Tender Advertisement #1365546

REQUEST FOR TENDER

2023 PACIFIC RESILIENCE MEETING (PRM) VIRTUAL CONFERENCE PROVIDER

BACKGROUND

The consultancy is established for the purpose of developing, designing, and managing a virtual platform for the 2023 Pacific Resilience Meeting (PRM)/ along with some general support related to the management of the event (i.e registration process).

The event will be held from 11th to 13th October 2023, in a hybrid manner – with online sessions along with satellite in-person hubs.

The consultancy will work hand in hand with the 2023 PRM logistics coordinator to ensure both the virtual and satellite hubs run smoothly.

The PRM brings together representatives of Governments and Administrations of Pacific Countries and Territories, Civil Society Organisations, Private Sector representatives, Partner agencies including regional and multilateral organisations, as well as academia.

For 2023 the meeting will be held virtually, with satellite hubs at the national level to enable participation and engagement from the national level. The virtual modality will include but not limited to:
• Plenary presentations with keynote addresses for each day to set the scene.
• Parallel roundtable discussions to raise issues and determine courses of action.
• Poster presentations to showcase successful initiatives of PICTs.
• Virtual exhibits
• Side events to disseminate project successes.
• Networking sessions.
• Local activity coverage.
• Promotion of the event and pre-meeting workshops (platform to be online three months before the events dates).
• Utilize the PRP website, YouTube channel for the archiving of recorded sessions, presentation materials and reports.

OBJECTIVE

The main objective of the tender is to select a suitable virtual conference provider for the 2023 PRM that can link up all participating Pacific Island Countries and Territories (PICTs) and external audiences and incorporates the aspects listed above. Elements of general support related to the management of the event (such as logistics, training, and registration) are to be included in the tender response as well.

The selected provider will be expected to work closely with the PRP Support Unit and the PRM Organizing Committee and the logistics coordinator throughout the duration of this undertaking.

SCOPE OF WORK

The consultant will carry out the responsibilities and tasks as set out under the Terms of Reference (ToR) document which can be downloaded from www.tenders.net/forumsec.

KEY CAPABILITIES

Knowledge and Experience

• Experience in developing, designing, and managing online platforms
• Experience in managing events, from invitation/registration process, to update and follow-up (notifications, reminders).
• Provision and management of live streaming event sessions.
• Knowledge of the Pacific context and technological constraints with proven ability to adapt accessibility and content to suit Pacific context.

Skills

• Proven ability to develop and manage an online event platform with timely and strong IT skills.
• Excellent communication skills and production of material to support the communication strategy.
• Proven organisation and logistics skills related to big event management.

HOW TO APPLY

Submissions should be titled:

REQUEST FOR TENDER

2023 PACIFIC RESILIENCE MEETING (PRM) VIRTUAL CONFERENCE PROVIDER

Method of Submissions:

Submissions must be forwarded in PDF format following the instructions at www.tenders.net/forumsec

Note: Tenders must be submitted with clear labelling of the technical offer and the financial offer. The Technical Offer documents must be saved and submitted clearly labelled “A. Technical Offer”. Financial Offer documents must be saved and submitted clearly labelled “B. Financial Offer”.

The electronically submitted documents should be converted to the PDF format.

Deadline for Submissions:

Submissions need to reach the Secretariat by 4pm, 28 May 2023. Late or incomplete tenders will not be considered.

Questions and Answers

All queries or request for information must be submitted via the Question and Answer Forum at www.tenders.net/forumsec . Tenderers may submit questions in writing to the mentioned Question and Answer Forum before the stated “deadline for requesting clarifications” by 22 May 2023. The Secretariat has no obligation to provide clarification after this date.

Note: The Secretariat will not be responsible for non-receipt/non-delivery of the Bid documents due to any reason whatsoever.

Any complaints regarding the Secretariat’s tender must be directed to the following email: Tender.Complaints@forumsec.org. This email address will forward your complaint to a person that is independent and removed from the tender process. Complaints must be well founded and should not be used as a mechanism for notifying displeasure with the outcome of a tender award. Further information on making a complaint can be found on the Policies & Information page at http://tenders.forumsec.org.

In the event that further information is required by the Secretariat in relation to the tender for consultancy, the Secretariat reserves the right to seek the required information without the need for calling for resubmission of proposals.