ANNOUNCEMENT Bidders pre-qualification for Event Management Services Procurement & Contracts Management Division Bidders pre-qualification The Abu Dhabi Education Council ADEC is pleased to invite all specialized companies who are registered legally in the UAE, and that have UAE-based operating offices, to participate in the pre-qualification for Event Management Services. Bidders are requested to submit their pre-qualification proposal for further ADEC review, screening and bidders short listing. Bidder s who will be selected as part of this pre-qualification exercise will become a part of a Standard Bidder s List and will be invited for all future Event Management related tenders for a period of one year. Tender Number Tender Description Submission Closing Date ADEC/PQQ/02/2015 Pre-qualification for Event Management Services No later than 12:30 pm Sunday, June 07th 2015 Interested companies that wish to be pre-qualified and invited to the above stated Tender are requested to visit ADEC s web site www.adec.ac.ae, <Suppliers> tab followed by <Tenders> to view the pre-qualification documents, terms & conditions and submission requirements. Bidders clarifications can be emailed to: mailto:tushar.tewari@adec.ac.ae latest by June 1st 2015. All bidders are requested to visit regularly the above mentioned link until the submission closing date to view ADEC s uploaded responses. The pre-qualification profiles 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 3rd floor, on/or before the above stated submission closing date. Interested bidders, as a pre-requisite for participation in the above stated tender, are required to complete their registration (if already not registered) with ADEC by filling the registration form available at ADEC s web site www.adec.ac.ae, <Suppliers> tab followed by <Vendor Registration> tab. Upon completion of the pre- qualification process, ADEC will only invite the shortlisted qualified and screened bidders through further limited tenders to participate in the above related tender. These bidders are required to submit their detailed competitive commercial and technical proposals accordingly. ADEC has the right at any time to cancel this tender without any legal obligation or financial claim.
Abu Dhabi Education Council Pre-Qualification Questionnaire Tender # ADEC/PQQ/02/2015 Pre Qualification of Event Management Services Page 1 of 14
Pre-Qualification Questionnaire This document should be completed and returned in accordance with the information and instructions mentioned in the document. The completed Pre-Qualification pack to be submitted by: June 07 th 2015 in the tender box located in 3 rd Floor of our Office (Refer to below mentioned address for details on our office address). The envelope should be tagged with a label to show the Tender Number and Title without any details about the applicants name & identity and should be sealed with red wax. Any clarifications/queries related to the document should be sent on or before June 1 st 2015 via email. To: Mr. Tushar Tewari Email: Tushar.tewari@adec.ac.ae Address: Abu Dhabi Education Council, Ministries Complex Area, PO Box 36005, Abu Dhabi- UAE Telephone: +971 02 6150 906 Contact Point: Mr. Tushar Tewari Page 2 of 14
Purpose of this Pre-Qualification Pack This pack is designed to guide potential bidders, through ADEC s pre-qualification process, providing detailed explanation of what information is required in terms of its technical knowledge and experience, capability, organizational and financial standing to meet the requirement. The objective of this exercise is to arrive at a shortlist of qualified bidders who can participate in the future tendering process related to Event Management Services. 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 3 of 14
The Project/Requirement To provide Event Management Related Services to the Abu Dhabi Education Council, for the period of 2015-2016. ADEC aims to achieve the following through this project: Drive consistency Reduce cost Improve operational efficiencies Prepare a panel of vendors to invite further proposals Remove the day-to-day concerns and issues involved in procuring Event Management related services Scope: Abu Dhabi Education Council organizes and participates in a number of Events every year. ADEC would now like to engage with professional Event Management Services companies registered in the United Arab Emirates for managing and executing the Events which ADEC organizes and participates in each year. The various components of a typical event which the Event Management Company needs to manage on behalf of ADEC are listed below. It should be noted that this is not an exhaustive list. Certain components could be added/deleted during the course of the Event : a. Development of creative brief for the Event b. Printing of Invitation for the Event c. Branding of the Event (Outdoor and Indoor) d. Media management (creation of registration desk for media personnel, organizing press briefing, creation and publishing of relevant advertisements for the event in relevant media (print/visual) etc) e. Stage development f. Photo and Video for the Event g. Collaterals for the Event h. After survey satisfaction survey i. Event Report (post event report highlighting the key aspects of the event) j. Finding relevant speakers and getting them onboard for the event k. Finding or proposing relevant sponsors for an event l. Proposing exhibition packages to attract sponsors m. Design and development of pop ups, roll ups and banners Note: Companies registered only in Free Zone areas in the UAE should not participate in the Pre- Qualification exercise. The companies which are registered only in Free Zone areas will be disqualified. In order to participate in this PQQ exercise, your company needs to have valid trade license/chamber of commerce certification issued by competent Government entities in the UAE. Page 4 of 14
Outcome of the Pre-Qualification Exercise: After conducting the Pre-Qualification, the suppliers who are pre-qualified will be put in an approved Bidder List for Event-Management companies. It should be noted that pre-qualifying for Event Management Services for ADEC will not ensure that the prequalified companies will definitely get business from ADEC. All companies who will emerge successful after the prequalification exercise will be invited for any future Event Management related services from ADEC and a mini competition will be held among them. The company who will emerge victorious as a result of the mini competition will be awarded the contract for that specific tender. Evaluation Parameter: The below table indicates the parameters on which each company participating in this pre-qualification exercise will be evaluated: Evaluation Parameter Weight Company Qualification and Credentials which would 30 include year of establishment and relevant examples of Events Managed Team structure and relevant professional 25 experience of team (Team CVs) List of key clients along with references 25 List of key projects delivered along with value 15 Financial capability (last 2 years financial 5 statement) Total 100 Passing Marks 60 The suppliers who score 60% or more as per the above mentioned evaluation parameter will be qualified in this pre-qualification exercise. Please note that the evaluation of the suppliers will be conducted by a team of people from ADEC and their decision with respect to selection of the company will be final and shall be acceptable by all participating suppliers. Instructions for Completion Bidders must adhere to the format of this Pre-Qualification Pack while providing the responses, which should be accurate and concise as possible and in the same order as the questions are presented. Please ensure that you complete all sections and wherever required supply additional information on separate sheets where there is insufficient space on the pack itself. Please ensure that any supporting documentation is clearly marked with your organization s name and is crossreferenced to the appropriate section in the questionnaire. All supporting documents should be attached separately. Submissions that are received late, are incomplete, have errors or are unclear in any way may not be considered for evaluation. The responses along with all relevant documents must be submitted in sealed envelopes. It is mandatory for all suppliers to submit a proposal along with this pre-qualification document. The proposal should answer all aspects of evaluation parameters as mentioned in page 5 of this document. Page 5 of 14
Submission of Completed Pre-Qualification Questionnaire Completed Pre-Qualification Questionnaire must be submitted in the hard and soft copy (on CD) in sealed envelopes to the contact point no later than the date specified on page 2 of the document. Handwritten responses will not be entertained. Completed Pre-Qualification Packs received after the closing date will be rejected. Any deviation from the submission requirement as mentioned in page 2 of this document will disqualify your submission. 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 the email address mentioned in page 2. 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 Pre-Qualification; or those that show an interest before the closing date for the submission of the Pre-Qualification Questionnaire. Bidder contact point All Bidders should provide one single point of contact in their organization for their response to the Pre- Qualification exercise. Any changes in the same need to be communicated in written format to ADEC promptly Timelines Activity Date Clarification/queries received from bidders June 01, 2015 Submission of responses from bidders June 07, 2015 before 12.30 P.M. Page 6 of 14
CONTENTS 1. COMPANY DETAILS AND GENERAL INFORMATION... 8 2. FINANCIAL INFORMATION... 10 3. TECHNICAL CAPABILITY... 11 4. QUALITY ASSURANCE AND HSE... 11 5. MAJOR CUSTOMER REFERENCES... 12 6. OTHER INFORMATION... 13 Page 7 of 14
1. COMPANY DETAILS AND GENERAL INFORMATION Information Required Response Legal Name of Company President/Chief Executive Officer/General Manager/Proprietor Name Office Address Telephone Number(s) Fax Number(s) Email Address Website Contact Person(s) & Title (for communications regarding bids/proposals) Contact Person(s) Telephone Number(s) and Email Address Parent Company (Full Legal Name) Subsidiaries. Associates and/or Overseas Representatives Details (Name, Address etc) (Attach list if necessary) Corporate/Limited Type of Business Sole Proprietorship Page 8 of 14
Partnership Others (Please specify) Construction Manufacturer Authorized Agent Nature of Business Trader Consulting Firm Others (Please Specify) If Trader, Agent or Representative Company, not directly involved in the manufacture of the product, please provide certification from your principals that you are authorized to deal with their products or to act on their behalf Year established Number of full time employees Registration Number: Trade Licenses Details Provide copy of Trade License with relevant Department of Economic Development in the UAE Date of Registration: Registration Expiry Date: Industry licenses (If Any) In case of consortium or joint venture please provide details of the constitution and percentage shareholding (wherever applicable) Organization 1. 2. Shareholding Pattern Please indicate in what capacity you will be delivering this Requirement Individual organization, proposing to provide the overall requirement of the Project Individual organization, proposing to provide the overall requirement of the Project, utilizing sub-contractors for certain services Page 9 of 14
2. FINANCIAL INFORMATION Information Required Sales Figures for last 3 years Response Year 1: Year 2: Year 3: Please provide a certified/audited copy your latest Balance Sheet and Income Statement of your Annual Report to Shareholders and/or 2 years bank statement to substantiate this. Payment Terms Please provide your general payment terms and conditions Page 10 of 14
3. TECHNICAL CAPABILITY Information Required Response Permanent Staff Numbers Relevant Experience (# of years) Please provide details of the number of technical and management staff specific to event management services Temporary or third party staff numbers Relevant Experience (# of years) Please feel free to include CVs of key staff/professionals highlighting the relevant experience. Please provide details to ensure that adequate infrastructure is available for delivering the Project/Requirement Details (Types, Numbers etc) Location Offices Facilities Others Is your company able to provide services outlined in the section The Project/Requirement Brief in page 4 of this document? Is your company able to agree on a long term agreement for services outlined in the section The Project/Requirement Brief in page 5 of this document? Page 11 of 14
4. QUALITY ASSURANCE AND EHS Environment, Health & Safety Management System Provide a written copy of your EHS Policy Identify if you are nominated with the Abu Dhabi EHS Centre Included Yes No Yes No Confirm what system you use to comply with EHS regulations Documented System Workplace Inspection Internal Audit External Audit ISO Accreditation Do you have a system to identify EHS training needs and resources in order to perform your work competently and safely Yes No Submission Details.. Note: Refer to the Abu Dhabi EHS center website for the purpose of complying with Abu Dhabi EHS regulations: www.adehsms.ae 5. MAJOR CUSTOMER REFERENCES Please provide details of the similar projects undertaken in the last two years as references (The following table can be repeated based on the number of references) Description Client Name: Client Name: Client Name: Brief description of Contract (Geographical Location, Type and Size of the Contract) Detailed description of the services range supplied related to Event Management Services Contract Start Date Contract Completion Date Current Stage of Contract Client Details (Name and contact details) Estimated value of the contract Page 12 of 14
6. OTHER INFORMATION Please list any professional or trade bodies your organization belongs to. Please list any current legal disputes in which your company/sub-contractors/consortium members may be involved. Added Value Information (This section provides prospective bidders an opportunity to provide details about their additional strengths that could help in delivering added value services to the ADEC. The information provided should be brief, evidence based and linked to the requirement of the Project. It should highlight potential areas of strength and should not contain details that will be assessed at the Tender Stage. Examples for added value may include the local knowledge of the market, specialist skill sets and any other unique selling points.) Certification: I, the undersigned, declare that the information provided in this form and its attachments is correct, and in the event of changes details will be provided as soon as possible. I understand that false information will exclude the organization I represent from proceeding further with the application or cease the business even after successful registration and pre-qualification if it is subsequently found that facts are contrary to the disclosures above. Full Name Designation Signature Date Page 13 of 14
BEFORE RETURNING THIS FORM, PLEASE ENSURE THAT YOU HAVE: Answered all the questions appropriate to your application Enclosed all relevant documents listed on the checklist, along with any other supporting documentation Signed and stamped each page of the Form Submitted all documents in a sealed envelope Submitted a proposal which provides information on all evaluation parameters as listed in page 5 of this document Page 14 of 14