PROCUREMENT & CONTRACTS MANAGEMENT DIVISION TENDER ANNOUNCEMENT 1. The Abu Dhabi Education Council (ADEC) is pleased to invite licensed companies of UAE to bid for the following tender: Tender Number Tender Description Submission Closing Date ADEC/12305/2015 Event Management for Second Transforming Education Summit No later than Thursday, 26 th November 2015, 2:00 pm 2. Interested bidders are requested to visit the Council s web site www.adec.ac.ae, Procurement and Contracts link http://www.adec.ac.ae/en/suppliers/pages/tenders.aspx to view the tender documents, terms and conditions, as well as submission requirements. 3. Bidders interested to participate in the above tender should send a confirmation email latest by 12 th November, 2015 to Tushar.tewari@adec.ac.ae mentioning their intent to participate in this tender. 4. Interested bidders are required to complete their registration process prior to the tender submission closing date by visiting the following link: http://www.adec.ac.ae/en/suppliers/pages/vendor-registration.aspx 5. All tender clarifications shall be emailed to tushar.tewari@adec.ac.ae on or before tender clarification closing date stipulated in the tender timetable. 6. All interested bidders shall visit regularly the above stated link till the submission closing date to view any additional uploaded documents (addendums, response to tender clarifications, extensions to the tender closing date etc). 7. All proposals must be submitted in full compliance with tender instructions no later than the tender closing date mentioned above. 8. The proposals are expected to be submitted in a sealed envelope tagged with a label to show the Tender Number and Title without any details about the applicants name & identity, then dispatched into ADEC s Tender Box located at the ADEC HQ Procurement and Contracts Division on the 3 rd floor, on/or before the above stated submission closing date. It should be noted that technical proposal and commercial proposal should be submitted in two different envelopes and both these envelopes should be packed in one envelope mentioning the tender name and title without any details about the applicants name & identity. Failing to comply with tender submission guideline will lead to disqualification of the submitted tender. 9. The Council has the right at any time to cancel the above stated tenders without any legal obligations. 10. This Public Advertisement and its content shall be considered an integral part of the above stated tenders and their conditions once issued.
Request for Proposal From Abu Dhabi Education Council Relating to Event Management for 2 nd Transforming Education Summit RFP # ADEC/12305 /2015 Scope of Work Page 1 of 6
Background Information Overview of the Abu Dhabi Education Council Abu Dhabi Education Council (ADEC) was established in accordance with law No. 24 of 2005, issued by His Highness Sheikh Khalifa Bin Zayed Al-Nahyan, the UAE President, the Supreme Commander of the Armed Forces and the Ruler of Abu Dhabi. The Chairman of ADEC is His Highness General Sheikh Mohammed bin Zayed Al Nahyan, Crown Prince of Abu Dhabi and Deputy Supreme Commander of the UAE Armed Forces and the Vice- Chairman is H.H. Sheikh Mansour Bin Zayed Al-Nahyan, Deputy Prime Minister, and Minister of Presidential Affairs. The Council seeks to develop education and educational institutions in the Emirate of Abu Dhabi, implement innovative educational policies, plans and programs that aim to improve education, and support educational institutions and staff to achieve the objectives of national development in accordance with the highest international standards. Vision and Mission VISION: Education First - Recognized as a world class education system that supports all learners in reaching their full potential to compete in the global market. MISSION: To produce world-class learners who embody a strong sense of culture and heritage and are prepared to meet global challenges. Role of the Abu Dhabi Education Council; Develop education and educational institutions in the Emirate of Abu Dhabi. It will provide technical assistance in this regard. Coordinate with the Ministry of Education in planning education strategies within the framework of the UAE s general education policy. Conduct studies and make suggestions to develop education and vocational training and enhance the capabilities of educational institutions and their employees to advance with the general progress of the country. Provide technical and material assistance to educational institutions. Support relations between educational institutions and the private sector. Raise the standard of education and vocational training for graduates, providing them with training and exposing them to wider employment opportunities. Provide assistance, counseling and technical services to educational institutions and coordinate among these institutions to enable them to implement the education plans of the Emirate of Abu Dhabi. Participate in establishing an educational database for the Emirate of Abu Dhabi. Encourage the private sector to provide quality education services according to existing laws. Page 2 of 6
The Project/Requirement To provide Event Management Services for Managing Second Transforming Education Summit Scope: Abu Dhabi Education Council (ADEC) is inviting the providers of event management services to submit proposals to plan and execute the second Transforming Education Summit (TES 2016) in March 2016. OVERVIEW The applicant will contract with Abu Dhabi Education Council (ADEC) to organize and deliver TES 2016, a 3 day summit, in close collaboration with ADEC s partners and other Summit service providers. The applicant will manage the delivery of all aspects of TES 2016, which will include coordinating and overseeing the planning and delivery of all in-venue partner services, as well as, developing and executing all relevant event plans. The details of the services are provided in the Scope of Work section, but may be subject to change. EVENT DESCRIPTION TES is a global forum, for education transformation leaders from around the world, to share insights and leading practices, and to plan for education transformation in their own regions. The goal of TES is not only to look at what makes education institutions good, but also to share ideas on how to make schools and universities better, and transform education to encourage sustainable growth. TES 2012 included an outstanding line-up of keynote speakers, including Gordon Brown (Former Prime Minister, United Kingdom), Andy Hargreaves (renowned academic and author on education reform), Mary Hanafin (Former Minister of Education and Science, Ireland), John Dennehy (Former Secretary General, Dept. Education and Science, Ireland), Tarja Halonen (Former President of Finland), Muhyuddin Yassin (Deputy Prime Minister, and Minister of Education, Malaysia), and Khaldoon Khalifa Al Mubarak (CEO of Mubadala, and Chairman of the Executive Affairs Authority, UAE), to name a few. Additional speakers in the conference included serving ministers, CEOs, academics, school operators and civil society leaders from around the world. The Transforming Education Summit 2016 is scheduled to take place from 4-6 April, 2016, at the Emirates Palace hotel. This year, the Summit will attract up to 200-300 world leaders in education, heads of state, political, business and philanthropy leaders, as well as, school leaders and staff from the Emirate of Abu Dhabi, to continue the dialogue on education transformation and catalyze education reform. In addition, Abu Dhabi educators and administrators will be invited to participate and attend select sessions. The Summit will be launched on the evening of April 4, 2016 at the Emirates Palace hotel. The day events will include keynote speeches, panel discussions and think tank sessions, as well as opportunities to network. Evening events will include entertainment by school children, dinners in the evening including at least one off-site dinner. SCOPE OF WORK The Scope of Work is divided into multiple components. The contractor is expected lead and manage all aspects of planning and execution of the event, manage relationships with other on-site Summit contractors, deliver services on time, on-budget and to ADEC s expectations. Some members of the contractor s team should be based on-site at ADEC s office. A. Website Design 1. Work closely with ADEC s team and create a brand-compliant structure and design 2. Update content regularly Page 3 of 6
B. Delegate Management 1. Develop, and following the approval of ADEC, issue hard and soft copy invitations (Arabic and English) and manage RSPV s in close coordination with the logistics provider 2. Communicate regularly with the guests in relation to visas, travel, bookings, RSVP, registration, other logistical concerns, etc. 3. Manage delegate registration and RSVP 4. Propose gift ideas for delegates 5. Manage event logistics, remote and on-site management of visa, transportation, travel, and other logistical issues C. Summit Launch 1. Organize and deliver the Summit launch on April 4, 2016, in close collaboration with Emirates Palace hotel and other service providers 2. Organize and manage entertainment for launch 3. Coordinate all on-site services to ensure launch is successful D. Venue Preparation & Management 1. Own, develop and execute the Master Event Plan for service delivery, which will include but is not limited to: a. Health and Safety Plan: Outlines the steps the contractor will take to ensure their work is safe. The contractor s employees and subcontractors must comply with the safety plan b. Incident Management Plan: Outline steps to identify, analyze and correct potential disruptive or damaging incidents to prevent future re-occurrence. This will include training staff in incident procedures, keeping good records and reviewing response after an incident. The plan must state who is responsible to undertake certain actions if an incident occurs c. Command and Control (C2): Outlines the event management structure and roles and responsibilities of on-site teams, ensuring controlled delivery and quick resolution of any incidents which may arise d. Site Plan: Outlines the arrangement of the auditorium, halls and ballrooms, layout of stage, (V)VIP and guest seating, and positioning of ushers and staff 2. Work with ADEC to carry-out a gap analysis of in-venue service delivery 3. Lead a venue readiness exercise with all service providers to assure successful delivery of the Summit 4. Be responsible for in-venue set up, including but not limited to auditorium and stage set up, (V) VIP and guest seating, media seating, etc. The contractor must also set up for keynote speeches, panels, and think tank sessions 5. Arrange for indoor and outdoor event wayfinding and signage, including but not limited to flags, road signs, banners and roll-ups Note: Any letters and permissions that should be obtained in this regard from various government institutions to put in signage is the responsibility of the event management company 6. Provide professional staff for stewarding throughout the Summit 7. Staff and manage the registration desks throughout the Summit 8. Provide off-site dinner options, and organize off-site dinner E. Technical Production 1. Prior to the event, work with selected ADEC teams to develop a launch video in addition to a number of short promotional videos to be shown at the Summit 2. Manage technical production and equipment during the event, including but not limited to professional audio, visual, lighting, and production services, such as a live feed during event, welcome reception screen, complete sound system, event photography and video, headset communication for all crew 3. Set up and manage a production office, including but not limited to phone, internet, copier machines, laptops, etc. F. Public Relations & Media 1. Activate TES Brand; ensure high visibility and adequately promote TES 2. Develop complete Media Plan, including but not limited to local and international media channels such as print, online, social media, radio, TV, etc. 3. Lead and execute PR, branding and media coverage campaign Page 4 of 6
4. Prepare and distribute event brochure and marketing collateral, including but not limited to bios of speakers, pictures of events, and additional marketing collateral 5. Set up and manage Media Desk at Summit 6. Create and maintain media database G. Interpretation 1. Translation booth and headsets for all guests 2. Certified simultaneous interpreters (Arabic & English) H. Please find below a list of project deliverables required by the contractor DELIVERABLES This list is based on our current requirements, subject to change: 1. Project Plan and Gap Analysis 2. Invitations (hard and soft copy invitations) and RSVP database 3. Promotional videos 4. Master Event Plan (including Health & Safety Plan, Incident Plan, C2 Plan and Site Plan) and venue readiness exercise 5. Event Delivery including, but not limited to, Wayfinding and Signage, Registration Desk, Media Desk and Press Kits 6. Post Event Report 7. Delegate Database (Registration & RSVP) Instructions for Submission Bidders must submit their proposal in a sealed envelope tagged with a label to show the Tender Number and Title without any details about the applicants name & identity, then dispatched into ADEC s Tender Box located at the ADEC HQ Procurement and Contracts Division on the 3rd floor, on/or before the above 2 P.M on 26 th November, 2015. It should be noted that technical proposal and commercial proposal should be submitted in two different envelopes and both these envelopes should be packed in one envelope mentioning the tender name and title without any details about the applicants name & identity. Failing to comply with tender submission guideline will lead to disqualification of the submitted tender. No commercial information should be mentioned in the technical information as this will be lead to disqualification. Submissions that are received late, are incomplete, have errors or are unclear in any way may not be considered for evaluation. Consortia and Sub-Contracting Where a consortium or sub-contracting approach is proposed, all information requested in the Pre-Qualification Pack should be provided in respect of the proposed main contractor/consortium leader. Relevant information (General Information and Financial Information) should also be provided in respect of consortium members or sub-contractors who will play a significant role in delivery of the Project. In case of any changes in consortia or sub-contracting, ADEC should be notified so that it can make further assessment by applying the selection criteria to the new information provided. Request for clarification Any queries related to the pre-qualification should be submitted through email to tushar.tewari@adec.ac.ae If ADEC considers any request for clarification to be of material significance, clarification/ bulletin (with both questions and responses) will be issued to all potential bidders who have responded; have expressed an interest to participate in this tender; or those that show an interest before the closing date for the submission of the tender. Page 5 of 6
Bidder contact point All Bidders should provide one single point of contact in their organization for their response to this tender. Any changes in the same need to be communicated in written format to ADEC promptly Timelines Activity Date Last date for receiving clarification/queries from bidders November 12, 2015 Submission of responses from bidders November 26, 2015 before 2.00 P.M. Page 6 of 6