INVITATION TO RE-CALL EVENT ORGANIZER FOR THE U-GIRLS 2 PROJECT GRADE 12TH COMPLETION GRADUATION CEREMONEY (Event Organizer)

REQUEST FOR PROPOSALS (RFP) OVERVIEW

RFP No :                                                       T-CI-ET-2024-026

RFP Title: EVENT ORGANIZER FOR THE U-GIRLS 2 PROJECT GRADE 12TH COMPLETION GRADUATION CEREMONEY   

RFP Issued By:                                            Cuso International Country Program Office in Ethiopia

Issuance Date:                                           December 31, 2024              

Countries and destination cities of delivery: Cuso International Assosa field office, Assosa Town, Ethiopia

Proposal Submission Date                    January 03, 2025

Language of proposal:                            The Technical and financials proposals must be submitted in English. 

Instructions for Submission of Proposals:  All proposals should be submitted to the Cuso International Country Program office in Ethiopia via the following address: 

Cuso International Ethiopia Country Program Office,

H & M Building, 7th Floor (Around 22 Mazoria, In Front of Blue Bird Hotel), Yeka S.C, Woreda. 08, H# New map No.D.03/2580/01/3585 Addis Ababa I Tel # 011 6 590698

Awards: It is anticipated that there will be one award. Issuance of this Request for Proposals does not constitute an award commitment on the part of Cuso International nor does it commit Cuso International to pay for costs incurred in the preparation and submission of a proposal. 

TERMS OF REFERENCE 

Background

Cuso International is an international cooperation and development organization that works to create economic and social opportunities for marginalized groups. Together with our partners, we are focused on efforts to advance gender equality and social inclusion, improve economic resilience, and deliver progress on climate action. We believe that by sharing skills, we can build better futures. Founded in 1961, Cuso International works in Africa, Latin America and the Caribbean, and Canada.

Wherever we work and in everything we do, Cuso International prioritizes the interests and needs of marginalized communities. We use the term “marginalized” to refer to all groups of persons excluded from mainstream social, economic, educational, political, and/or cultural life, including those who face discrimination on the basis of their gender, ethnicity, political opinions, legal status, socioeconomic status, sexual orientation, and/or religion. Such marginalization varies by context. Marginalized groups usually include (but are not limited to) women and girls, Indigenous Peoples, people living with disabilities or in extreme poverty, youth, elderly, refugees, migrants and other displaced people.

UGIRLS-2 PROJECT

Partnering with the Institute of International Education (IIE), Cuso International has been implementing a project called Promoting Greater Access to University for GIRLS (“U-GIRLS 2”). This project is funded by the Government of Canada through Global Affairs of Canada (GAC).  U-GIRLS2 project aims to increase access to higher education for high school girls in Ethiopia by applying a holistic, multi-sectoral approach to empower girls and young women through quality education. The project targets seven secondary schools in Benishangul-Gumuz Regional State (BSG) and will support economically disadvantaged high school girls and high school girls with special needs. This initiative is the result of an intensive participatory design process led by Cuso International with its technical partner, the International Institute of Education (IIE), and local partners, including the Bureau of Education, Bureau of Women, Children and Youth, Bureau of Finance and Economic Development.

RFP DETAILS

In collaboration of U-GIRLS2 Project partners, Cuso International would like to organize a colorful graduation ceremony for the Second cohort of 300 high schoolgirls on Sunday February 9, 2025, in Assosa town, Benishangul Gumuz Regional State. The graduation ceremony will be held on the morning of February 9, 2025, with a total of 600 guests (including 300 schoolgirls).

Theme of the Graduation: Educating a Girl is Educating a Nation. 

Goal of the event: To raise awareness of the importance of girls’ education and supporting schoolgirls to access higher education programs is a paramount for achieving social transformation in gender equality and social inclusion.

General Scope of the Assignment

• Develop detail event planning from end-to-end during (pre-event, during and post-event time).

• Work with Cuso team to drive the preparation of structure and content of the event.

• Prepare mini exhibition to capture the journey of schoolgirls in U-GIRLS 2 project.

• Prepare mini video illustrating students’ activity during their stay in the project to be displayed in the graduation hall.

• Design and produce banners and graduation booklets and work with schoolgirls representatives to prepare for the graduation event.

• Design and produce branded graduation rope or honor cord for the schoolgirls.

• Responsible for the provision of Graduation gown for the students. 

• Work with Cuso team to organize catering services.

• Responsible for the decoration of the graduation hall and the surrounding.

• Responsible for sound system and visual displays of the on-going events including youth cultural Dance show.

• Responsible to produce news release for multimedia and Invite media houses for coverage of the event for local news.

• Responsible for the documentation of the whole event from the beginning to the end.

• Responsible for master of ceremony (bi-lingual presenter both Amharic and English).

Deliverables

• Plan of events and detail costs of the event from start to finish.

• Sample of letters, invitation cards, graduation certificates, certificate of appreciation, Awardee Cup, natural flower to be distributed to students and guests etc.

• Signed and sealed certificates for distribution.

• Colorful graduation booklets and 30-40 pictures display for mini exhibition, mini video display, graduation gown and honor cord.

• Timetable of the events, banners, decoration materials for the main hall and the surrounding.

• In collaboration with Cuso Team, prepare content of speeches for the event, final report of the event and copy of all audio-visual documentation.

• 10-15 min edited audio-visual materials of the event for multi-media usage.

• Other tasks/outputs which will be identified during the preparation stage will be incorporated.

Event Organizer’s/Consultant’s Qualifications and Experience

• Consulting Firm: -The consulting firm should have the following qualifications and experience to carry out the assignment:

• The company must produce event organizing and promoting license.

• At least the core team of the company are graduated in field of communication, journalism, media and other related field and they have to be bilingual (Amharic and English).

• At least three years’ experience in event organizations for large group people, most of whom are VIP / higher government officials.

• Present minimum of two high-end-events testimonials / documentation and show their product in social media from past events.

• Experience in organizing and producing graduation booklets / printing documentation.

• Experience in organizing and delivering mini exhibitions.

• Experience in organizing events at regional level in resources constraint environment. 

• The combination of the team must have a representation from Assosa town / surrounding area.

SELECTION CRITERIA

Please find below the election criteria for bidders must provide the information and include it in the bid document. Failure to provide all the information requested may invalidate the bid. 

N.B: The technical criteria shall take 70% of the total, while financial offer shall take the remaining 30%. Detailed technical evaluation criteria’s will be described in detail with score points on pre bidding minute note.

SUPPLIER INFORMATION 

• Please provide the following information: 

• Company Name, Address, Phone and fax, Contact person with email. 

PRICING 

• Prices must be expressed in ETB 

• Prices should include transportation to deliver to Cuso International Assosa Office.

• Prices should be quoted including taxes.

•  Any discount offered to Cuso International must be clearly indicated. 

PAYMENT TERMS 

• The payment should be up on delivery of the materials.

CONDITIONS OF TENDER

Cuso International reserves the right to deal with any tender of its choice or any or all parts of the tender and to purchase items from various tenders. 

Cuso International is not bound to accept the lowest offer or any offer. 

The winner of the contract will be an exclusive supplier unless unable to provide the required goods/services at the right time. In such cases, the second preferred supplier will be contacted, and so on. 

Prices quoted must be valid for the full 40 working days / one month and[SG1]  a ten-day period. 

• This request for a tender is not a contract or an offer into a contract but is a request for a quotation for the goods/services indicated in this document. However, a contract will be established based on the tender decision. 
• Cuso International is in no way responsible for any costs associated with preparing the tender response. 
• Cuso International reserves the right to alter the dates of the tender timetable. 
• Cuso International will inform each respondent to the tender of the decision on their offer through a letter of engagement if successful, or otherwise by email. Cuso International is not obliged to justify or explain selection to any respondent. Respondents are encouraged to contact Cuso International for any information required to submit a competitive bid. 

Tenders submitted must be accompanied with:

• Renewed business license for the year 2017 E.C. VAT | TIN/VAT registration certificate.

• The bidders shall submit their proposal into a separate five sealed envelope named “Technical Proposal” and “Financial Proposal” Original & Copy and CPO.

• Technical Proposal shall describe well about your Company profile.

• Financial Proposal describes the price quotation of your company offered for the above requested item, price validity date, delivery time of the item and.

• Provide a sample of previous works, which is evidence of past performance records on similar works and other relevant credentials with your technical [SG2] proposal.

• Statement of Declaration in compliance with Cuso International Policies.

How To Apply

Tenders must be submitted in five (5) sealed envelopes, bearing the bidder’s official seal, and clearly marked TECHNICAL and FINANCIAL PROPOSAL “Original” and “Copy” and CPO, and must

 include the bidders’ name, and contact address, as well as the Tender title and reference number.

Tenders must be submitted in the bid box prepared for this purpose at Cuso International, Ethiopia Country Office on January 03, 2025, on or before 5:00 P.M.

The bidders shall submit a bid bond of ETB 150,000 [SG3] in ETB in the form of CPO in the name of Cuso International.

N.B.: There is no document you can buy or take a bid document from Cuso International; all the necessary bid document content are posted on this TOR, and it’s free.

Cuso International Ethiopian CO Committee will open tender responses at its own discretion.

Cuso International reserves the right to accept or reject this bid, in its partial, or in its 

[SG1]We have 40 working days till February 09, 2024

[SG2]Sample previous works

[SG3]1ts better we make 150000