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

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 

Similar Jobs in Rwanda
Learn more about GIZ Rwanda
GIZ Rwanda jobs in Rwanda

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: 

Advisory 

• Advise on the questions regarding the event during the conceptualisation phase as part of the planning committee, e.g. on the format of the conference, innovative tools and concepts to use, especially for networking purposes and the planned exhibition space, the methods used, timeline, side events, cultural framework offers to participants

Managing the venue for the conference 

• The reservation and booking of the conference venue shall be supported by the contractor. The contractor will prepare all relevant details that are needed for GIZ to request quotations for different venues. These relevant details include the number of conference packages and conference rooms needed, additional technical set-ups required (e.g., microphones, camera, internet speed) and any other information. GIZ will then use this to request for quotations and do the booking process.
• Ensure that the technical requirements are met by venue (e.g. internet speed, microphones, camera); check this at the different venues that GIZ is requesting quotations from
• 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 at the venue
• 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) – costs will be borne by GIZ through the contract with the venue
• Ensure that a live-streaming/virtual participation is possible; it shall be defined how many sessions will have virtual participation as an option.
• Set up registration table for the welcoming of participants, get signatures from participants and hand out name tags etc.
• Support in setting up an exhibition space with conference booths where different participants (e.g. universities, institutions and companies) can show what they are doing in the sector and what they are planning for Rwanda
• The contractor shall be responsible for the communication with the venue once it is reserved; this includes all alignments on the set up of rooms and communicating the agenda; a technical meeting shall be organised by the contractor 

Participation management and travel/transport arrangements 

• Set up a registration system for participants (e.g., through email, portal or website); 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);
• Set up an event website where participants are informed about the conference and kept up to date about the program and speakers; this website shall be developed by the contractor (pool of experts – not sub-contracted); a pre existing template shall be used on the contractors’ servers. The website shall only be used for registration purpose and to inform participants about the program; the content will be provided by GIZ; the website shall be online for 6 months in total
• The contractor shall be available to answer to participants’ inquiries
• The accommodation of GIZ sponsored participants will be reserved and booked through GIZ. The contractor shall be responsible for the communication with the hotel once the reservation is confirmed. The contractor shall liaise with the participants about arrival and departure times and organise the airport transport with the hotel.
• Send out (plus share on conference website) information package (arrival details, transfers, hotel, visa requirements, agenda, general city info etc.) to all participants ahead of the conference; this information shall also be integrated on the event website
• Prepare and set-up general information kiosk for participants on-site/at the venue where they can ask for assistance/ information during the conference
• Organize bus transfers for all GIZ sponsored participants from the hotel to the event venue on all conference days; this service shall be sub-contracted by the contractor
• Organize bus transfers to side events, if applicable 

Design and preparation of conference material 

• The conference design was already developed during the last conference in 2023; the same logo and colours shall be applied for communication material (e.g., banners, name tags, conference summary, totem, digital agenda)
• The contractor shall set up a QR code for the conference agenda
• Print and prepare conference material in line with agreed design 

Conference documentation 

• There will be a written and visual summary of the conference, the contractor shall provide the layout of the document and put the content together (photos, graphics recordings, logos and text elements will be provided by GIZ and conference partners)
• The contractor will ensure that consent is collected from all participants for taking photos during the event (the form will be provided by GIZ)
• The contractor will liase with the media/press that will be present during the conference

Special services

• Ensure that the conference is accessible for all (e.g. people with disability)
• Ensure hygiene concept (e.g. COVID-related measures, if applicable)
• Integrate sustainability measures into the event management concept (e.g. reduce plastic packaging/bottles, use local food providers for catering services etc.)
• Develop a leaflet or share existing 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 (including main services and other costs, see section 3). 

Technical proposal 

The bidder shall submit a technical proposal that outlines 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 in the technical proposal. 

Qualifications of proposed staff

The contractor shall provide a pool of experts for the planning and execution of the conference. The pool of experts shall cover all services listed in section 1e. The contractor shall identify 1 person responsible for the overall execution of the services. The team leader shall be supported by 4 experts.

1.1 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 (4 experts)

1.2.1 General qualifications
Education: Academic degree or diploma in a relevant field (e.g. event management, social sciences, business management/administration, IT, design 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 all experts 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 58 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 58 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 cannot directly be provided by the contractor and need to be sub-contracted by the contractor, these may include:

Important: The contractor will be required to submit EBM receipts of all sub-contracted services to GIZ. Reimbursement of actual costs up to the maximum amount specified in the contract. 

All services that are provided by the contractor (in-house and not sub-contracted) must be specified in the technical and financial proposal. 

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, services need to be sub-contracted (see other costs) 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 2,517,000 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.

4. 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 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 

GIZ reserves all rights