VACANCY: Technical Production Agency

Vacancy Summary

  • Organisation Type: Government / non profit
  • Sector: IT, NGOs / Government
  • Field of Expertise: Specialist
  • Work Experience: 6-10 years
  • Preferred Candidates: Both international and national jobseekers invited to apply
  • Posted on: Nov 22, 2019
  • Vacancy closing date: Dec 20, 2019

Job Description

Mind you, this is not a job opportunity, but Smart Africa is looking for companies who can provide these services.

Title: Recruitment of Technical Production Agency for the 2020 Transform Africa Summit

Client:
Smart Africa Secretariat
9th Floor, Bloc C, Makuza Peace Plaza,
10 KN4 Avenue, Kigali, Rwanda
+250 788-300-581/ 0784013646
PO Box: 4913
info@smartafrica.org
www.smartafrica.org

Location of service delivery: Conakry, Republic of Guinea
Closing date: 20th December 2019 - 12:00pm (Local time, Kigali)
Contact: For any questions or enquiries, please write to: enquiries@smartafrica.org with a copy to: procurement@smartafrica.org

Background of the organisation
Smart Africa is a bold and innovative commitment from African Heads of State and Government to accelerate sustainable socio-economic development on the continent, ushering Africa into a knowledge economy through affordable access to Broadband and usage of Information and Communications Technologies.

The Transform Africa Summit held in Kigali, Rwanda on 28th - 31st October 2013 culminated in the adoption of the Smart Africa Manifesto document by seven (7) African Heads of States, in which they committed to provide leadership in accelerating socio-economic development through ICTs.

On 30th-31st January 2014, all Heads of State and Government of the African Union at the 22nd Ordinary Session of the Assembly of the African Union in Addis Ababa endorsed the Smart Africa Manifesto. This development places the Manifesto at the heart of the ICT agenda in Africa beyond just the seven original signatories at the Summit to all the 54 African countries.

The Smart Africa Alliance has since grown to include 28 African countries that represent almost 700 million people.

1.1. The Smart Africa Alliance
The Smart Africa Alliance is a framework for implementation, monitoring and evaluation of the Smart Africa Manifesto, designed to make it actionable. Currently, the Alliance is a partnership bringing together all African countries adhering to the Manifesto represented by the AU, the ITU, World Bank, AfDB, ECA, the GSMA, ICANN and the Private Sector.

Besides its initial membership, other organizations and countries sharing the same vision, interests and goals can be admitted to the Alliance.

The Smart Africa Alliance has five pillars which reflect the five principles of the Smart Africa Manifesto. These pillars are (1) Policy, (2) Access, (3) e-Government, (4) Private Sector/Entrepreneurship and (5) Sustainable Development.

Each pillar is built on four crosscutting enablers: (1) innovation, (2) communications and advocacy, (3) capacity building and (4) resource mobilization. These will support Smart Africa implementation. These pillars and enablers, when effectively developed and combined, will contribute to Economic Growth and Job creation, which remains the ultimate goal of the Smart Africa Manifesto.

1.2. Transform Africa Summit
Transform Africa Summit is Smart Africa’s flagship event. It is the annual leading African forum bringing together global and regional leaders from government, business and international organizations to collaborate on new ways of shaping, accelerating and sustaining Africa’s on-going digital revolution.

The Transform Africa Summit has been held four times to date, in Kigali, Rwanda, with the following themes:

2013: The Future delivered today.
2015: Accelerating Digital Innovation.
2017: Smart Cities. Fast Forward.
2018: Accelerating Africa’s Single Digital Market.
2019: Boosting Africa’s Digital Economy.

The 2019 summit attracted over 5,000 participants, specifically:

• Heads of State and Government
• Ministers and Government officials in ICT, Health, Finance and related sectors
• Telecom and Utilities Regulators
• Central Bank Governors
• Heads of International and Regional Organizations
• ICT Industry leaders, innovators and investors
• Young Innovators, Girls and women in STEM
• SMEs, entrepreneurs and innovators
• Non-Governmental organizations
• Academia, Consultants, Thought Leaders and Digital Thinkers

The 2020 Transform Africa Summit will be held in Conakry, Guinea from the 20th to the 22nd of April 2020 at the Palais de Mohamed V and will attract similar delegates.

1.3. Structure of the 2020 Transform Africa Summit

The following is the tentative structure of the 2020 Transform Africa Summit:

1.3.1. summarized Program

Please note that all activities will take place in the Palais Mohamed V.

20 April 2020
10am – 6pm: Economic Forum
6pm – 10pm: Cultural Soiree
6pm – 10pm: 2 x partner cocktails in a separate part of the venue for 200 delegates each. Held in the main auditorium (1800-seater)
The cultural soiree is a cultural evening with speeches and entertainment on stage

21 April 2020
10am – 1pm: Plenary session in the main auditorium
1pm – 6pm: Smart Africa Board Meeting
2pm – 6pm: Breakaway sessions in 6 additional rooms
7pm – 10pm: Gala Dinner
6pm – 10pm: 2 x partner cocktails in a separate part of the venue for 200 delegates each
Sit down dinner for 500 – 600 delegates

22 April
2pm – 12pm: Breakaway sessions in 6 rooms
12pm – 1pm: Closing ceremony

1.3.2. Rooms / Spaces to be used

• 1 x main auditorium (1800 pax)
• 3 by 200 pax breakaway rooms
• 2 x 80 pax breakaway rooms
• 1 x 50 pax breakway room

2. RFP Objective

The Smart Africa Secretariat is soliciting proposals from qualified vendors for technical supply and management company for the 2020 Transform Africa Summit.

3. Duration of Engagement

It is for Six (6) months from point of contracting.

4. Scope of work and deliverables

The Smart Africa requires the provision of the following (Please refer to section 1.3. for program and room details):

Sound
Sound systems are required for the following:
• Auditorium – PA system with 8 x gooseneck microphones, 6 x wireless handled microphones, 2 x lectern microphones to cater for a 1800 seater auditorium for 3 days.
• Large breakout rooms – PA system with 6 x gooseneck microphones, 4 x wireless handled microphones, 2 x lectern microphones to cater for 3 x 200-seater rooms for 3 days.
• Small breakaway rooms – PA system with 6 x gooseneck microphones, 4 x wireless handled microphones, 2 x lectern microphones to cater for 2 x 80-seater rooms and 1 x 50-seater room for 3 days.
• Social events – PA system to cater for speeches and a musical band in the cultural soiree, gala dinner and sponsored dinners / cocktails.
• Board meeting – PA system, meeting microphones for 100 delegates

Lighting
Lighting will be required in the following spaces:
• Auditorium – Stage lighting and ambient lighting for the room for 3 days
• Large breakout rooms – Stage lighting and ambient lighting for 3 x 200 pax breakaway rooms for 3 days
• Small breakaway rooms – Ambient lighting for 2 x 80-seater rooms and 1 x 50-seater room for 3 days.
• Social events – Lighting for evening indoor cultural soiree, gala dinner and sponsored dinners / cocktails.

AV
The following AV is required:
• Auditorium – 16m x 5m P3 LED screen in main auditorium
• Large breakout rooms – 1 x high powered projectors and 4.5m x 2m projector screens in 3 x 200-seater rooms (3 in total)
• Small breakaway rooms – 2 x 65-inch plasma screens per small breakaway room with stands.
• Social events – 2 x 65-inch plasma screens at each social event
• Board meeting – 4 x 55-inch plasma screens in the centre of a U-shaped table for presentations

Backdrops
• Auditorium – Backdrop structure to support AV in the auditorium.
• Large breakout rooms – Backdrop structure to support AV
• Small breakaway rooms – Creative backdrop structures with creative proposals suggested by the bidder
• Social events – Creative backdrop structures with creative proposals suggested by the bidder

Technical Staff
The bidder is to suggest technical staff to install and manage all the technical equipment provided. This should include stage managers and show callers for all rooms.

Additional information
The bidder would be responsible for all freight and customs related processes and expenses.

5. RFP Requirements

Applicants interested in competing for this contract are required to submit/send their proposal to the Smart Africa Secretariat. The applicant will provide a detailed description of the approach to the scope of work that addresses the following requirements for the proposal. The applicant’s proposal shall include:

5.1. Administrative Documents

Please submit the following to be eligible for evaluation:

 Your company registration certificate
 Tax Clearance Certificate / Equivalent;
 The pension contribution clearance certificate / equivalent if applicable;
 Perfomance Guarantee of $29,877 is required for all bidding companies.

5.2. Corporate Profile

Present a corporate profile with details of the bidding firm or of the consortium in such a case.

5.3. Demonstrated Success

Vendors must provide at least three (3) certificates of work completion of issued by current or former clients within the last 2 years for which your company has performed work of a similar nature, scope, size or complexity.

5.4. Approach, Methodology and Work Plans / Operational Processes

Provide detailed information regarding the internal/external processes that will be put in place to complete the work.

For each task under the scope of work, include a summarised work plan that includes the tasks, timelines, start date, end date and responsible person.

Provide a summarised communication plan showing how you intend to keep the client informed of all activities done on their behalf in the execution of services under this contract.

Describe quality assurance standards and practices you will put in place to ensure the success of the initiative.

5.5. Technical Team

Provide a table highlighting: (1) the names of each team member, (2) his/her proposed role, (3) the specific title of the deliverable he/she will be assigned to as well as (4) the relevant expertise he/she possesses that related to the deliverable he/she will be assigned to.

Provide the CV of each team member. In addition to their qualifications, degrees or professional certificates, please make sure that their CVs highlight a brief description of prior works/assignments related to the respective deliverables.
5.6. Value Added Propositions, Recommendations and Other Considerations

- Provide a detailed note on the value addition that your company will bring to Smart Africa and the 2020 Transform Africa Summit.
- Detail the additional aspects which you feel would add value to the organisation.
- List key anticipated risks and challenges that the conference owner should consider.
- Highlight your value proposition to Smart Africa.

5.7. Detailed Financial Structure and Proposed Costs

Provide an explanation of your fee and billing structure.

Explain your organization's internal mechanisms/processes that are in place to ensure all costs stay within budget for the duration of the contract.

Outline your detailed financial proposal budget (detailed breakdown of the corresponding fee for each deliverable including all costs for all individuals) for the management of the Transform Africa Summit activities.

Include the total estimated cost of providing this service broken down above in the scope of work and deliverables.

5.8. Experience Required

Please note that the bidding firm / consortium must demonstrate at least 10 years’ worth of experience handling events of a similar size to the Transform Africa Summit and international organisations similar to Smart Africa. Work experience in Guinea would be an added advantage.

The bidder must not have filed for bankruptcy or declared insolvent in any jurisdiction within the last 5 years.

5.9. Substitution / Additional suggestions

The client is open to suggestions of material substitutions to the items detailed in this proposal based on the supplier’s experience and expertise. These would be considered and scored under the technical proposal.

6. Structure of the submission

The bidder is expected to adhere to the following structure of the technical and financial proposals:

o Documents required

A specific outline must be followed in order to facilitate the Smart Africa Secretariat’s review and evaluation of the responses received.

A response to this RFP must include the following sections in the order listed:
1. A cover letter confirming the firm’s interest to provide the services required
2. A technical proposal containing the following content:
• Executive summary
• Business experience/Profiles
• Approach and Methodology
• Work Plan / Schedule
• Mission team experience/profiles
• Updated Curriculum Vitae for the team and academic certificates requested
• Duly signed and stamped recommendation certificates/letter
• Company registration certificates and tax clearance

3. Financial Proposal containing the following;
• Summarised Total Cost VAT Inclusive (Value of tax indicated on final cost)
• Breakdown of remuneration package
• Breakdown of reimbursable expenses

7. Evaluation Criteria:

The following model will be used to evaluate all respondents and proposals submitted:
a) Technical Evaluation Criteria

Understanding of ToR, Approach, Methodology and Work Plan (50)
i. Approach and Methodology 20
ii. Work Plan 20
iii. Understanding of ToR 10

Firm Experience
• Number of years of Experience of the firm (20)
i. 10 years and above. 20
ii. Between 5 and 10 years 15
iii. 3-5 years 10
iv. Below 3 years. 05

Firms References
• 3 similar assignments with the requested proof and details signed and stamped (30):
i. 3 similar assignment 30
ii. 2 similar assignment 20
iii. 1 similar assignment 10

The financial proposal of only those firms will be opened which secure a minimum score of 75/100 in the technical evaluation.

St= Score for the Technical Evaluation

b) Financial Criteria

Once the technical criteria have been evaluated, the costs of all bids will be listed from low to high. Computing the cost criteria score will be accomplished by use of the following formula:
(Lowest costs of all proposals / cost of bid for respective firm ) x 100 = financial score (sf)

The Applicant getting maximum marks on 80-20 weightage (80% for technical and 20% for financial) will be Considered for the assignment. The weights given to the Technical (T) and Financial Proposals (F) are: T = 0.80 and F = 0.20
The Final Score (S) is calculated as follows: S = St*T + Sf*F

8. Rights Reserved

This RFP does not obligate Smart Africa to complete the RFP process. The Secretariat of Smart Africa reserves the right to amend any segment of the RFP prior to the announcement of a selected firm. The Secretariat of Smart Africa reserves the right to modify any segment of the tender before the announcement of the selected company and such amendment will be published on www.smartafrica.org/jobs.

The Smart Africa Secretariat also reserves the right to withdraw one or more services from the request for proposal if the evaluation demonstrates that it is in the best interest of the Smart Africa Secretariat to do so. The Smart Africa Secretariat also may, at its discretion, issue a separate contract for any service or groups of services included in this request for proposal.

The Smart Africa Secretariat may negotiate compensation package and additional provisions to the contract awarded under this request for proposal

9. Proposal Submission
Technical and financial proposals must be presented in separate envelopes showing each the nature of the offer concerned (technical or financial.

10. Rights Reserved

This RFP does not obligate Smart Africa to complete the RFP process. The Secretariat of Smart Africa reserves the right to amend any segment of the RFP prior to the announcement of a selected firm. The Secretariat of Smart Africa reserves the right to modify any segment of the tender before the announcement of the selected company and such amendment will be published on www.smartafrica.org/jobs.

The Smart Africa Secretariat also reserves the right to withdraw one or more services from the request for proposal if the evaluation demonstrates that it is in the best interest of the Smart Africa Secretariat to do so. The Smart Africa Secretariat also may, at its discretion, issue a separate contract for any service or groups of services included in this request for proposal.

The Smart Africa Secretariat may negotiate compensation package and additional provisions to the contract awarded under this request for proposal

11. Proposal Submission

Technical and financial proposals must be presented in separate envelopes showing each the nature of the offer concerned (technical or financial offer) alongside performance guarantee, the firm’s name and both put in a third anonymous envelope marked as follow: 023/S.A/TAS/RFP/10/2019: “: Recruitment of Technical Production Agency for the Transform Africa Summit 2020”

Well-printed proposals, properly bound presented in one (1) original copy, signed and paraphed and in one (1) scanned copy of the original signed proposal on a non-refundable USB Flash Drive (pdf format) must be submitted in sealed envelopes not later than 20th December 2019, 12:00 pm local time (Kigali) prompt to the address below:

Smart Africa Secretariat
9th Floor, Bloc C, Makuza Peace Plaza,
10 KN4 Avenue, Kigali, Rwanda
Phone: +250 788-300-581/ 738-300-581
Attention: Office of the Director General, Smart Africa.

In addition, soft copies in two languages (French and English) of the proposal should be sent to: procurement@smartafrica.org. Financial Proposals will be confidential during the selection process.

Late proposals will be rejected.

The envelopes shall be opened on the same day in public session at 1:00 pm in the Smart Africa Secretariat conference room and interested bidders are invited to attend the bid opening session.

12. Validity

Proposals and quotes must remain valid for a period of 180 days after the date of closing noted above. After, the closing date and time, all proposals received by the Smart Africa Secretariat become its property

13. Enquiries
Prospective respondents who may have questions regarding this RFP may submit their enquiries to procurement@smartafrica.org and copy enquiries@smartafrica.org