Vergabenummer:
Maßnahmennummer:
Maßnahme: Smart Change
Jakarta
Leistung/ Service:
Event Management for Jakarta Future City Hub Grand Opening
1 Context and Objectives
About Smart Change
The aim of the EuropeAid project "Smart Change - Strengthening Urban Governance, Prosperity and
Innovation in Jakarta" (CSO-LA/2019/408-979) is to promote good governance and sustainable urban
development in Jakarta in line with UN Agenda 2030 and its Sustainable Development Goals and through
the Jakarta-Berlin Twinning and in triangular cooperation with Bangkok. The project is being jointly
implemented by the Berlin Senate Department for Economics, Energy and Public Enterprises and the
Jakarta Provincial Government, Jakarta Smart City.
The project “Smart Change” is structured into two outcomes:
Outcome 1 Capacity-building for urban governance within the Local Authority in the Provincial
Government of Jakarta and Jakarta Smart City unit regarding digitization and the smart city and urban
innovation strategy
Outcome 2 A robust entrepreneurial ecosystem enabling start-up growth and economic prosperity.
Capacity-building aims to strengthen knowledge transfer, networks, bringing decision-makers together in
sustainable formats and a platform for exchange and cooperation.
About the Tendered Project: Grand Launch of Jakarta Future City Hub
The Jakarta Future City Hub (JFCH), designed as the “Go-to place for smart city innovation in Jakarta”, is
envisioned to provide a one-stop shop for Government, private, NGO, and academia featuring a
co-working, networking, event space as well as workshop location
The Grand Launch of JFCH intends to showcase the portfolio of Berlin - Jakarta network collaboration,
encouraging participants to:
● Form collaborative community to develop smart city innovations,
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Get exposed to the international startup scene (in Berlin as well as other partnering cities) and
knowledge exchange with international experts, especially in the area of good governance and
smart city innovation,
Invite entrepreneurs to work among their peer groups, develop joint ventures, and exchange
ideas and knowledge through the facilities within the Hub.
It is expected that the stakeholders within Berlin-Jakarta network are facilitated within the Grand
Launch, to develop initial partnerships and other collaborative solutions that resonate with Smart
Change’s outcomes as described above.
Project summary
Activity
Grand launch of the Jakarta Future City Hub by hosting a 3-day JFCF event. Vendor
to provide technical assistance for the objective of showcasing Jakarta Smart City x
Smart Change portfolio.
Key Message
Promoting smart city innovation to create high-quality living & sustainable
economic growth in Jakarta.
Target
stakeholders
Internal: Governor of Jakarta, The Governing Mayor of Berlin, Jakarta Smart City
(JSC), and Smart Change.
External: Related Dinas and Biro contributing to Jakarta Future City Hub, Fellow
EU-funded projects.
Targeted invitees: 200 people.
Timeframe
1-month pre-event preparation (incl. event conceptualization, stakeholders
management, technical setup) and facilitating 3 days event.
Targeted date: 26, 27, 28 June 2023.
Venue
Jakarta Box Tower Lantai 23, Jl. Kebon Sirih No.48-50, Jakarta Pusat.
A. The Open House (Day 1)
Activity
The Open House has three agendas:
1. Morning Session - Hub Inauguration by Act Governor of
Jakarta
- The event will be officially opened by the Acting
Governor of Jakarta, highlighting the inauguration
ceremony for JFCH.
- Attended by high-rank officials from the Jakarta
administration, national ministries, EU representatives,
and German representatives
2. Afternoon Session 1- Hub Management Introduction by
Yudhistira Nugraha
- A quick presentation by JFCH Management, the
introduction of the facility within JFCH, the goals,
business processes, hub system, and potential
collaboration.
3. Afternoon Session 2 - Sandbox Introduction
- A panel discussion with speakers from Jakarta Smart
City (JSC), Gerakan Nasional 1000 Startup Digital,
Participants from previous Smart Change’s programs,
introducing and promoting Hackathon Jakarta Smart
City program vol. 2
Goals
Target Stakeholders
●
Inaugurate JFCH, present the management team, promote JFCH
programs and activities for the invited participants.
Morning Session: high-rank officials from Jakarta Administration and
National Ministries, EU representative, Berlin/German representative,
startups, Smart Change Team
Afternoon Session: startups, community, private sectors, academia,
Government Official (Dinas)
Interaction & Event
Management
Due to the building (JB Tower) rules, the space may only host up to 50
people in one session. It’s important to curate the profiles of invitees
while managing the foot traffic and protocols to welcome VIPs.
Venue
Jakarta Box Tower - Lantai 23, Jl. Kebon Sirih No.48-50, Jakarta Pusat.
Date
June 26th 2023
B. Jakarta Future City Forum (Day 2)
Activity
The concept is to hold a smart city exhibition and forum discussions,
with the following outline:
1. Opening session - Grand Forum
- Topic: Smart City concept in a big frame, based on the
priority issues that each city is focusing on.
- speakers: JSC, Berlin representative, Bangkok
representative, smart city experts
2. Jakarta Forum
- Smart City Jakarta deep dive on challenges, innovation,
collaboration opportunities, and current situation
3. Berlin Forum
- Smart City Berlin deep dive on challenges, innovation
collaboration opportunity, and current situation
4. Bangkok Forum
- Smart City Jakarta deep dive on challenges, innovation,
collaboration opportunity, and current situation
5. The Exhibition
- Line up of curated smart city and urban innovations
from Jakarta, Berlin, and Bangkok - allowing participants
to showcase their products and services in the booth
provided.
- A special booth to provide product pitch/ consultation
service for interested audience
Goals
●
●
●
Target Stakeholders
To elaborate the idea of Smart City, i.e. how to achieve a smart
city based on urban challenges, people needs, and the solutions
available in the market.
To spark the audience’s participation and urban innovations
through an open consultation for city representatives (from
other regions in Indonesia) regarding Smart City concept and
implementation.
To open the door for collaboration among stakeholders.
Public Sector: JSC, Berlin representatives, Bangkok representatives,
Other city representatives (from other regions in Indonesia)
Private Sector: Smart City experts, collaborators incl. Startups
entrepreneurs, urban innovation community, smart city researchers.
Interaction & Event
Management
Forum format:
- Hybrid of virtual and offline sessions, to allow other city
representatives to attend and present virtually.
The Exhibition:
- Booths placed in the open area within the JFCH.
Venue
Jakarta Box Tower Lantai 23, Jl. Kebon Sirih No.48-50, Jakarta Pusat.
Date
June 27th 2023
C. Business Matchmaking (Day 3)
Activity
The concept is to exhibit 5 corners presenting specific topics in each
corner where stakeholders will be guided in “The World Cafe” format.
-
Selected topics: (i) flood management, (ii) traffic congestion, (iii)
economy growth, (iv) city landscape, (v) health issues.
JSC team will be the facilitator for each corner.
Each corner will be attended by four stakeholders group (Dinas,
startup, JSC, and community representative)
The goal is to match potential collaborators in a cohort of different
experts, particularly with a shared focus on certain urban issue
challenges. Through the brainstorming/ design thinking practice, it is
expected the group can find a shared solution.
Goals
Target Stakeholders
●
To map out city challenges based on stakeholders’
interest/expertise, with an output of collaboration canvas.
Public Sector: JSC, Berlin representatives, Bangkok representatives,
Other city representatives (from other regions in Indonesia)
Private Sector: Smart City experts, collaborators incl. Startups
entrepreneurs, urban innovation community, smart city researchers.
Interaction & Event
Management
To organize five corners, each presenting one topic with four
stakeholders.
Venue
Jakarta Box Tower Lantai 23, Jl. Kebon Sirih No.48-50, Jakarta Pusat.
Date
June 28th 2023
2 Tasks and Deliverables
The contractor is to provide the conceptualization and facilitation of the Grand Launch JFCF based on
these Terms of Reference.
Provide Event Services that include:
Outreach & Campaign:
● In close coordination with Smart Change team, design the process for the Jakarta Future City
Hub, from the outreach, conceptualization of the event, project development as well as the
partnership/ stakeholders management.
● Design the overall process and timeline for the Grand Launch.
● Propose and engage network and multi-stakeholder platforms to be used for the outreach
campaign that ensures a high number of relevant registrants for the Grand Launch.
● Design the criteria for speakers, booth exhibitors, and matchmaking group cohort profiles.
● Develop the key messaging, templates, and design materials for the outreach.
● Provision of interactive speaker information, i.e. booklet containing the profiles of the
stakeholders in the spotlight.
● In close coordination with Smart Change’s PR team, to ensure the key messages are well suited
for press releases targeted to national and EU newsrooms.
Preparation
● Scheduling the speaker's engagement, and protocol to usher the VIPs.
● Collect presentation material from multi-stakeholders.
● Be responsible for sending email reminders to all speakers and participants, in the form of email,
meeting URL, and Nota Dinas Letter (with the support of JSC).
● Support the development of save the dates, invitations and registration procedures.
● For hybrid virtual and offline events, to create the meeting/ webinar link (up to 100 participants)
with clear title, description, and schedule.
● Ensuring the event venue is set up for the specific agendas..
● Ensuring the technical functionality is well executed during the course of the Grand Launch.
Technical support
● Organize the interaction flow among the audience and speakers, ensuring high-quality
engagement for the participants.
● Managing the traffic footprint to usher the VIPs and the invited crowd into the building.
● Assign stand-by (i) co-host and (ii) technical operator to monitor and respond to technical issues.
● Develop the rundown, and agenda and make sure all sessions are delivered in a timely manner.
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●
●
●
●
●
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Provide onboarding support to all participants, and speakers, and ensure the backup plans for
testing and troubleshooting.
For the hybrid virtual and offline events, to assist with presentation throughout the meeting,
control the waiting room & breakout room, recording the session, managing the traffic of
conversation (mute & unmute), and other rules to ensure seamless interaction.
Assisting with audio and video settings (helping speakers/ participants adjust their microphone
or camera).
For business matchmaking - orchestrate the interaction group and provide briefings for the
participants in each cohort.
Providing note-taking services during the forum and hybrid event (if needed).
Designing e-certificate and distributing to participants (if needed).
Arrange live streaming via selected platforms (if needed).
Overall event management
● Coordinate and communicate with Smart Change and its counterpart as well as other relevant
stakeholders and respond to queries and requests.
● Closely monitor the progress of the preparation and report to the Smart Change team regularly.
● The event team focal point should be available for the entire duration of the project to assist
and ensure smooth coordination.
● Provide post event report, 2 weeks after the closing of the event, ensuring high quality
documentation are well captured and well organized.
3 Proposal Requirements
The contractor/event organizer needs to have the following experience:
● Has expertise in event management and has experience in conducting virtual webinar/meeting
facilitation smoothly and effectively.
● Has experience in operating multimedia execution and providing solutions-oriented on relevant
information technology issues managed during the event including internet, and webinar
platforms.
● Has experience in facilitating large meeting/webinars for the national government.
● Has experience working with international organizations/development agencies
● Has experience in providing high-quality professional interpreting and translation services.
● At least 3 similar projects carried out during the past 3 years.
Proposal content:
● To describe the key process for the services, related to scheduling, and knowledge management
for key stakeholders (Smart Change team and the counterparts).
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●
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To present the milestone and preparation for selecting, preparing, and steering the stakeholders
- especially until the onboarding process for the Grand Launch.
To make available technical equipment and supplies (consumables) and assumes associated
operating and administrative costs.
To present the qualification of assigned personnel for the overall event management, with
explanatory notes for which tasks to handle.
Qualification and experience of the assigned personnel:
● Work experience and relevant expertise in the areas covered, particularly related to start-ups,
start-up support and entrepreneurship development, entrepreneurial training and coaching, and
smart city innovation.
● Proven track record of running entrepreneurial development projects.
● Experience in working in countries of the Global South and lower maturity entrepreneurial
ecosystems, ideally professional work experience in Southeast Asia / Indonesia.
● Experience managing, monitoring, and supervising international teams, particularly in the
Global South.
4 Proposal Selection Criteria
total
100
1 Quality of the concept
%
1.1
Accuracy of fit and quality of the overall concept:
Are all tasks adequately considered? Are the proposed activities practical and
consistent? Is the timetable realistic? Does the proposal adequately illustrate
the expected results? Does the proposal include an effective and efficient
monitoring system? Has an effective risk analysis been carried out?
10
1.2
Accuracy of fit and quality of the concept for the grand launch: setup,
management, event planning, visibility, stakeholder involvement, etc.
10
1.3
Accuracy of fit and quality of the Day 1, Day 2, Day 3 concept: process
design, KPI, impact.
10
2 Quality of management and implementation using networks, indicators,
management systems etc.
2.1
Suitability/quality of the planned monitoring systems for the Grand Launch
(with indicator systems), in particular for the setup and ways to introduce the
facility of Jakarta Future City Hub for the future users of the Hub (tenants,
30
25
10
researchers, community, etc).
2.2
Suitability and quality of management approaches for cooperation with
government agencies in development cooperation
5
2.3
Quality of dissemination, measures, including work with multi-stakeholder
networks focusing on Smart City
10
3 Quality of expert staff
%
3.1
Qualifications and work experience (senior expert level), including in the field of
development cooperation
2,5
3.2
Quality of expertise in entrepreneurship, start-up support, accelerator program.
10
3.3
Work experience in the South East Asia region, especially in Indonesia
2,5
4 Budget and cost-effectiveness
%
4.1
30
Realistic planning of the resources needed to perform the tasks, cost
effectiveness: ratio of estimated expenditure to expected results
5 Important Dates
1
Tender Published (call for proposals)
12 April
2
Selection of proposals
10 May
3
Announcement of selected proposal
12 May
4
Kick-off
15 May
5
Review concept (key dates and milestone) 22 May
6
Event preparation
29 May
7
D-Day Grand Launch
26 June
6 Budget
15
30
The budget for all services of this event may not exceed 30,000 EUR, non-inclusive of VAT.
Price sheets and invoices in EUR. If VAT in Indonesia is applicable, the contractor has to pay 11% VAT
to the Indonesian Tax Authority himself. In addition to the Indonesian VAT, there is also a German
19% tax on the conceptual service, therefore, it is required that the price sheet is filled in with the
German VAT.
7 How to submit the tender proposal
<<Jan - PLEASE INSERT >>
APPENDIX 1. JAKARTA FUTURE CITY HUB FACILITY AND FEATURES
Jakarta Future City Hub is developed to facilitate entrepreneurship & innovation summits and to initiate
pilot accelerator programs within the hub for businesses related to urban innovation and smart city
development.
APPENDIX 2. PARTNER PROPOSAL
Purpose
The Partner Proposal is to provide your plan for the successful implementation of the Grand Launch
provided by the EU-co-funded project Smart Change.
Submission Instructions
Reports must be sent via email to Mr. Jan-Philipp <jan-philipp.heinisch@senweb.berlin.de >. Please
limit your proposal to not more than five (5) typed pages.
Project General Information
Project Title:
Partner Name:
Point of Contact (POC) Name:
POC Title
POC E-mail
POC Phone Number
PART I. Project Proposal
What are the needs of the smart city ecosystem players in Jakarta? How does your organization
meet those needs? What are your strengths when serving these stakeholders?
Please provide a brief summary of how you plan on implementing the following:
Successful promotion of the
Grand Launch
Preparation of the event
Outreach for the event
Recruitment and onboarding of
speakers/ key opinion leaders/
experts
Implementation of the Grand
Launch with a proposed agenda
Promoting Smart Change in the
overall campaign
Securing media coverage for the
Grand Launch
Please include any additional comments here:
PART II. Future Work Plan
Please give a brief overview of your future projects and how a partnership with Smart Change
could help you in meeting your goals.
______________________________________________________
Partner POC Signature
______________________________________________________
Partner POC Name
______________________________________________________
Date