Event Management Service for GGGI Mongolia Country Program under FWA

Date documents can be requested until : 14 April 2025 17:00
Title : Event Management Service for GGGI Mongolia Country Program under FWA
Procurement No. : 100012525
Process : RFP
Description : Global Green Growth Institute in Mongolia invites all eligible hotels to submit their proposals for the Provision of Event Management Service for GGGI Mongolia Country Program under Framework Agreement for initial period of 1 year with a possibility of extension, subject to funding and performance of contractor.

To ensure the seamless execution of these events, GGGI seeks to engage a professional Event Management Service Provider (Contractor) under a Framework Agreement (FWA). The selected company will be responsible for organizing all aspects of these events, including logistics, venue setup, travel arrangements, and accommodation, ensuring high standards of service delivery.

PROJECT OBJECTIVES:
The primary objective of this procurement is to identify a capable Contractor that can provide comprehensive event planning and execute services for GGGI. Specific objectives include:
• Ensuring professional and seamless event execution to support GGGI’s mission and activities.
• Engaging a reliable partner to handle event logistics, including venue setup, catering, transportation, and technical support.
• Establishing a cost-effective framework agreement that allows for efficient planning and execution of multiple events throughout the year.
• Enhancing the quality and impact of GGGI-hosted events by ensuring smooth coordination and management

FRAME WORK AGREEMENT:
GGGI is seeking to establish a FWA with maximum 3 (three) eligible service providers. Through this Request for Proposal (RFP) process, selected service provider(s) will sign a FWA for initial period of 1 year with a possibility of extension, subject to funding and performance of contractor. Once awarded, the FWA Contractors will receive detailed Sub-Order ToR about the event to be organized. These Sub-Order ToR will outline the exact scope of work and timeline. Upon completion of this restricted bidding process, a Sub-Order will be issued to the successful FWA contractor for execution. It is important to note that the FWA itself does not constitute a financial commitment, as payments will only be made through the issuance of Sub-Orders. The selected FWA Contractor shall deliver services in a cost-effective, timely, and efficient manner as per the Sub-Order ToR.
Under the FWA, service providers will be responsible for organizing and managing various GGGI-hosted events, including but not limited to training sessions, workshops, conferences, forums, travel, and accommodation arrangements. Each event or service will be assigned through a Sub-Order, specifying the detailed scope of work, event-specific requirements, and service delivery timelines. One of the key aspects of this agreement is that the financial proposal must outline fixed unit rates for event management services, such as venue rental, catering, transportation, accommodation, logistics, and facilitation costs. These rates will remain unchanged throughout the duration of the FWA, ensuring pricing consistency and transparency. Each Sub-Order issued during this period will use these pre-agreed rates to determine the cost of the required services.
It is essential to highlight that the FWA does not grant exclusivity to any service provider with respect to the Services listed in the Technical Component in Annex A. GGGI reserves the right to procure similar services from other sources at any time, without limitation, regardless of the agreement in place.
How to submit a proposal:
1. Financial proposals should not be included in the technical component of the bid but must be submitted separately. These proposals should include fixed unit rates for key service charge/fees, using the template provided. The agreed unit rates will remain valid for one year from the signing of the FWA. If GGGI decides to extend the agreement into a second or third year, the FWA contractor may either maintain the existing rates or adjust them in line with the Consumer Price Index (CPI) of Mongolia.
2. Technical proposal should be submitted to demonstrate the bidder is qualified to satisfy the required scope of work and to meet the evaluation criteria (see “Technical Evaluation Criteria” on page 8)

PROPOSED ACTIVITIES AND SCOPE OF WORK:
1) Proposed Activities and Scope of Work
The selected Contractor will be responsible for the end-to-end planning and execution of events organized by GGGI. The scope of work includes:
1. Event Planning and Coordination:
• Developing detailed event plans and schedules in consultation with GGGI.
• Managing event budgets and cost estimates.
• Coordinating with speakers, facilitators, and attendees.
2. Venue Selection and Setup:
• Identifying and booking suitable venues based on event requirements.
• Arranging seating, stage design and branding etc.
• Ensuring compliance with safety and accessibility standards.
3. Travel and Accommodation Arrangements (if necessary):
• Coordinating flights, ground transportation, and hotel bookings for participants.
• Managing visa applications and other travel-related requirements.
• Providing on-site support for guests and VIP attendees.
• Managing daily personal expense allowance.
4. Catering Services:
• Arranging meals, snacks, and beverages as per dietary preferences.
• Ensuring high-quality food service and hygiene standards.
5. Audio-Visual and Technical Support:
• Providing sound systems, projectors, and other necessary equipment.
• Managing live streaming, recording, and virtual event support if needed.
• Ensuring technical support throughout the event.
6. Logistics and Transportation:
• Handling event material transportation and setup.
• Providing on-ground logistics support during the event.
• Managing event registration and information desks.
7. Post-Event Management:
• Conducting post-event evaluations and feedback collection.
• Submitting event reports with high quality photos and short videos, financial statements, and recommendations for future improvements. Story and speech/text of the videos must be reviewed and agreed with the GGGI and prepared in a professional manner ensuring the visibility of GGGI as per is communication guideline.

For more details, please refer to the Terms of Reference (TOR) document attached.

IMPORTANT TIMELINES:
Pre-bid meeting:
A pre-bid meeting for this RFP will be held virtually via Microsoft Teams on Thursday, April 3, 2025 at 03:00 PM, Ulaanbaatar local time. This meeting will provide an opportunity for interested parties to address any questions or request clarifications related to this RFP and the procurement process.
Interested parties should send the email addresses of the attendees through e-Procurement Portal (Correspondence Tab) to receive the e-invitation

Tender Submission Deadline:
The tender submission deadline is APRIL 14, 2025 16:00 HRS KOREAN STANDARD TIME (KST).
If any bidder has any request for clarification on the TOR or any part of the tender documents, GGGI will be happy to clarify if they are received on or before 7 days before the deadline (namely: if the tender submission deadline is 16:00 14 April 2025 KST, then the due date for submission of request for clarification is 16:00 7 April 2025 KST).

Interested parties will be required to register their details on the GGGI e-Green Procurement Portal (https://in-tendhost.co.uk/gggi).

HOW TO OBTAIN THE DOCUMENTS:
Documents can be accessed via the e-Green Procurement Portal by selecting ‘View Details’ on the relevant notice and then clicking the ‘Tender Application’ button. If you are a new supplier, you will be required to register your details. If you have an existing account, you will need to login to the portal. Please refer to the guidance documents under the `Supplier Guidance` area of the portal for further information.

ONLINE TENDER MANAGEMENT:
Once in the Tender Management Area for the tender, there are five possible tabs: ‘Tender’, `Tender Documents`, ‘Correspondence’, ‘Clarifications’ and ‘History’. Select the 2nd tab (`Tender Documents`) where you will find useful information regarding the RFP. Scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents.

OPTING IN & OPTING OUT:
Please note that you may be required to ‘Opt In’ before you can start populating your response. The ‘Opt Out’ functionality will also be available throughout the duration of the tender process. Opting out will give you the option of declaring you no longer want to receive any further communication in relation to this tender along with the opportunity of providing comments and feedback for this decision. You can choose to ‘Opt In’ at any time during the tender process if you initially decided to ‘Opt Out’.

SUBMITTING YOUR RESPONSE VIA THE PORTAL:
Please note that you may be required to ‘Opt In’ to be able to submit a response through the portal. Tenderers will be required to upload any mandatory Placeholders (i.e., specified documents) within the `Tender Documents` tab. The ability to attach additional documents may also be available. Your proposal will not be submitted until you click `Submit Return`, located towards the bottom of the screen. On clicking `Submit Return`, you will receive a receipt confirming that your proposal has been submitted to GGGI.
Please read Instructions on How to submit the Proposal.

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