Expression of Interest (EoI) - Event management for the East Africa Pharma and Biotech Conference 2024  

Reference Number: 83456125

Publication date: 12.12.2023

0. Background

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The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region. 

1. General information 

a. Brief information on the project 

In Rwanda, the cluster “Sustainable Economic Development” includes the Special Initiative “Decent Work for a Just Transition”, which is financed by the Federal Ministry of Economic Cooperation and Development (BMZ). The component on the

pharmaceutical and biotechnological sector in Rwanda 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 the 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 and biotechnological manufacturing. However, the industry sector is still in its infantry, with only a few companies 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. Therefore, the East Africa Pharma and Biotech Conference ‘23 was convened on 13 – 14 June 2023 in Kigali. The conference was hosted by the Government of Rwanda, represented by the Rwanda Biomedical Centre (RBC), and Africa CDC. It brought together representatives from industry, government, education, research, civil society and development cooperation. Pharmaceutical and biotech companies that operate in Rwanda or plan to do so in the future came together for the first time.

As the conference in June 2023 was a great success with bringing new industry stakeholders to Rwanda, a second edition will be organised in 2024. The objectives of the East Africa Pharma and Biotech Conference ‘24 are: 1) Attract investments in the sector in Rwanda and East Africa 2) Buy-in of new industry experts, while keeping existing stakeholders actively engaged 3) Enhance collaboration and synergies across stakeholders.

The 2-day conference shall take place in August/September 2024 in Kigali, Rwanda. The exact date is to be confirmed with the co-hosts and conference partners. Participants will come from a range of different sectors, including government (at Ministry level), regulatory bodies, industry, education, civil society and development cooperation. The conference’s program will include a range of different elements such as plenary sessions, breakout sessions hosted by conference partners, investors’ meetings, site visits, an exhibition space.

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. It is against this background that the project is seeking to contract an event management. 

c. Objective of the assignment 

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 to manage the organisation of the above mentioned East Africa Pharma and Biotech Conference ‘24. As per the current estimations, up to 200 participants will take part in the event. The event organiser shall support the GIZ team in the preparation of the logistical, managerial and administrative tasks while the content (agenda, speakers etc.) will be organized by the GIZ team. 

GIZ shall hire the contractor for the anticipated contract term, from 01.02.2024 until

31.12.2024. 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: 

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 the offer

Technical Offer:

• A cover letter expressing your interest in this assignment
• Technical proposal as per template provided
• Up to date CVs of proposed experts
• Company Registration certificate (RDB)
• VAT registration certificate
• Tax clearance certificate
• Proof of successful completion of related assignments.
• Annex on outsourcing of data processing 

Financial offer:

Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs. The costs must be in RWF and VAT excluded. Price sheet attached must be used for the financial offer. 

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 December 27^th 2023. 

Please you must write on each email subject this sentence: 83456125-Technical/financial offer, without this sentence, your offer may not be considered 

Hard copies are not allowed this time 

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