Request for Proposals: Event Management Firm in Ghana (CCA)
Request for Proposals
The Clean Cooking Alliance (CCA) is accepting proposals for event management firms to support the Clean Cooking Forum 2022 (the Forum), a high-level event co-hosted by the Government of Ghana. The Forum, which will take place in Accra, Ghana, in October 2022, is the largest gathering of professionals working to advance clean cooking. The 2019 Forum in Nairobi, Kenya, hosted more than 500 global leaders from the government, academia, investor, non-profit, and private sectors for four days of informative sessions, networking, and site visits. The length of the 2022 Forum is 3 nights and 4 days during the week of October 10-14, 2022. The meetings during the Forum will run a Monday-Thursday pattern, with peak arrival on Sunday and Monday nights and peak departure on Wednesday and Thursday nights. CCA expects roughly 500 attendees to gather in person but is also planning for a substantial number (1,000+) of remote attendees, who may join via live-streamed sessions and digital participation platforms. While CCA anticipates that stringent health protocols will enable a safe, in-person gathering, all plans are subject to Covid-19 developments and any relevant precautions. As such, the hybrid nature of the event may be adapted at any time.
Background of Organization
CCA works with a global network of partners to build an inclusive industry that makes clean cooking accessible to the three billion people who live each day without it. Established in 2010 and hosted by the United Nations Foundation, CCA is driving consumer demand, mobilizing investment to build a pipeline of scalable businesses, and fostering an enabling environment that allows the sector to thrive. Clean cooking transforms lives by improving health, protecting the climate and the environment, empowering women, and helping families save time and money.
CCA is seeking a Ghana-based events management firm to handle multiple aspects of the Forum planning process and implementation of the actual event. The objective of this work is to carry out a safe and effective Forum that successfully facilitates discussion, networking, and collaboration between the many stakeholders in the clean cooking ecosystem, to increase investment and support for clean cooking programs globally.
Scope of Work and Deliverables
Below are the specific pre-Forum and Forum services CCA requires:
- Hotel/venue negotiations and booking
- Secretariat Services
- Communications and registration management
- Visa assistance and other invitation letters
- COVID-19 vaccination status collection for attendees and speakers
- Protocol and Government Liaison
- COVID-19 vaccination, travel, and testing protocols
- PR and Promotion
- Press coordination
- Design and Printing
- Design charges for venue signage, exhibitions, lanyards, name badges
- Website and Online Registration
- Online registration and payment gateway setup and maintenance fees
- Payment via credit card/debit card
- Payment via American Express
- Credit card processing fees
- Comp registrations who will not be paying a conference fee
- Airfare for 150 sponsored speakers and panelists from outside of Ghana
- Airfare for 35 staff from Washington, DC, and other locations including Kenya, South Africa, the UK, and the Netherlands
- Airfare and lodging for 1-2 staff from Washington, DC to visit hotel/ convention center and meet with firm to finalize contracts
- Ground Transportation
- Airport arrival and departure
- Health and Safety Protocols
- Daily COVID-19 testing for attendees, speakers, and staff members
- In-person security at the hotel/convention center
- Signage for backdrops, podiums, stands, registration, directions, room numbers and descriptions, welcome panels, help desk, etc.
- Conference Kit Materials and Supplies
- Medical-grade Covid-19 marks, lanyards, and name badges
- Audio Visual (AV) – for main hall and all breakout rooms
- Projectors, mics, screens, sound systems, laptops, digital and audio recordings, web streaming, videotaping services, lighting, transportation of AV equipment, AV technicians, etc.
- Appropriate technology and staffing for live streaming, recording, and production services for remote participants, including additional WIFI and internet capacity, as needed
- Event Photographer(s)
- Business Center
- Professional Bandwidth
- Registration staff
- COVID-19 testing and reporting administrators
- Film and AV crew to manage session live streaming, recording, and production
- Hall management staff
- Data Entry Officers
- Assistants at the airport
- Overtime and percentage
- Breakdown of all pre-, during, and post-conference manpower fees
- Pre-conference venue visits, inspections, and selection
- Reception and Cocktail Hour
- Beverage and hors d’oeuvres for 400 people during a reception
- Beverage and manpower costs for one cocktail reception for all in-person participants
- An online convening to allow for networking among remote participants
- Clean Cooking Innovation Exhibition
- Manpower costs to convert and set up area for 20-25 participant organizations to display their materials/products on table tops
- Tables and chairs for exhibitors
- Lighting and power outlets
- Plastic dividers to put between tables (if applicable)
- Downloadable conference mobile app
- Extra Wi-Fi portals in staff rooms
- IT technicians
- Equipment and trained personnel for simultaneous translation into French
- 100 single-occupancy rooms and 250 double occupancy rooms with breakfast
- Wi-Fi and airport transfer (if applicable)
- Conference lunch (food and beverage)
- Coffee and tea for 2 breaks daily (only one on Thursday)
- Packed lunches for 150 participants for travel to up to 3 site visits up to 2 hours outside of Accra (TBD)
- Rental for breakout rooms
- List of at least three different hotel options at a range of costs
- Any additional hotel fees
- Site Visits around Accra:
- Estimated fees for transportation, manpower, management, transport assistants, taxes, and packed lunch for 150 participants
- Government Service Taxes
- Management Fees
Below are the specific hotel/venue requirements:
- Target rate: $150-$200 single/double in US dollars. Room rates should include breakfast for attendees. Rates are net non-commissionable. CCA is willing to negotiate as rates fluctuate due to season and demand.
- Venue demands:
- Typically, these meetings fit the entire conference in one hotel venue.
- The venue cannot be more than one hour from a major commercial, international airport.
- Attendees are typically very price-sensitive in terms of hotel rates; CCA is looking for a lower price point but with a high level of service.
- The hotel/convention center needs to be flexible and accommodate changing needs, especially in terms of meeting rooms and services, Covid-19 precautions, and setting up technological equipment so events can be viewed remotely. CCA expect to be assigned senior-level hotel/convention services managers.
- CCA has a growing group of attendees but still wishes to keep an intimate feel to the Forum. The ideal venue is conveniently connected, business-friendly, and allows for networking and socializing. At the same time, these spaces should also be able to accommodate appropriate social distancing with chairs and tables 6-feet apart from one another and plastic dividers, where necessary.
- CCA prefers venues whose services strongly incorporate environmental sustainability. The Ideal venue offers services such as zero-plastic catering; paperless options like phone apps instead of printed materials; composting and recycling services, including for signage; and locally sourced ingredients and products.
- Preferred Concessions:
- Group rate includes 3 days pre- and post- the official meeting dates.
- 1 per 40 comp room policy, and rooms above and outside of the block count towards this policy.
- Can apply comp room credit to the master account.
- Complimentary items:
- Best two suites on property from Sunday before the meeting through last Saturday of the meeting
- 3 one-bedroom suites starting Sunday night before the meeting through the last Saturday of the meeting
- 5 upgrades to executive level or equivalent at the group rate.
- 15 staff rooms per night at 50% off the group rate, starting Saturday before the meeting through the last Sunday of the meeting
- 20 sleeping room nights to be used for pre-meeting planning site visits; may be used during any one of several pre-meeting visits
- 5 roundtrip airport transfers at time of meeting
- All scheduled meeting spaces
- All scheduled exhibit spaces if in a single hotel
- 15 amenities (non-alcoholic) in selected guest rooms
- 2 mini refrigerators for staff office
- Unlimited soft drinks and bottled water for staff office
- Board luncheon for 30 people
- VIP Reception for 50 people in the Executive Director’s Suite
- Breakfast in the staff office for 20 people each morning of the meeting
- Package handling for all incoming and outgoing show management freight at the headquarters hotel
- Internet access in sleeping rooms for all attendees
- Re-keying for all offices
- 1 microphone in each meeting room
- No patch fees for using house sound system regardless of AV provider
- 2 high speed internet lines and comp installation in show office
- Pens, pads, podiums, and easels for each meeting room
- Confirmed food and beverage pricing
- Unlimited name changes on rooming lists assigned to the master account until the date of the meeting
- Confirmed free internet connections in the meeting rooms, including Wi-Fi in all meeting and public spaces
- Confirmed discounts on food and beverage pricing
- No additional fees for small food and beverage events
Project Period of Performance
The selected firm will be announced by March 7, 2022. The start date of the project will be March 21, 2022 and the project will terminate on October 31, 2022.
The Consultant must have the necessary expertise, number of staff, and equipment to meet the scope of deliverables, or be able to sub-contract firms capable of providing these products and services, with CCA’s explicit written permission before engaging any sub-contracted entities.
|02/14/2022||Calls with applicants and follow-up questions|
|02/21/2022||In-person meetings/interview process|
|03/07/2022||Consultant(s) selected and notified via email|
|03/21/2022||Kickoff meeting with selected Consultant(s)|
A detailed budget in US Dollars must be submitted with the proposal. The budget should include both pre-tax and net of tax values. The budget should include direct costs (personnel, fringe benefits, travel, sub-agreements, equipment, supplies, etc.), as well as indirect costs (overhead). For indirect costs, please indicate a list of expenses covered by the indirect rate. For all direct costs, please include assumptions that were made to arrive at line-item costs (e.g., 2 trips @ $1,500/trip = $3,000 or 20 staff hours @ $40/hour = $800).
If a bid has a mathematical discrepancy, CCA may correct the discrepancy and notify the Consultant of the adjustment. In such circumstances, the Consultant may choose to withdraw their bid.
It is at the discretion of the CCA Project team to include a budget range or threshold in the RFP. It is considered best practice to do so. If CCA Project Senior Director deems necessary to allow budget submissions in foreign currencies, please seek approval from the Operations team.
CCA will review all written proposals and may request a phone or in-person interview and/or updated submission to address questions or provide clarification. CCA will use the following criteria in our evaluation.
|Evaluation criteria||Score (1-5)|
|Subject matter expertise: Demonstrated experience hosting complex, high-level events, such as for government and UN functions|
|Project management: Achievable action plan that will deliver the event on time and on budget.|
|Capabilities and experience: Demonstrated on-site capacity and familiarity with the event location.|
|Value: The proposed pricing is within budget.|
|Value for money: The proposed pricing demonstrates a competitive price and good value for money.|
Intent and disclaimer
This RFP is made with the intent to identify a Consultant to deliver results as described in this RFP. UNF/CCA will rely on the Consultant’s representations to be truthful and as described. CCA assumes it can be confident in the Consultant’s ability to deliver the product(s) and/or service(s) proposed in response to this RFP.
If CCA amends the RFP, copies of any such amendments will be sent to all respondents to the proposal.
Proposal Guidelines and Requirements
- This RFP is open to multiple partners and is a competitive process.
- Proposals received after 02/07/2022 at 11:59 EST will not be considered.
- The price provided should be in US dollars and should contain both pre-tax and net of tax values. If the process excludes certain fees or charges, the applicant must provide a detailed list of excluded fees with a complete explanation of the nature of those fees.
- CCA prefers a single point of contact who manages deliverables. If the execution of work to be performed by the Consultant requires the hiring of sub-contractors, the Consultant must clearly state this in the proposal. Sub-contractors must be identified and the work they will perform must be defined. Subcontractors are subject to vetting and approval of UNF/CCA.
- CCA will not refuse a proposal based upon the use of subcontractors; however, we retain the right to refuse the sub-contractors you have selected.
- Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations.
Format for Proposals
Proposals must include applicant signature as well as a signed declaration form. Proposals must include the full legal name of applicant, as well as legal formation and ownership structure (e.g., incorporation certification, tax status and ID, etc.).
Contracting and Compliance
CCA will negotiate contract terms upon selection. A copy of the contract terms and conditions will be provided upon selection. All contracts are subject to review by the UN Foundation’s Business Services and Budget Reporting team. The project will start upon the complete execution of the contract. The contract will outline terms and conditions, scope, budget, and applicable flow down terms. Selected recipient(s) must comply with CCA, United Nations Foundation, and funder compliance requirements. The selected recipient(s) must also undergo detailed legal, financial, and commercial due diligence.
The Consultant understands that CCA has chosen to solicit an RFP for consulting services, and that the Consultant’s response does not guarantee that CCA will enter into a new contract with the Consultant or continue any current contract(s) with the Consultant.
The Consultant agrees that CCA may, at its sole discretion:
- Amend or cancel the RFP, in whole or in part, at any time
- Extend the deadline for submitting responses
- Determine whether a response does or does not substantially comply with the requirements of the RFP
- Waive any minor irregularity, informality or nonconformance with the provisions or procedures of the RFP
- Negotiate with all Consultants UNF deems acceptable
- Issue multiple awards
- Photocopy the responses for evaluation/review
This RFP is not an offer to contract. CCA assumes no responsibility for Consultant’s cost to respond to this RFP. All responses become the property of CCA.
The Consultant, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP.
The Consultant represents that it has responded to the RFP with complete honesty and accuracy. If facts provided in the Consultant’s response change, the Consultant agrees to supplement its response in writing with any deletions, additions, or changes within ten (10) days of the changes. The Consultant will do this, as necessary, throughout the selection process.
The Consultant understands it may receive proprietary and confidential information from the CCA during the RFP process (“Confidential Information”). The Consultant and the Alliance agree to not use Confidential Information for any purpose other than the Consultant’s participation in the RFP process, and to not reveal Confidential Information directly or indirectly to any other person, entity, or organization without the prior written consent of the other party. The Consultant and CCA further agree to exercise all reasonable precautions to maintain the proprietary and confidential nature of Confidential Information where it can best demonstrate its value and capacity to delivery ecosystem-wide, meaningful value.
Grounds for Exclusion
Material misrepresentations, including omissions, may disqualify the Consultant from a contract award.
Submissions will be rejected in CCA’s sole discretion if it finds that the Consultant has engaged in any illegal or corrupt practices in connection with the award.
The Consultant will be excluded from participation for the reasons below. By submitting a proposal in response to the RFP, the Consultant confirms that none of the below circumstances apply:
- The Consultant is bankrupt or being wound up, is having their affairs administered by the courts, has entered into an arrangement with creditors, has suspended business activities, is subject of proceedings concerning those matters, or is in any analogous situation arising from a similar procedure provided for in national legislation or regulations.
- The Consultant or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a final judgment.
- The Consultant has been found guilty of grave professional misconduct; proven by any means which CCA can justify.
- The Consultant has not fulfilled obligations relating to the payment of social security contributions or taxes in accordance with the legal provisions of the country in which they are established, or within the United States of America, or those of the country where the contract is to be performed.
- The Consultant or persons having powers of representation, decision-making or control over them have been convicted for fraud, corruption, involvement in a criminal organization or money laundering by a final judgment.
- The Consultant makes use of child labor or forced labor and/or practice discrimination, and/or do not respect the right to freedom of association and the right to organize and engage in collective bargaining pursuant to the core conventions of the International Labour Organization (ILO).
Principal Point of Contact
Questions about the RFP can be directed to firstname.lastname@example.org.
Please submit your proposal to email@example.com with “Clean Cooking Forum 2022 Events Management Firm – [FIRM NAME]” in the email subject line.
All proposals are due to February 07, 2022 by 11:59 pm EST.