Call for  Proposal/Tender

Procurement Reference Number 11-3.9.2021 - CCIAS ES

Subject: Proposal for Quotes / tenders for  the provision  of organizational and technical support  and simultaneous interpretation services for the MEDST@rts Mid Term Conference

The Chamber of Commerce, Industry and Agriculture of Saida and South Lebanon , Lebanese partner of the MEDSt@rts Project is seeking  through this tender process to  appoint a suitable Contractor to provide organizational and technical support and simultaneous interpretation services for the hybrid Mid Term conference

Interested tenderers can send their technical and financial offers as per tender specification and PFR to medstarts@ccias.org.lb

Instruction for submitting tenders and TOR/RFP are copied below.

‼️‼️The Deadline for the invitation of  tender has been extended to 26 September 2021 at 16:00pm ‼️

Instructions

1. General Information:

Subject of the contract: Provision of  Organizational , Technical  and Interpreting services as indicated in the RFP (reference for Proposal)

Deadline for submission of the tenders: The tender shall arrive 14 September 2021at  16 :00 pm .

Address and means of submission of the tenders: The tenderers shall submit their tenders using the sample submission form available in Part 2 of this tender dossier. The tender shall be submitted in 1 (one) original. In case of e-mail submission, the tenderer may provide a scanned original.

If delivery by post or courier, the tenders shall be submitted in two separate envelopes:

• envelope one for the tenderer’s information, the tenderer’s statement and the technical offer and
• envelop two for the financial information.

An envelop including both envelopes will contain the following information at the external part:

Name and address of the contracting authority

Title of the tender

Reference number

Name and address of the tenderer

If delivery by e-mail, the message shall clearly indicate:

Title of the tender

Reference number

Name and address of the tenderer

The tender submission form and any supporting documentation shall be provided as attachment to the e-mail.

2. Technical Information :

The tenderers are required to provide services as per TOR/ RFP. In the technical offer, the tenderers will indicate more details on the deliverables, and required time frame. 

3. Financial Information

The maximum available value of the contract is 23000 EUR or its equivalent  in national currency.

4. The selection criteria:

The award criterion is best value for money, weighting 80% technical quality and 20% price.

The technical evaluation of the proposals will include:

- the extent to which the requirements and expectations have been satisfactorily addressed; - the quality of the overall proposal;

- the appropriateness of the proposed approach;

- the quality of the technical solution proposed;

- the manner in which it is proposed to manage event;

- the experience of the firm in carrying out related events;

1. TENDERER’S INFORMATION

Offer submitted by :

Contact person:

2. TECHNICAL OFFER

Please provide details on the offered services by using the standard tables below .

3. FINANCIAL OFFER

The total price for the offered services/ is .

The offered price includes the execution/delivery of the items described in the technical offer, as well as all the related incidental costs, such as transport, logistics, etc., when required.

Please include a detailed breakdown, in accordance with the items in the technical offer. For fee-based service contracts, include the number of expert days and the daily fees, as well as the breakdown of the incidental costs.

Proposal For Reference

Background

As a partner in the MEDST@rts project, the Chamber of Commerce, Industry and Agriculture in Sidon and South Lebanon (CCIAS) is implementing the project activities in Lebanon. MEDSt@rts-  Med microfinance support system for start-ups - project is financed by the European Union’s ENI CBC Med Programme and implemented between October 2019 and April 2022 in Italy, Greece, Tunisia, Palestine and Lebanon by a partnership of 7 organizations.

Objective of the PFR

The Chamber of Commerce, Industry and Agriculture in Sidon and South Lebanon (CCIAS requires a contractor to provide technical and organizational support for the organization of Medst@rts Mid Term Conference . This includes the end to end management of the organization of the two day conference online and on-site (set up of online platforms (e.g. Zoom etc), technical support before/during the webinar, support to/and management of speakers and participants, and all other related tasks to ensure the proper organization of the event.

The number of  participants for day 1 ( steering committee meeting ) is up to 20 partcipants and for day 2 (public event)  is expected to be up to 110 participants  divided as follows : online up to  50 participants  (especially in the case of live streaming of the event), on-site are expected to be for up to 60 participants .

Public event day is typically 3- 4 hours long, and project steering committee meeting is half day (8-  10 hours). Expected date for the organization of the event October 2021.

Work to be performed:

The selected supplier  will be required to perform the following activities to ensure the good organization of the Mid Term Conference:

• Provide 3 expetrs/ specialists to tackle subjects related to status of SMEs and stat Ups in MENA countries, financial Inclusion (to be decided on with the Saida chamber)
• Technical set up of necessary applications and hardware for the online meeting and public event and simultaneous interpretation as required.
• Technical support (including provision of equipment) for on-site/hybrid half day event (microphones, camera, Led screen, video monitor, synchronized interpreting service to be provided by the contractor.

• Provide support for interpreters when required, such as interpretation rehearsal, technical check and arrangements, coordination between interpreters and speakers
• Coordinate and organize dry-runs for speakers and organizers
• Manage registration systems for participants
• Provide simultaneous synchronized (remote and onsite) interpretation services for the languages: Arabic- English- Italian
• Catering Logistics for onsite participants
• Media Coverage for the event

Details of expected activities are as below:

• Comprehensive technical and organization plan based on the finalized programme provided by Saida Chamber
• Set up of the online event with a dedicated software solution (e.g. Zoom or equivalent), including setting up and managing the organization of live streams when required
• Provide a platform/solution that will allow participants to register online using a tool similar to or such as the integrated function in ZOOM (or equivalent interface)

• Comprehensive management of the operation
• Act as host/co-host and monitor chat, raise hand, mute/unmute of speakers, screening of participants entering the meeting, and other general management of the meeting (time management, screen sharing management, timekeeping)

< Preparation for hybrid public event )half – Day 4 hrs. long>

• Comprehensive organization and technical  plan based on the finalized programme approved by Saida Chamber
• Handle the registration/cancellation of participants and other enquiries
• Pre-meeting briefing to panelists and other participants or interpreters (on how to participate in the event)
• Pre-meeting rehearsal (2 times)

• Provide panelists with advice for their presentation and screen check (voice, light, etc.) 
• Connection test with each site and follow-up with respective panelists and interpreters ( at least one week before)

• Venue setting with required equipment (audio/visual equipment, as well as simultaneous/consecutive interpretation equipment). The contractor will need to provide all necessary equipment.

• Technical support (including provision of equipment) for on-site live streaming of events when required (microphones, camera, lighting, video monitor to be provided by the contractor)
• Set up of necessary applications and hardware for online forum and interpretation
• As interpreters are in a different location, they require visual input provided via screens or video monitors.
• Screens, preferably LED, and shall be large enough for the interpreter to read the text disp-yed or clearly see images.
• The interpreters will receive, as long possible before the meeting, the documents that will be used during the interpretation (presentation etc...)
• Provide appropriate sound quality, individual headsets with high quality microphones for on-site particpants.

On the day for hybrid forum

• Provide support for the operation and management of AV equipment (as per description above) including interpretation system, and live streaming system if required
• Act as host/co-host and monitor chat, raise hand, mute/unmute of speakers, screening of participants entering the meeting, and other general management of the meeting (time management, screen sharing management, timekeeping
• Time management of the programme and support the panelists as necessary
• Venue clearance

Deliverables

The expected deliverables for online event are:

1. Set up of necessary applications and hardware for online forum and interpretation
2. Pre-meeting rehearsal (2 times)

2) Provide panelists advice for their presentation and screen check (voice, light, etc.)

2) Connection test with each site (at least one week before)

3. Management of event operation (to support registration, mute, enter/exit of participants)

The expected deliverables for on-site event are:

1. Administer the participants’ registration and respond to enquiries from them.
2. Venue arrangement with required equipment
3. Management of event operation

The provider shall be operating in the field of conference services/communication with proven expertise in organizing online public events/meetings using online meeting solutions (e.g. Zoom, etc.) and /or other similar platforms, as well as on-site events.

Experience

• Experience in the field of conference services (online and on-site).
• Experience in managing events requiring simultaneous and/or consecutive translation.
• Experience in organizing and managing online public events using Zoom, Teams, or any other similar platforms.
• Adequate technical knowledge to propose and manage technological solutions required for the organization of public conferences.