Comprehensive Event Organizer For Usaid Ccbo Indonesia Closing Event

RFQ Number:                      RFQ-IND-2024-01
Issuance Date:                     March 8, 2024
Deadline for Offers:             March 22, 2024
Description:                          Comprehensive Event Organizer for CCBO Indonesia Closing Event
For:                                         Clean Cities, Blue Ocean (CCBO) Project
Funded By:                            United States Agency for International Development (USAID),
Contract No. AID-OAA-I-******** AA19F00016
Implemented By: Tetra Tech ARD
Point of Contact:              Elida Marbun, Senior Grants Specialist () Background Information:On August 28, 2019, USAID launched the Clean Cities, Blue Ocean (CCBO) Program, the Agency's five-year flagship program under the Save Our Seas Initiative to respond to the global crisis of marine plastic pollution. CCBO is helping coastal cities in low- and middle-income countries to create green jobs while reducing plastic pollution, transforming the solid waste management (SWM) sector, and ensuring a just transition for the individuals on the front lines of waste management, many of whom are women. The objectives of CCBO are to promote reduce, reuse, recycle (3Rs) and strengthen local and regional markets for recycled plastics; build social and behavior change (SBC) for 3Rs and sustainable solid waste management (SWM); increase capacity and effective governance of SWM and recycling systems; support international fora, public-private partnerships, and multi-stakeholder alliances; and support and enhance the livelihoods of those working in the waste and recycling sectors, as well as advance women's economic empowerment.
The program worked across ten countries, including Indonesia where CCBO engaged with three cities – Semarang, Makassar, and Ambon. In April 2024, USAID will officially close the program and handover outputs to government partners in accordance with the agreement between the Governments of United States and Indonesia.
Job RequirementsAs part of project activities, the USAID CCBO requires the purchase of Comprehensive Event organizer for USAID CCBO Closing Event. The purpose of this RFQ is to solicit quotations for these items. The Closing Event will be held in one hotel in Semarang City. The expected participants will come from the national government and nongovernment partners, private sector partners, and CCBO with the total around 150 participants. The selected individual/organization will be engaged through a service agreement and will deliver the tasks/activities laid out in the Scope of Work below:
Meeting with the USAID CCBO Indonesia team to enrich and refine the planning and design of the event concept.Implement the work schedule (timeline) that has been coordinated and agreed with the USAID CCBO Indonesia teamDesign, produce and provide all logistics that support and relate to the concept of activities including e-backdrop setting, installation and managing event photographer.Provide SIS equipment, interpreter table booth, UHF receiver headset & infrared radiator with stands/transmitter system and standby technician to set up the equipment.Print materials provided by USAID CCBO such as standing banner and USAID CCBO booklet on Grantee achievements and highlights.Organizing and coordinating with all supporting people, such as MC, Moderator, presenters, etc.The availability for all the EO crews for coordination including location survey before the day.Documenting and reporting the overall implementation of activities, including the recording of all sessions.Specifications and Technical Requirements Offerors are responsible for ensuring that their offers are received by Tetra Tech ARD in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.
Line ItemDescription and SpecificationsUnit Price IDR
SOUND SYSTEM·      1 Set PA Sound system, 5000 watt ·      2 x Delay speaker on tripod,
·      2 x Monitor Speaker on Stage,
·      Sound mixer 1 unit,
·      Wireless clip on 2 unit,
·      Wireless handheld microphone 6 unit,
gooseneck microphone on Podium 1 unit
LIGHTING SYSTEM ·      6-unit LED Fresnel Light 200-watt ·      Avolite Pearl
·      32amp 3 Phase Power Distribution Board
MULTIMEDIA SYSTEM·      1 x Switcher 4 Inputs Full HD, ·      1 x Preview Monitor TV 50 Inch,
·      1 x Delay Monitor TV 55 Inch Incl. Stand
·      1 Set LED Wall Display, P3,9, Size: L7,0 x H4,0 meter
STREAMING SYSTEM·      1 x Media Server, ·      3 x HD Camera system
·      1 x Sound card
MCMinimum Requirement: ·     Fluent English
·     Excellent communication, and public speaking skills
·      Cultural awareness and sensitivity to diverse audiences
·     Ability to adapt to different event formats and themes
·     Strong organizational and time-management skills
SIS SYSTEM·      1 x Interpreter Booth ·      1 x SIS Interpreter System
·      1 x 6 SIS Receiver
·      2 x SIS Transmitter (or based on vendor's recommendation)
·      1 Set Accessories and Cabling to Main Sound Mixer
·      2 x Manpower to distribute SIS Receiver
Printing Material & Productions·      6 x standing banners (Roll up banner, material albatross, W80 x H200cm). Design and Content will be provided. ·      Printing of 100 pcs x CCBO booklet. Specification: 20 sheets, including the front and back covers of Art Paper 120gsm (consist of each covering 1-2 pages and 18 pages printed back-to-back of HVS 1 00gsm. The booklet should be in A5 paper size and matte finish paper. Design and Content will be provided.
Crew/manpower·      1 x Show/Meeting Director ·      2 x Stage Manager
·      2 x Floor Manager
·      1 x Multimedia/Switcher Operator
·      1 x Content Operator
·      1 x Sound Operator
·      1 x Lighting Operator
·      2 x Genset Supervisor
·      1 x Setup/Teardown Supervisor
·      1 x Runner
·      1 x Video Switcher Operator
·      1 x Photo On-Site Editor
Documentation (Photographer and Videographer)·      1 x Still Photographer ·      3 x Videographer
Applicant Checklist:To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:
Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)Copy of offeror's registration or business license (see Section 1.5 for more details)Official quotation, including specifications of offered services (see Section 3 for example format)Company profile that describes experience providing similar services. Should include information on administration of the account, including customer service. Firms should also describe any partnerships or agreements they have with hotels, airlines, or other companies in the travel sector which may benefit us as a client.Name of point of contact with telephone number and email for at least three current or former customers who can be contacted to provide a reference.Applicant Eligibility Requirement:Tetra Tech ARD may issue a partial award or split the award among various suppliers, if in the best interest of the CCBO program.
The bidder organization should be registered as a legal entity for doing business in Indonesia. In addition, it should have all kind of active licenses and permission for travel related services.The applicant must have demonstrated ability provide expert services in the area of Travel bookings and travel management and it should have at least 3 to 5 years of experience in the proposed service area.Travel agencies who provide online web portals can also participate in this bid. The online service provider must ensure the price offered by their sites are competitive and will assign a single point of person for Tetra Tech to address all the queries raised by Tetra Tech ARD or its officials.Evaluation and Award: A technical/cost trade-off analysis will be performed by Tetra Tech ARD in order to determine the best value to the project, based on the following technical factors:
Corporate experience – 20 points:•       The offeror's corporate experience and performance providing the services requested in this RFQ to clients with a similar profile as ours. •       Prior experience working for clients who are governed by USAID rules and regulations is a plus.
•       Preferably has experience and office based in Semarang, Central Java
•       Demonstrated portfolio in managing high-visibility events with more than 300 participants;

Administrative systems and booking process – 25 points:•       Description of how orders are received and processed including a description of how we offeror prepares for an event. •       Detailed explanation about the equipment needed.
•       Description of the communications systems in place to communicate effectively with the client.
Technical Service – 40 points:•       References from at least three current or prior clients who can provide the evaluation committee an overview of their experience with the offeror. •       Identify and provide technical requirements for event activities in detail.
•       Ensure simultaneous interpretation service is available from Indonesian to English and vice versa, including SIS equipment, interpreter table booth, UHF receiver headset & infrared radiator with stands/transmitter system and standby technician to set up the equipment.
•       Description of how common event organization issues are addressed.

Cost – 15 points:Cost will be evaluated based on cost reasonableness, allowability, and realism. Cost realism will be based on the following: •       Are proposed costs realistic for the work to be performed?
•       Do the costs reflect a clear understanding of solicitation requirements?
•       Are the costs consistent with the various elements of the Offeror's technical proposal?
•       Comparison to the other bids

How to ApplyOffer Deadline and Protocol: Offers must be received no later than 17.00 WIB local Jakarta time on March 22, 2024, by email to . Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of Tetra Tech ARD.Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than17.00 WIB local Jakarta time on March 18, 2024 by email to must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that Tetra Tech ARD believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.