Request for Quotations for Logistic Support and Travel

Date of holding: 2023-11-30 00:00

The deadline for submitting documents: 2023-11-30 00:00

Finished

A.  Introduction

Pact is an international development nonprofit that works on the ground in nearly 40 countries to end poverty and marginalization. We partner with local organizations, businesses, and governments to build lasting solutions for thriving, resilient communities. Our vision is a world where everyone owns their future. Pact has worked in Ukraine since 2006 in the areas of governance, capacity development, and health. Building on a decade of experience, we address key challenges facing civil society organizations in Ukraine.

This Request for Quotations (RFQ) is a part of the Activity to Enhance Non-Governmental Actors and Grassroots Engagement Activity funded by the US Agency for International Development and implemented in Ukraine by Pact (USAID/ENGAGE Activity). The purpose of USAID/ENGAGE Activity is to increase citizen awareness of and engagement in civic activities at the national, subnational, and local level.

In the framework of the USAID/ENGAGE Activity, Pact has been actively working to support civic engagement, democratic reforms, anti-corruption efforts, and grassroots advocacy campaigns in Ukraine since its inception. As part of its ongoing commitment to support civic engagement, empower local civil society groups, ensure comprehensive capacity development of the core ENGAGE partners and promote democratic reforms, ENGAGE regularly organizes different types of online/in-person events throughout the country. These events will span across various locations throughout Ukraine and may include workshops, seminars, conferences, forums, and public engagement activities in both online and in-person formats. The events serve as essential platforms for fostering dialogue and collaboration among diverse civil society stakeholders, empowering CSO partners, and driving positive policy changes.

To ensure the smooth execution and success of these events, Pact is seeking to contract a reputable qualified logistics support provider.

B.  Requirements / Technical Specifications

Objectives:

• To organize online and/or in-person events all around the country from beginning to end, including specific conference support services needed in the framework of the USAID/ENGAGE Activity.
• To provide travel and accommodation services within the framework of USAID/ENGAGE Activity.

Duties and Responsibilities:

To achieve the above objectives, the purchase is divided into two lots. Prospective bidders can submit an offer for one of the selected lots, or for both lots at the same time.

Lot 1. Coordinating and managing online and/or in-person events

The logistics support provider shall perform, but not be limited to, the following tasks:

1. Event Planning and Coordination:

• Arrange the conference facilities for the event (considering the local security and health situation), including the group meals, and necessary equipment for each event.
• Develop an overall event branding, preparation of the branded materials as required.
• Ensure invitation process management.
• Provision of an online platform for online events (i.e., Zoom) for up to 1,000 participants including technical setup.

2. Conference Support Services:

• Ensure event coordination and management at site.
• Ensure technical support with requisite supply, props, and materials production; technical equipment rent, audio and video setup, online streaming, as required;
• Organize and manage the participants’ registration on venue or online.
• Ensure professional simultaneous translation services during the events.
• Ensure professional photo and video shooting during the event.
• Facilitate networking opportunities during events.
• Provide support services for the online events: technical support during the event, troubleshooting, assistance to participants; administration of breakout rooms recording of the meeting and subsequent video editing.
• Coordinate with other service providers to ensure smooth event operations.
• Implement health and safety measures during events and conferences to ensure the well-being of participants.

3. Participant Transportation, Travel, and Accommodation:

• Organize transportation for the participants from the regions and/or travel reimbursements.
• Arrange accommodation for the participants in the events.
• Coordinate travel logistics, including flights, and local transportation, as needed.
• Monitor travel schedules, make adjustments to ensure punctuality.

4. Reporting and Documentation:

• Maintain comprehensive records of all logistics-related activities and expenses.
• Provide post-event reports on event logistics, challenges faced, and suggest improvements for future events.
• To provide financial reports according to actual costs including participant lists, venue rent and hotel receipts, ticket reimbursement/travel logistics proof, photos and videos from the event, etc.

Lot 2. Organization of travel and accommodation within the framework of USAID/ENGAGE Activity

The logistics support provider shall perform, but not be limited to, the following tasks:

• booking air tickets (international flights)
• booking train tickets (international trips)
• booking bus tickets (international trips)
• booking car transfer (international trips)
• hotel rooms reservation (outside Ukraine)
• booking train tickets (domestic trips)
• booking bus tickets (domestic trips)
• booking car transfer (domestic trips)
• hotel rooms reservation (within Ukraine)

Detailed information about Qualifications, Eligibility, Requirements and Conditions is listed in the Attachment 1 (RFQ: Logistic Support and Travel).

C.   Submission Instructions

Quotations should be submitted in electronic format only (PDF, MS Word, or MS Excel) to tenders.engage@pactworld.org by November 30, 2023. Demands for technical and commercial parts of proposal are listed in the Attachment 1 (RFQ: Logistic Support and Travel).

D.  Evaluation Criteria

Pact will award a contract resulting from this solicitation based on the Best Value method using evaluation criteria, listed in the Attachment 1 (RFQ: Logistic Support and Travel).