Communication and Event Management Services

Background

The Palestine Information and Communication Technology incubator (PICTI) in partnership with Women’s Technical Affairs Committee (WATC), Alizana Por La Solidaridad (APS), Palestine Family Planning and Protection Association (PFPPA) and Culture & Free Thought Association (CFTA) are currently implementing the project “Reducing Gender Inequalities in the Occupied Palestinian Territory” funded by the Spanish Agency for International Development Cooperation (AECID).

The overall objective of the 5-year intervention is to contribute towards the recognition and full exercise of the Right to a Life free from Violence and the Economic Rights of Palestinian women in the West Bank and Gaza.

Under the framework of this project, PICTI is looking to hire an Event Management & Communication Company to perform the below-mentioned activities:

First Activity: Announcement Coverage for the Entrepreneurship Programme:

1. Record a 1-minute promotional animation video for social media.

The video need be with voice over, in both Arabic & English. Including promotion.

2. Design competition announcement.

Second Activity: Full Media Coverage for the Public Awareness Event:

1. Create a 1-minute event promo video.
2. Publish pre and post press releases.
3. Create & print visual campaign brand elements; banner, agenda and invitation.
4. Creating oriented pop-up messages tailored for women empowerment.
5. Live Streaming on Facebook.
6. Prepare a full media coverage report after finishing the event.

Third Activity: Intersectoral conference on employability:

1. Create a 1-minute event promo video.
2. Record 5 videos (1 minutes each) with leading female decision makers and entrepreneurs.
3. Create & print visual campaign brand elements; banner, agenda and invitation.
4. Creating oriented pop-up messages tailored for women empowerment.
5. Creating the Intersectoral conference’s hashtag.
6. Running paid advertisements before the event’s occurrence to gauge people’s attention and promote the summit.
7. Summit management before & during.
8. PR campaign and publishing pre & post press releases.
9. Social media management with designs.
10. Live Streaming on Facebook.
11. Create 1 promotional TV episode for the summit.
12. Create 1 Promotional radio episode for the summit.
13. Podcasting the invitation on 3 radio stations.

Note:

• The tasks related to the 1st activity shall be implemented in May according to the project’s action plan.
• The initial date of implementation for the 2nd activity will be in June according to the project’s action plan.
• The initial date of implementation for the 3rd activity will be in August according to the project’s action plan.
• The service provider must acknowledge that some changes may occur in the action plan according to the progress of tasks.

Guidelines and Selection Criteria

In undertaking this assignment, the service provider should consider submitting:

• Technical proposal (70%) covering the following items:

1. The Event Management & Communication Company’s profile. 20%
2. CVs and portfolio of the people involved in the assignment. 20%
3. Previous relevant experience in media campaigns and communication. This must be supported with samples of previous similar work. 20%
4. Being a Member at PITA. 10%

Note: The company must provide a copy of its registration certificate and a valid deduction at source certificate.

• Financial proposal (30%). The price quotation for the training delivery should be in EURO.

Please note that the price quotation should be submitted in:

1. English language.
2. The Price must be in Euro EXCLUDING VAT – and PICTI is not responsible for any currency differences.
3. The price offer must be valid for a period of 6 months.
4. The company bears all responsibility in the case that it submits a price offer and is unable to provide a valid source of deduction or any official certificates that require the payment process.
5. PICTI has the right to withdraw or cancel the solicitation, without incurring any costs and without any justifications.
6. The supplier to whom the quotation is awarded bears all responsibility in the case that they submit a quotation and is unable to issue invoices or bring a valid source of deduction or clearance from the Added Tax Department or any of the reinforcements necessary for the payment.
7. The payment with the selected expert will be made after signing the contract, completing the required service by submitting the work completion report, and providing the financial payment request. If the service provider is an individual, 10% of the total amount will be deducted as income tax to be submitted to the Ministry of Finance.
8. PICTI reserves the right to reject any offer without stating the reasons and to solicit offers from abroad in the case of rejection of the submitted offers and in case of violation and non-compliance with the required specifications.
9. The amount due to the supplier shall be paid by Checks or bank transfer from the bank account of the project, after submitting the necessary.
10. PICTI is not obligated to the lowest prices without giving reasons, and it is also entitled to split or cancel without giving reasons, Therefore, the offers will be evaluated from a technical and financial point. Assuming that the evaluation percentage of the Financial proposal (30%).
11. Any clause or any of the general conditions relating to PICTI that have been inadvertently omitted and is not mentioned within these Terms of Reference, is subject to PICTI internal standard procedures or the Palestinian Procurement and Supplies Law or any financial procedures related to that.

Please stamp and sign all pages of the quotation.

Please take into consideration that the budget is highly limited, therefore provide us with the lowest price offers as possible.

Application Submission and Deadline

Interested agencies are encouraged to submit their price offers in a sealed and stamped envelope, to the following address: Ougarit Bldg. – 4th Fl., Al-Irsal

No later than Wednesday, April 19th, 2023 at 3:00 pm.

The offeror shall mark the email letter as follows:

Subject of the message should include: “Communication and Event Management Services TOR”.

Body of the message should include: Name of the offeror/service provider.

Archive files should be marked as: Technical Proposal and Financial Proposal.

If you have any further inquiries, please contact Hind Harb, on the following number: 2 297 1990