
• Ensure that the technical requirements are met by venue (e.g. internet speed, microphones, camera)
• Coordination of all relevant service providers – this may include technical support (IT during the event), transport (from the airport to the hotel and from the hotel to the event venue), security (in case relevant), COVID-19 measures (testing personnel and facilities); all these services shall be sub-contracted by the contractor
• Ensure all meeting rooms are arranged and ready for the conference as per the conference programme (includes set-up and technical infrastructure)
• Ensure that all required equipment (IT and and other) is available and put in place an IT support team to ensure that the sessions run smoothly
• Ensure catering is provided by the venue as part of a conference package (communicate coffee breaks and lunches each day and make sure the right menu and choices are provided)
• Set up registration table for the welcoming of participants and hand out name tags etc.
• Set up a market place with tables where different participants (e.g. universities and companies) can show what they are doing in the sector and what they are planning for Rwanda

III. Participation management and travel arrangements
 Provide a registration system for participants (e.g. through email, a portal or app); this shall be set up by the contractor, not an external service provider; this will involve the processing of personal data such as name and contact details of participants for the purpose of registration and reservations; therefore, the contractor is required to conform with GIZ data protection rules (see section on data protection);
• Monitor and document participants’ registrations, provide GIZ with regular updates in registrations and registration lists
• Answer to participants’ inquiries
• Block accommodation in conference hotel according to travel days of the participants
• Arrange the booking of flights for GIZ sponsored participants as well as airport transfers and communicate booking changes and requests
• Liaison with participants regarding visa applications (with support from GIZ)
• Send out (plus share on conference website) information package (arrival details, transfers, hotel, visa reguirements, agenda, general city info etc.) to all participants ahead of the conference
• Prepare and set-up general information kiosk for participants on-site where they can ask for assistance/ information during the conference
• Organize bus transfers for all participants to and from the foreseen visits (e.g. special
economic zone Kigali); this service shall be sub-contracted by the contractor

IV. Design and preparation of conference material

• Provide 3 options for branding/ design of the conference in line with GIZ rules
• Communication Guidelines: this includes logo, banner, roll-ups, designed agenda etc.
• Print and prepare conference material in line with agreed design

V. Documentation
• Photo documentation of entire event; this includes liaison with existing photographer at SI Jobs; here, GIZ data protection rules shall apply (e.g. consent form needs to be signed by all participants before photos are taken)

VI. Special services
• Ensure that the conference is accessible for all (e.g. people with disability)
• Ensure hygiene concept (e.g. COVID-related measures)
• Integrate sustainability measures into the event management concept (e.g. reduce plastic packaging/bottles, use local food providers for catering services ets.)
• Develop a leaflet that includes options and info for touristic travels within the country for participants who are interested (e.g. propose which companies organize trips to Akagera National Park, the volcanoes, Lake Kivu); in case participants decide to participate in touristic activities, they will cover the costs and the organization should be done by the respective companies providing the services
2 Tender requirements

The evaluation of offers will be conducted on the basis of the submitted offer of services (technical proposal + CV) as well as the proposed price offer.

Technical proposal

The bidder shall submit a technical proposal that outlilnes how each of the services in Chapter 1 will be implemented. This includes a description of how to secure and manage the venue, the type of participation management used and how travel arrangements will be done, design and preparation of conference material, documentation and special services.

The bidder shall make sure to address each of these points.


Qualifications of proposed staff
The contractor shall provide a pool of experts for the planning and execution of the conference. The contractor shall identify one person responsible for the overall execution of the services. The team leader shall be supported by 2-3 experts.
1 Expert 1: Team leader
1.1.1 General qualifications
Education: Academic degree in a relevant field (e.g. event management, social sciences, business management/administration etc.)
Professional experience: 8 years’ experience in event management, including international events with stakeholder from different sectors and high political representation; shall have experience in conducting and managing events in Rwanda; shall have experience in conducting hybrid events (with virtual participation); shall have political sensibility in the communication with stakeholders and partners
1.1.2 Experience in the region/knowledge of the country: 3 years working experience in Rwanda
1.1.3 Language skills: business fluency in English (spoken and written)

1.2 Expert 2: Expert pool
1.2.1 General qualifications
Education: Academic degree or diploma in a relevant field (e.g. event management, social sciences, business management/administration, IT etc.)
Professional experience: 2 years of experience in managing events, shall have political sensibility in communicating with stakeholders and partners
1.2.2 Experience in the region/knowledge of the country: 1 year working experience in Rwanda
1.2.3 Language skills: business fluency in English (spoken and written)

 
3 Specification of inputs and costs

Please calculate an average daily fee rate for the service provision. Do not specify fee rates according to the type of personnel.

Calculate this average daily fee for a total amount of 50 days. The financial settlement will be based on actual days spent for delivery of the services. Proof of work and days spent needs to be delivered to GIZ.

It is not permissible to deviate from the 50 working days in the financial proposal. Failure to abide by these regulations can lead to your bid not being considered.

Other costs
Other costs may include services that are sub-contracted by the contractor, these may include:
• Printing (e.g. agenda, handouts, leaflets, banners, posters)
• Additional technical tools (e.g. rental of camera, microphones, speakers)
• IT support (in case external IT support is needed to smoothly run the conference)
• Name tags for participants
• Transport (bus transport from the hotels to the conference venue and to other venues to be visited)
• Renting tables for a market place, in case they cannot be provided by venue

Flexible remuneration item

In case that during the assignment period the work on the above listed tasks is a lot more than calculated in this document or any additional work packages arise in the implementation, flexible remuneration can be made use of. Hence, bidders are required to include a budget of 1,300,000 RWF in their financial proposal. In accordance to the general terms and conditions of contract, use of the flexible remuneration item must be approved by GIZ before the costs in question are incurred.
Fee days Number of experts Number of days per expert Comments
• Preparation/debriefing
• Implementation 3-4 10 The number of days will be 50 for the entire expert pool
3-4 3
Travel expenses
• Per-diem allowance in country of assignment
• Overnight allowance in country of assignment
• Travel costs (train, private vehicle)
Number of experts Number of days/nights per experts Comments
0 0 n/a
0 0 n/a
0 0 n/a
Flights
• International flights
• Domestic flights Number of experts Number of flights per experts Comments
0 0 n/a
0 0 n/a
Other costs Amount Comments
Flexible remuneration item EUR 1,300,000 RWF
Sub-Contractors Please list the costs for all sub-contractors and smaller procurements separately
Data Protection

The consultancy agrees to and cooperates on the following: Personal data will be processed on behalf of the client, represented by GIZ. Therefore, an agreement on "Outsourcing of data processing (AuV)" will be concluded with the consultancy in accordance with the General Data Protection Regulation (GDPR) of the European Union (EU). For this purpose, the technical and organisational measures (TOM) for compliance with the data protection requirements must be outlined prior to conclusion of the contract. If the consultancy has already been audited by GIZ in the past, an update in accordance with GDPR must nevertheless be sent. After a positive check, the contract is concluded with the AuV attachment. The AuV is attached as part of these tender documents.

The bidder is required to submit the TOM along with the technical proposal. The TOM that must be outlined are specified in the document “Outsourcing of data processing”. The TOM will not be assessed during the evaluation of the technical proposal; however, it is mandatory to submit them.

Failure to do so can result in your bid being excluded from the tender procedure.

5 Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 1, section e). The concept should outline how each item in Chapter 1 section e will be implemented by the bidder, including the methods used. Moreover, the bidder shall also outline the concept for managing the project. It must be legible (font size 11 or larger) and clearly formulated. The bid is drawn up in English.

The CVs of the personnel proposed shall not exceed 4 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long.

If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

Please calculate your price bid based exactly on the aforementioned costing requirements. In the contract the consultancy has no claim to fully exhaust the days/travel/workshops budgets. The number of days/travel/workshops and the budget amount shall be agreed in the contract as ‘up to’ amounts. The specifications for pricing are defined in the price schedule.

6 Submission of offer
The Expression of Interest should contain the following:
1) Technical Proposal:
o A cover letter expressing your interest in this assignment
o Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, on how will be your approach to complete the assignment
o CVs of the expert proposed
o Company registration certificate (RDB)
o VAT registration certificate
o Latest tax clearance certificate
o Proof of successful completion of related assignments.
o Outsourcing of data processing document

2) Financial Proposal:
o The Financial Proposal indicates the all-inclusive total contract price, supported by a breakdown of all costs. The cost must be in Rwandan Francs and VAT excluded.

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 25th November 2022
Please you must write on each email subject this sentence: 83425829-Technical/financial offer, without this sentence, your offer may not be considered
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