This request for expressions of interest (EOI) concerns Track 3 of the program, on Convening the Global ICT Innovation & Entrepreneurship Community at the infoDev Global Forum in Helsinki, 2011. infoDev is looking to identify an event management firm to coordinate the local arrangements relating to the organization of the 4th Global Forum which will be held in Helsinki, Finland, May 30 to June 3, 2011, at the Marina Congress Centre. The estimated value of the award is USD 500,000 and is intended to cover all marketing and communications aspects of the event, the event management logistics and the travel arrangements of a select group of infoDev invitees to the Global Forum. For more information on infoDev's efforts to creating sustainable businesses, please see the Creating Sustainable Business webpage.
SELECTION NOTICE
Assignment Country: Finland
Funding Sources: The World Bank intends to finance the assignment/services under the following Trust Funds:
TF071399 – Creating Sustainable Businesses in the Knowledge Economy
Individual/Firm: The consultant will be a firm.
ASSIGNMENT DESCRIPTION
The services to be offered by the selected firm include the coordination of:
1. The registration process (around 400 participants are expected to attend the event).
2. The provision of technical and audiovisual equipment at the venue (including webcast, video and photography).
3. The provision of food and beverages for the whole event.
4. Local hospitality arrangements (e.g. hotel bookings).
5. Local transportation arrangements (from airport and hotels to conference venue).
6. Travel arrangements for between 60 to 80 developing country participants invited by infoDev (it is expected that the costs engaged by this task would represent between 35% and 45% of the overall estimated value of the award indicated above. More details will be provided at the RFP stage).
7. Event staff.
8. Marketing and communication aspects of the event such as development of brochures, conference website, sponsorship packages, conference materials etc.
9. Event sponsors.
SELECTION INFORMATION
The World Bank now invites eligible consultants to indicate their interest in providing the services. Interested consultants must provide information indicating that they are qualified to perform the services (brochures, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc. for firms; CV and cover letter for individuals). Please note that the total size of all attachments should be less than 5MB. Consultants may associate to enhance their qualifications.
Interested consultants are hereby invited to submit expressions of interest.
Expressions of Interest should be submitted, in English, electronically through World Bank Group eConsultant2
The work to be carried out by the event management firm will be supervised by the infoDev Global Forum Task Manager on a day-to-day basis.
On the basis of responses to this EOI, a shortlist of candidate event organizers will be drawn up who will receive a more detailed request for proposals, including a request for a detailed budget.
Contact name:
Samiha Boulos
Contact Email:
sboulos@worldbank.org
Contact Phone:
+1 202 473 7005
NOTES
Following this invitation for Expression of Interest, a shortlist of qualified firms will be formally invited to submit proposals.
Qualification Criteria
1. Interested consultants should provide information showing that they are qualified in the field of the assignment.
2. Interested consultants should provide information on the technical and managerial capabilities of the firm.
3. Interested consultants should provide information on their core business and years in business.
4. Interested consultants should provide information on the qualifications of key staff that will work on this assignment specifically.
5. Interested consultants should provide information on their experience with organizing high-level international events.
Notification Attachments
Selection and contracting will normally be made from responses to this request for expression of interest. The consultant will be selected from a shortlist, subject to availability of funding.