TERMS OF REFERENCE PROFESSIONAL CONFERENCE ORGANISER FOR THE AFRICAN HOUSING CONFERENCE 2014 ON:

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1 TERMS OF REFERENCE PROFESSIONAL CONFERENCE ORGANISER FOR THE AFRICAN HOUSING CONFERENCE 2014 ON: RENTAL HOUSING IN AFRICA: A CRITICAL OPTION IN THE CHALLENGE OF PROVIDING AFFORDABLE HOMES FOR ALL 1. INTRODUCTION Shelter-Afrique (SHA-F) is a pan African housing finance and development institution established by African governments to address the need for sustainable housing delivery system and related infrastructure projects in Africa. Shareholders include 43 African countries, the African Development Bank, and the African Re-Insurance Corporation. Shelter-Afrique s mandate is to provide financing by way of debt, quasi-equity and equity to both public and private institutions for housing and urban infrastructure projects in its member countries. More information can be obtained from our website: The Company - with its partners such as Agence Française de Developpment (AFD) - seeks to organize in April 2014 in Nairobi/Kenya, an international conference on the topic of Rental Housing. A concept note thereof is provided in the annexure of this TOR. 2. PURPOSE In order to ensure the success of the above-mentioned conference it is necessary to appoint a Professional Conference Organiser to organise the conference in conjunction with SHA-F staff. 3. SCOPE The successful Consultant will have responsibility for the budgeting, preparation and management of all logistical issues and arrangements related to hosting a successful and professional Meeting. Working closely with SHA-F staff, the Consultant will also review the event concept note and recommend articulation of proposed topics and format of the event. Furthermore, the Consultant shall identify suitable service providers, as needed, and liaise with these service providers regarding rooming, banqueting, IT equipment and support and other related arrangements.

2 Additionally, the Consultant will oversee the invitation and registration process and coordinate air travel and transportation arrangements for ALL participants. A detailed breakdown of responsibilities is outlined below: 3.1 Preparation and Management of the Conference: Review of the Conference concept note to recommend improvements on topics, articulation of the same and format of the conference; Budgeting for the conference; Ensure that all contacts and actions taken with suppliers are noted and communicated to SHA-F for approval; Negotiate terms and conditions and appoint sub-contractors; Monitor budget vs. disbursements; Identifying and liaise with potential sponsors. 3.2 Participants management: Establish with SHA-F staff the list of participants; Send out Invitations to ALL participants, including meeting chair(s), speakers, facilitators, etc; Follow up on invitations via telephone, , fax; Administer registration through website and compile confirmed registration list of participants, speakers, support staff, event management team, ushers, etc; Identify and secure accommodation block booking for self paying participants at alternate hotels and manage travel bookings/reservations for speakers; Send out Information Note to all participants (arrival details, hotels, visa requirements, general city info; etc.); Facilitate arrangements for visas for participants, as needed; Protocol arrangements for VIPs, including arrival and departure at airport with the relevant Ministries. 3.3 Conference Venue arrangements: Arrange and ensure all Meeting rooms (for plenary and break-out sessions) are arranged and ready for the Meetings as required (as per specified meetings schedule); Ensure all required audiovisual equipment is available in all the rooms as required; Ensure light catering as well as service maintenance are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms; Arrange and manage participants registration on site; Design and make up name tags/badges for all participants, speakers, Media, VIPs, etc;

3 Support the preparation, production and efficient distribution of materials that will be used at the conference; Organize and keep notes/minutes of all conference sessions. 3.4 Communication & PR: Prepare and set- up a one-stop general information support service/information kiosk for participants; Arrange simultaneous interpretation for all sessions as required (English- French); In liaison with SHA-F Communication Officer, arrange publication of print media articles in local and international newspapers (one 10 days before, other on first day of the Conference and other day after the Conference); High profile interviews -TV during the Conference; Press conference. 3.5 Other general logistical arrangements and event management: Arrange and manage VIP transport; Set up a secretariat room incl. adequate staff; Planning and organization of all the meals, cocktails and other social events during the Conference; Design and printing of banners for the Conference; Design or source conference bags; Arrange for pens and writing pads for participants; 4. CONTRACT DURATION The assignment will run from March 2014 until the Conference takes place, on a parttime basis. 5. LOCATION This posted will be recruited for as a consultant and will be located in Nairobi, Kenya. No relocation allowances etc. will be available. The consultants will work from SHA-F premises located longonot road 3 in Upperhill, Nairobi. Expenses incurred in relation to the tasks described above will be reimbursed as and only when authorization is given by the SHA-F line manager. 6. REPORTING The Consultant will be accountable to SHA-F Director of Operations. The day-to-day assignment and contact will be managed through a Focal Person i.e. the Team Leader Special Products - to whom the Consultant will report directly. 7. EVALUATION CRITERIA

4 7.1 Technical Criteria The following criteria will be used for the evaluation of the bids: Ability of staff and staff compliment to provide required 30% services (detailed CVs of the person/s of staff to be included); Company profile (Include the latest Annual Financial 25% Statements); Reference to previous major conferences organised; 25% General management and financial/budget reporting; 10% Fluency in English (+ French will be big plus). 10% 7.2 Pricing Proposed price for this exercise must be fixed, must be VAT inclusive and should be quoted in US dollars. Price should only include the consultant s fee and not include cost relating to the events or facilities for the conference. A detailed schedule of the cost including an explanation of the services included as well as excluded should be provided. Selection will be based on 60% technical and 40% financial. Each bid will be given a Technical score. A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score of 75%. The consultant, best qualified as per the technical score, shall be invited for fee negotiations. The formula for determining the final scores (sf) is the following: Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration. Final Score = 0.3 Sf St.with St being the technical score. 8. SUBMISSION INSTRUCTIONS Applicants are requested to submit separately a technical and financial proposal - by post or by to: Shelter Afrique Attn: Nelly Defo, Team Leader Special Products

5 Longonot road 3, Upper hill PO Box Nairobi, Kenya Cc: Closing date for receiving offers is 28 th February 2014, 12a.m EAT. APPENDIX CONFERENCE CONCEP NOTE