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Organization of the Closing Event and Preparation of Communication Materials for ECOserve Programme
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Company: The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
Duration: Period of assignment: 20 April 2024 - 10 November 2024
Deadline: 19 April 2024

COMPETITION TYPE : 

Call for Proposals

DETAIL DESCRIPTION : 

GIZ intends to award a contract to a local company for the Organization of the Closing Event and Preparation of Communication Materials for ECOserve Programme. The detailed Terms of Reference (ToR) of the assignment and the relevant Annexes are attached to this Call for Proposals.
If you are awarded the contract, you are not excluded from bidding for the implementation of the following project phase. However, a prerequisite for participation in a subsequent tender is that you do not benefit from your involvement in the previous contract and that the equal treatment of all bidders is ensured.

Context
The "Management of natural resources and safeguarding of ecosystem services for sustainable rural development in the South Caucasus" (ECOserve) Environment Programme is part of the wider German support in the priority area “Environmental policy, conservation and sustainable use of natural resources in the South Caucasus”. It is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH.
The objective of ECOserve is to improve the preconditions for the sustainable and biodiversity-friendly management of natural resources (in pastures and grasslands in Armenia), with particular focus on the energy security of the rural population. ECOserve is implemented by GIZ jointly with the partner Ministry of Territorial Administration and Infrastructure, Ministry of Environment, and Ministry of Economy of the Republic of Armenia.
The Programme has the following fields of intervention:
- Information on pasture and grassland/ rural energy is used for decision-making.
- Institutional framework for sustainable pasture management (SPM) is improved.
- Pilot activities for SPM, Energy Efficiency (EE) and Alternative Energy (AE).
- Environmental education and awareness-raising.

Tasks to be performed by the contractor
The main objective of this assignment is to organize the final closing event of the ECOserve Programme by bringing together stakeholders and beneficiaries to celebrate results and achievements, reflect on impact, share knowledge, foster collaboration, and provide a structured and meaningful conclusion of the ECOserve programme.
The contractor is responsible for providing the following services:

Task 1: Development, submission, and implementation of the plan/concept for the event management with detailed roles and responsibilities and implementation phases.
Develop, present, submit, and implement the detailed plan of the event management and organization in line with the developed event concept/agenda (GIZ will provide both the general concept and the event agenda).

Task 2: Development of the branding of the event
Develop a unique and compelling event branding for the closing event of ECOserve Programme that encapsulates the essence of the occasion. Create a cohesive visual identity, including color schemes and design elements, that resonates with the event theme. Ensure that a detailed proposal outlining the scope of work, timeline, and associated costs are shared with GIZ, and written approval is received. Up to 10 edits/changes may be suggested by GIZ team members for the design of the branding.

Task 3: Development and production/publishing of the visibility materials.
Develop (design) and produce/print visibility materials in line with the branding and visibility requirements a minimum of 48 working days before the event.
Here are the essential materials to be designed (developed) and produced:
- Design a comprehensive Programme brochure in two languages including lessons learned - electronic version (Armenian and English languages) (up to 30 pages max.)
- Design and produce (print out) 3D nature (e.g., forest) photo shooting booth with the Programme logo (the logo will be provided by GIZ) symbolizing biodiversity (minimum size is 6m x 2m)
- Design and produce (print out) exhibition booths in 3D formats representing the goals of each Output (up to 5 pieces)
- Design result posters in two languages (Armenian/English) (coloured, A2 size) up to 10 pieces

Task 4: Organization of the event
Based on sustainability approaches, identify a venue for the Programme’s closing event with the capacity to host around 100 participants. The venue should be equipped with appropriate lighting, one big screen in the centre of the venue (5m x 3m) and two small screens (1.5 m x 2m) next to the big screen (the screens should be displayed back to the speakers), with restrooms, ventilation system, heating system, dressing room and should have enough space for a translator’s booth as well as space for organizing a project exhibition. Discuss the possible options of the venue with the responsible team members of GIZ before the final selection. The price should be negotiated considering factors such as services, flexibility, and any additional costs. A written agreement or contract should be ensured for the venue.

Task 5: Establishment and maintenance of communication with the service providers and GIZ
Regularly (daily) communicate with the service providers and GIZ ECOserve team, informing them about the event details and any specific requirements. Implementation should be guided by the preliminary event concept provided by GIZ. Closely cooperate with the technical team for smooth management of audio and video effects. Engage with media representatives to ensure the publicity of the event.

Task 6: Organization of an exhibition covering all the outputs of the Programme
Provide special equipment for showcasing 15 posters during the exhibition (up to 15 pieces)
Task 7: Providing the service of professional video and photo shooting of the event Produce one video in high quality and photos (up to 30 photos) of the event.

Task 8: Producing professional photos (up to 30 photos) from the field documenting the results of “before” and “after”.
The “before” and “after” photos should clearly document and illustrate the results achieved in the field including improvements, transformations, or changes over time.

Task 9: Providing the needed equipment
The service provider provides the following equipment and supplies (consumables) for the organization of the event.
- one big screen in the center of the venue (5m x 3m)
- two small screens (1.5 m x 2m)

Task 10: Providing the service of a professional moderator/facilitator of the event
The contractor should provide a moderator/facilitator of the event who should speak English C1 level.
Task 11: Costs, expenditures, and reporting
- The contractor manages costs and expenditures, accounting processes, and invoicing in line with the requirements of GIZ.
- The contractor reports regularly to GIZ according to GIZ rules and regulations.
- In addition to the reports required by GIZ, the contractor submits the following reports: interim and final report.

Certain milestones can be found in ToR file attached below the announcement.

Concept (how to implement)
In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed (see Tor File attached below)) are to be achieved, if applicable under consideration of further method-related requirements (technical- methodological concept). In addition, the tenderer must describe the event management system for service provision.
Note: The numbers in parentheses correspond to the lines of the technical assessment grid.
Technical-methodological concept
Strategy: The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed).

The tenderer is required to present the actors relevant to the services for which it is responsible and describe the cooperation with them.

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (see Tor File attached below).

Project management of the contractor
The tenderer is required to explain its approach for coordination with the GIZ project. In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail.

The tenderer is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the tender; the plan includes information on assignment dates (duration and expert months) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

REQUIREMENTS : 

.
Personnel concept
The tenderer is required to provide personnel who are suited to filling the positions described, based on their CVs (see Chapter 6), the range of tasks involved, and the required qualifications.
The below-specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Qualification of the proposed staff (1)

Team leader
Tasks of the team leader
- Development of the concept note/plan of the event management.
- Implementation of the concept/plan of the event management
- Overall responsibility for the event management of the contractor (quality, equipment, and deadlines)
- Coordinating and ensuring communication with GIZ, partners, and others involved in the project.
- Personnel management, identifying the need for short-term assignments within the available budget, as well as planning and steering assignments and supporting local and international short-term experts.
- Regular reporting in accordance with deadlines.

Qualifications of the team leader
- Education/training: university degree in project management, communications, marketing, journalism, political science, international relations, or a related field
- General professional experience: 7 years of professional experience in the PR, Communications, Event Management, Management Sector.
- Specific professional experience: 5 years in Event Management and Communications.
- Leadership/ management experience: 5 years of management/leadership experience as project team leader or manager in a company.

Key expert 1

Tasks of key expert 1
Graphic Designer/Visual Content developer
- Develop the branding of the event.
- Develop creative concepts and visual designs that align with the project goals and objectives.
- Create visually appealing graphics, illustrations, and layouts for various mediums, including print, digital, and social media.
- Ensure consistency in visual elements to maintain and strengthen brand identity across all platforms and materials.
- Choose and use appropriate fonts and typography to enhance the readability and visual appeal of designs.
- Apply knowledge of colour theory to create harmonious and effective colour schemes that convey the intended message.
- Edit and manipulate images to enhance their quality and suit the design requirements.
- Ensure a cohesive and integrated approach to visual content.
- Communicate with clients or stakeholders to understand their requirements and incorporate feedback into the design process.
- Stay updated on industry-standard graphic design software (e.g., Adobe Creative Suite) and use these tools effectively to produce high-quality designs.
- Prepare and set up files for print production, ensuring that designs meet the technical specifications for different print materials.
- Create designs that are adaptable and responsive to different devices and screen sizes.
- Meet deadlines while maintaining the quality of work.
- Receive and incorporate feedback from clients, team members, or stakeholders to refine and improve designs.
- Approach design challenges with a problem-solving mindset, finding creative solutions to visual communication issues.
- Pay meticulous attention to detail, ensuring accuracy and consistency in all design elements.
- Adhere to ethical standards in design, respecting copyright laws and considering the impact of visuals on diverse audiences.

Qualifications of key expert 1
- Education/ training: Higher education in graphic design, visual content development and/or arts.
- General professional experience: Minimum 5 years of profession experience in design, graphic design and visual content development (portfolio should be provided)
- Specific professional experience: Adobe Photoshop, Adobe Illustrator, Adobe InDesign, ArchiCAD, Atlantis, 3Dmax
Soft skills of team members

In addition to their specialist qualifications, the following qualifications are required of team members:
- Team skills
- Initiative
- Communication skills
- Socio-cultural skills
- Efficient, partner- and client-focused working methods
- Interdisciplinary thinking

Short-term expert pool with minimum 3, maximum 4 members (tasks to be written)
For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV and portfolio (if available) for each pool member (see below Chapter 7) Requirements on the format of the bid) for the assessment.

Tasks of the short-term expert pool
- High-quality photo and video material producing
- 3D exhibition booths and forest creation and production.

Qualifications of the short-term expert pool
- Education/training: video and photo shooting experts with university qualifications in video and photo shooting and editing, experts with university qualifications in branding (design).
- General professional experience: 1 expert with 7 years of professional experience in the event management sector, 1 expert with 5 years of professional experience in, 1 expert with 5 years of professional experience in photo and video shooting and producing.
- Specific professional experience: 1 expert with 5 years of professional experience in Adobe Photoshop, Adobe Illustrator, Adobe InDesign, ArchiCAD, Atlantis, and 3Dmax.

The tenderer must provide a clear overview of all proposed short-term experts and their individual qualifications.

Costing requirements
The basic calculations (please see the TOR file attached below the announcement) for the contract for works are a reference value based on the acceptance criteria for each partial work/milestone specified in Chapter 2 (Tasks to be performed by the contractor).

Since the contract to be concluded is a contract for works, we would ask you to offer your services at a lump sum price. Therefore, please divide the lump sum price into the milestones described below. The price per milestone must contain all relevant costs (fees, travel expenses etc.).

In addition, the assessment of the financial bid is also based on the underlying daily rate. Please also provide the underlying daily rate. A breakdown of days is not required.

APPLICATION PROCEDURES : 

If you are interested in performing this work, please submit a bid in accordance with the GIZ bidding conditions described below till 19 April 2024, 17:00 (date of receipt at GIZ). Proposals received after the deadline will not be considered.
Your bid should be submitted electronically.

Electronical offer
1. Your bid, comprising the technical offer (company’s background, relevant experience, CVs of involved experts, rough concept with a workplan and timetable, etc.) and the price offer (signed document, calculation based on expert days must be clearly marked as such,
and submitted as two separate emails. The technical offer should be in English language. Please send your bid to AM_Quotation@giz.de with the following subject line:

For technical offer with the subject line: 83462629 Technical Offer
For financial offer with the subject line: 83462629 Financial Offer

All documents must be submitted in PDF format. Please do not put any other recipient in a copy.

Price offer
The payment will be done in local currency. Tax and customs privileges shall apply to this procurement. Please take this into consideration while preparing your company’s offer.
The Tax Identification Number of GIZ is 02898241

Procedural questions
Please address any commercial, technical and procedural questions at an early stage. Questions will be answered if they are received at the latest two working days before the closing of the tender. Questions must be raised in writing by email only to:

Mrs. Liana Nikoghosyan
email: liana.nikoghosyan@giz.de

Non-compliance may result if your bid is not being considered.

Please find the Evaluation of Offer in the below attached "Call for Proposals" file.

Please clearly mention in your application letter that you learned of this job opportunity through Career Center and mention the URL of its website - www.careercenter.am, Thanks.

ATTACHMENTS:

file icon 83462629ToR.pdf - ToR file icon 83462629CallforProposals.pdf - Call for Proposals file icon 83462629AssessmentGrid.pdf - Assessment Grid file icon 83462629GeneralTermsOfContractARM.pdf - General Terms in Armenian file icon 83462629GeneralTermsOfContractENG.pdf - General Terms in English

ABOUT COMPANY : 

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) is an international cooperation enterprise for sustainable development with worldwide operations. It provides viable, forward-looking solutions for political, ecological and social development in a globalized world. GIZ promotes complex reforms and change processes, often working under difficult conditions.