TERMS OF REFERENCE Events Management: Gender Based Violence Conference REQUEST FOR PROPOSALS AUGUST 2017 SUMMARY Title Events Management: Gender Based Violence Conference Description (Summary for website - 100 words max) NACOSA seeks the services of a suitably qualified Service Provider to perform the Event Management function for a national Gender Based Violence (GBV) Conference that will take place in Gauteng from 3 5 October 2017 Questions to Sharon Kouta, GBV Programme Specialist. sharon@nacosa.org.za Submission to Sharon Kouta, GBV Programme Specialist. sharon@nacosa.org.za Submission must include 1. Completed Quote Cost Proposal template 2. Various other documents to submit (see Submission of Proposals section) Deadline for submission 17h00 on 18 August 2017 BACKGROUND NACOSA is a network of over 1,500 civil society organisations working together to turn the tide on HIV, AIDS and TB in South Africa. NACOSA promotes dialogue, builds capacity with accredited training, mentoring and technical assistance and channels resources to support service delivery on the ground, particularly among key populations and women and girls. As a principal recipient of the Global Fund and in partnership with USAID and PEPFAR and the Departments of Health and Social Development, NACOSA works at all levels from international agencies and national government, right though to sub-district services and small, community groups. Sexual and intimate partner violence is a major driver of South Africa s HIV epidemic. Addressing gender based violence is therefore a priority, as is the prevention of violence against women. NACOSA s Gender Based Violence (GBV) Programme is funded by the Global Fund to Fight AIDS, TB and Malaria. The Programme includes: Norm-shifting prevention interventions with young people between 18 and 24 through Stepping Stones and Creating Futures workshops. Supporting access to domestic violence shelters providing psychological support, HIV education and testing services as well as life-skills, education and economic empowerment. Sensitizing South African Police Service officials to work effectively and compassionately with victims of gender based violence. Psychological support, HIV testing services, post-exposure prophylaxis adherence and other practical support for victims of intimate partner and sexual violence at Thuthuzela Care Centres. Support for the Stop Gender Violence Campaign to raise awareness and lobby for a strategic, integrated and funded response to gender based violence in South Africa. This document provides the terms of reference for a public call for proposals for the provision of event management services for a national GBV conference. NACOSA GBV Conference August 2017 Page 1 of 6
The national GBV conference will bring together partners working in the GBV Sector, Government Department stakeholders, representatives from donors in the Development Sector, the South African National AIDS council and the Global Fund. The conference will focus on: The State s Response in dealing with GBV; Exploring the link between GBV & HIV; and Evidence-based research and programmes that highlight the vulnerability of the youth with regard to GBV & HIV. The conference is expected to bring stakeholders working in the sector together to share best practices and to showcase the work currently done in the sector. We would like to use the resolutions from this conference to lobby government to make adequate provision for the GBV Sector to provide adequate services to victims of gender based violence. The proposed date of the GBV Conference is 3 5 October 2017 and we expect to host 150 delegates. SCOPE OF WORK NACOSA seeks the services of a suitably qualified Service Provider to assist with Events Management of the GBV Conference to be held on 3 5 October 2017 in Gauteng. The GBV Conference will be held in partnership with the AIDS Foundation South Africa (AFSA). Responsibilities The Service Provider will be expected to: Procurement plan for venue, accommodation and travel for participants: Identify and secure a suitable conference venue in Gauteng that can accommodate a conference for 150 people. This should be based on three quotations from 3 suitable conference venues in Gauteng with a required minimum 4 Star rating Manage the travel and accommodation needs for all attendees. For quotation purposes, the details of the flights, ground travel and departure points as well as accommodation required are as follows: Flights and shuttle services from airport to conference venue Province Departure point Number of delegates KwaZulu Natal Pietermaritzburg 2 KwaZulu Natal Durban 14 KwaZulu Natal Richards Bay 2 Mpumalanga Nelspruit 4 Western Cape Cape Town 14 Eastern Cape East London 4 Eastern Cape Mthatha 2 Eastern Cape Port Elizabeth 2 Northern Cape Kimberley 4 Free State Bloemfontein 4 Total 52 NACOSA GBV Conference August 2017 Page 2 of 6
Ground Travel Province Departure point Number of vehicles North West Rustenburg 1 (2 persons) North West Rustenburg 1 (2 persons) North West Klerksdorp 1 (2 persons) North West Mahikeng 1 (2 persons) Limpopo Polokwane 1 (2 persons) Limpopo Thohoyandou 1 (2 persons) Gauteng Johannesburg 1 (2 persons) Gauteng Vereeniging 1 (2 persons) Accommodation Number of nights Number of persons 2 100 Manage a delegate and exhibitor database Manage delegate registration Manage scholarships Provide abstract management services Assist with the development of the conference programme Provide exhibitor management services Provide Information Technology Support: o Design and management of a conference website and responsibility for overall IT management at the conference o Produce flash drive with conference presentations/final papers Provide support to the coordination of the media and establish and manage a Press Centre Provide safety and security services Manage the printing of all documents for the conference delegates Procure conference lanyards and name cards for delegates Provide conference certificates to delegates Undertake an Event Evaluation and consolidate the feedback into a short report. Produce regular progress reports to NACOSA and be available for meetings with NACOSA Timeframes The Service Provider should be available to start with preparation and planning immediately. The table below provides an action plan. Dates are subject to changes according to the time-frame. ACTION RESPONSIBLE DATE Deadline for applications Service Provider 18 August 2017 Appointment of Service Provider Procurement Committee (NACOSA Programme Director, Grant Finance Manager & GBV Programme Specialist) 21 August 2017 NACOSA GBV Conference August 2017 Page 3 of 6
Briefing and planning meeting Service Provider & NACOSA 23 August 2017 Programme Director and GBV Programme Specialist Submit Procurement Plan for venue, Service Provider 28 August 2017 accommodation and travel of participants. conference Conference Website Design 28 August 2017 Call for Abstracts posted on website 28 August 2017 Compilation of Abstracts Service Provider 15 September 2017 Delegate registrations open on website Service Provider 28 August 2017 Database of Delegates and Exhibitors Service Provider 8 September 2017 Media & Marketing Plan Service Provider 1 September 2017 Submit Safety & Security Plan Service Provider 28 August 2017 Submit Medical Services Plan Service Provider 28 August 2017 Assist with Programme Development and setting of final programme in consultation with NACOSA Printing of Participant Lanyards and Name Tags Assistance with Registration during Conference GBV Conference Service Provider GBV Conference Task Team 8 September 2017 22 September 2017 Service Provider 3 & 4 October 2017 Programme Specialist 3 5 October 2017 Event Evaluation Report Service Provider 21 October 2017 Regular Meeting with GBV Conference Task TBC Team Budget NACOSA is a non-profit and public benefit organisation with a limited marketing budget, entirely funded by donors. This means we need a high quality but cost-effective service through a transparent procurement process. REQUIREMENTS Successful consultants or organizations should have: Legal status recognised to work in South Africa, enabling the organisation to perform the abovementioned tasks Demonstrated experience in events management Demonstrated sustainable infrastructure that ensure business continuation in the event of power cuts Demonstrated ability to deliver quality written and oral reports As a non-profit networking organisation committed to transformation in South Africa, NACOSA welcomes proposals from black-owned enterprises, people living with HIV, women and people with disabilities. NACOSA GBV Conference August 2017 Page 4 of 6
SUBMISSION OF PROPOSALS Suppliers should include the following information as part of their bid: The following information: 1. Concise company profile / CV (max 2 pages) including the name of the contact person, e-mail address and telephone numbers 2. 2 examples of previous events successfully managed that reflect the range of services they provided in their events management 3. Company certificate or Shareholder(s) register 4. Tax clearance certificate 5. VAT registration certificate (VAT Vendors only) 6. B-BBEE Status Level Verification Certificate Statement of conflict of interest: Suppliers are to disclose all relevant facts regarding real or potential conflicts of interest that could lead reasonable third parties with knowledge of the relevant facts and circumstances to conclude that the supplier is unfairly advantaged or not able to maintain independence in conducting the work. NACOSA Management will determine whether the real or potential conflict of interest is one that should disqualify a supplier from bidding. Quote Cost Proposal Template providing separate costing on deliverables under the Scope of Work (Annex 1). Please note: Detailed quotes and procurement plan for the work (including daily and hourly rates) need to be included in the costing. Details of any value-add or value for money benefit offered as part of the bid. (i.e. less travel required for staff as provincial office in Gauteng) A plan on how the service will be rendered in accordance with the suggested timeframes. Quotes must be submitted by 17h00 on Friday, 18 August 2017 to: Sharon Kouta, GBV Programme Specialist sharon@nacosa.org.za Questions can be addressed to: Sharon Kouta, GBV Programme Specialist sharon@nacosa.org.za 021 552 0804/ 078 458 9478 Evaluation Criteria for Proposals ELEMENT RATING Professionalism of Bid and compliance to Bid specifications 0-15/100 Demonstrated past experience in Conference and Events Management 0-10/100 An extra value add to your bid 0-5/100 Budget cost effectiveness 0-70/100 NACOSA GBV Conference August 2017 Page 5 of 6
NETWORKING HIV&AIDS COMMUNITY OF SOUTHERN AFRICA - NACOSA 3rd Floor, East Tower Century Boulevard Century City Cape Town t. 021 552 0804 f. 021 552 7742 e. info@nacosa.org.za Non-Profit Organisation: NPO 017-145A Public Benefit Organisation: PBO 18/11/13/1602 VAT Number: 484 024 0990 Section 18A Tax Exempt Accredited by the Health & Welfare SETA Level 2 B-BBEE Entity (125% recognition) Nacosa.org.za NACOSA GBV Conference August 2017 Page 6 of 6