KHYBER PAKHTUNKHWA INFORMATION TECHNOLOGY BOARD
GOVERNMENT OF KHYBER PAKHTUNKHWA
TERMS OF REFERENCES
(MARKETING AND EVENT MANAGEMENT
SERVICES)
FOR
DIGITAL YOUTH SUMMIT 2016
___________________________________________
Last Date for Submission:
25-02-2016 at 02:00 pm
Tender Opening Date:
25-02-2016 at 2:30 pm
Bid Submission & Opening Venue: KP IT Board, Deans Trade Centre,
Peshawar.
____________________________________________
KP IT Board
FF 101, Deans Trade Centre, Peshawar.
info@kp.gov.pk
www.kp.gov.pk
1
Table of Contents
1.
Description of Work................................................ ERROR! BOOKMARK NOT DEFINED.
2.
Format for Technical Proposals ............................................................................................ 5
3.
Technical & Financial Evaluation .......................................................................................... 5
4.
General Terms & Conditions................................................................................................................... 14
5.
Terms of Payment .......................................................................................................................................... 15
1. Description of Work
2
Khyber Pakhtunkhwa IT Board (KPITB) invites sealed Proposals (Technical & Financial) for
the successful planning, hosting and marketing of the Digital Youth Summit 2016. The
Digital Youth Summit is a tech conference and startup expo which has been successfully
organized in Peshawar in May 2014 and 2015. The conference’s main objective is to bring
together the next generation of digital innovators in Pakistan, with a primary focus on
technology entrepreneurship, on-line work and ‘tech for social’ innovation. The 2016 Digital
Youth Summit, also planned for May this year, will be a three-day event with plenary
sessions with leading experts from Pakistan and all over the world, as well as breakout
sessions on the various aspects of tech entrepreneurship, on-line and social innovations.
Participants will have the opportunity to interact with leading and emerging innovators,
entrepreneurs, freelancers, startup community leaders, investors and other stakeholders.
Up to 5,000 youth from the region are expected to attend. As the primary organizing body,
the Khyber-Pakhtunkhwa IT Board requires the services of a professional marketing and
event management firm to handle event-related logistics. KPITB and other organizing
partners and sponsors will cover all event-costs, while the firm’s primary role will be to
ensure the smooth and successful coordination of all event activities.
1.1 SCOPE OF WORK
The work envisioned will involve three major components: pre-event planning, marketing,
and event management:
Pre- Event Planning:
The responding organization will be required to begin leading the following activities
immediately after being engaged; in early March 2016:

Event Space: Negotiate rates and develop space layout plan for the conference at an
appropriate venue in Peshawar, and serve as primary point of contact with the chosen venue
on all matters. Engage caterer or other vendors to ensure food, projectors, sound system,
microphones and any other resources required are coordinated and present at the venue
prior to the conference.

Participant Coordination: Serve as primary point of contact for all invited guests, speakers
and dignitaries in Pakistan. Ensure that invited guests understand their itineraries, roles and
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expectations. Arrange appropriate air travel, automobiles, and airport pick/drop services for
guests arriving from Karachi, Lahore or Islamabad.

Accommodation: Serve as primary point of contact with the hotel selected for conference
participants. Arrange block of rooms, ensure hotel-to-venue transportation for guests, and
deal with billing, room change, or any other issues that require coordination.

Ticketing: Develop a plan and manage ticketing for the conference. Ensure that the ticketing
process is transparent and user-friendly, but adequately addresses prevailing security
concerns

Event Schedule: Work with organizing partners to finalize event schedule, and be
responsible for communicating any changes or updates to schedule with all concerned
stakeholders.

Event Budget: Work with organizing partners to develop a working budget for the entire
event, identify shortfalls, and contribute to efforts in engaging sponsors to raise funds.
Marketing
The marketing and outreach components of the engagement will also begin immediately,
but are likely continue until at least 30 days after the conference:

Sponsorships: Take the lead on pitching the conference to interested corporate entities for
sponsorship. Manage all aspects of any sponsorship contributions raised: invoicing,
collecting logos and branding requirements, following up on payments etc. Sponsor outreach
may also include the creation of pitch materials such as brochures, videos and concept
papers

Website: Design and continuously update the event website. Ensure information on the
website is current, website copy is consistent and error-free, and the website links to
appropriate social media, ticketing process, and other online resources

Social Media: Revamp existing KPITB social media accounts and strategically increase their
reach by creating content such as regular tweets, blogposts, videos and other creative
methods in preparation for the Digital Youth Summit.

Printing and Design: Work with partners to design all event-related collateral: graphics, fliers,
posters, brochures, event schedules, banners, and giveaways. Negotiate competitive rates
for printing services and serve as primary point of contact with selected vendor.
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
Traditional Media: Develop marketing plan for print, TV and outdoor advertisements and
perform outreach to media entities. Negotiate competitive rates for any ad buys approved by
organizing partners

Audio and Video Documentation: Develop a plan for capturing key moments of the event for
dissemination to domestic and international audiences: including engaging photographers,
videographers and live-streaming, if appropriate. Manage photo and video production
processes and provide KPITB and organizing partners copies of all material generated.
Event Management:
During the three days of the event itself, additional intensive support will be required

Master of Ceremonies: Engage an appropriate individual to serve as an MC: making
announcements, guiding participants and dignitaries, and liaising with organizing partners as
necessary to ensure event schedule is being followed.

Crowd Control: Manage registration process, check-in ticket holders, and ensure security
protocols are being followed. Engage assigned security personnel, venue staff, and
organizing partners to proactively assess and resolve any crowd-related issues or
disturbances

Food: Work with venue staff and caterer to ensure food is provided to ticket-holders,
dignitaries and guests in a coordinated way that does not disrupt conference activities
2. Format for Technical Proposals
The technical proposal for Event Management of Digital Youth Summit 2016 on behalf of
Khyber Pakhtunkhwa IT Board shall be concisely presented and structured in the form of
chapters to include, but not necessarily limited to, the following information. Support material
should not be part of the main proposal but should be placed at Appendixes.
2.1 General
The responding organization should provide the following.
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1.
Name of the participating organization or participating organizations (if more than
one) in the responding joint venture consortium, including their scope of involvement.
2.
Number of years of incorporation of the participating organization or participating
organizations (if more than one).
2.2 Relevant Experience
Suppliers shall demonstrate relevant experience of implementing similar nature of projects
Sr. No.
Name of Client
Total Value PKR
Contact person & Contact
(m)
Details of the Client
in public and private sector on the proforma given below.
Note:

Those Projects would be considered where the Responding Organization can
provide the successful completion certificate or work orders from the Client’s
Organization (Photocopies of documents should be provided)
2.3 Financial Capabilities
The Supplier shall describe the financial position of its organization. Income Statement or
Annual Report shall be included in the detailed Technical proposal. The National Tax
Numbers and Sales Tax Registration Numbers of the company/ firm shall be indicated
(Photo copies of concerned documents should be provided).
2.4 Staff assigned to the Project
Bidder shall have adequate relevant professionals assigned to the project. List of
personnel who will be working on this project, their names and roles should be provided.
Particular focus should be on core skills-set required for implementation of the project.
Responding Organizations are required to name and provide resumes of at least the
planned project manager, lead Designer, implementation team lead. Also, a list of the
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number of persons and their roles for the project is to be provided. Particular focus should
be on core skills set required for implementation of project of this nature.
2.5 Offices
The Responding Organization should provide the information about all its offices
(warehouses/ in-house resources/ production facilities).The Responding Organizations
shall submit the addresses and contact details of its offices.
2.6 Project Implementation/Management Plan
The responding organization shall provide a detailed implementation plan and project
management plan. Responding Organization should provide the timeline. Responding
Organization should cover tasks assigned to the employees and resource allocation of
responding organization during the course of the project. This should not be in generic
terms but should be specific to the project. Project plans in tabular form, mentioning names
of tasks, sub tasks, start date, finish date, resources and milestones will also be
appreciated. This Board may ask the Responding Organization to provide the presentation
on the proposed solution regarding Methodology to be used for conducting Marketing
Activities for KP IT Board.
2.7 Deliverables
The responding organization should clearly mention and list all the deliverables to be
completed under the proposed project. All deliverables must comply with global industry
standards.
2.8 Security Deduction
An amount equivalent to 10 % of total payment (inclusive of 2% earnest money if any) shall
be deducted as security for KP IT Board, from each bill and retained by KP IT Board for a
period of ninety days of the actual date of delivery, inspection, acceptance and approval.
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3 Technical and Financial Evaluation
3.1Technical Evaluation
The Responding Organization would be technically evaluated according the following
criteria. The Responding Organizations should submit their technical proposals
according to the criteria mentioned below:-
DESCRIPTION
MARKS
1. Company Profile
10
(a) Years of Incorporation (1 mark for each year)
05
(b) Registration with Professional Marketing Associations and Event
Management Bodies
2. Experience
05
(a) Similar Projects Completed in the Tech Sector/Industry including
Website development, digital graphics and animations, social
media campaigns etc. (5 Marks for Each Project)
(Attach completion certificates/Work Orders of the procuring
entities as proof)
(a) Similar Projects in Private Sector (2 Marks for Each Project)
(Attach completion certificates/Work Orders of the procuring
entities as proof)
(b) Similar Projects completed in Khyber Pakhtunkhwa (5 Marks for
Each Project)
(Attach completion certificates/Work Orders of the procuring
entities as proof)
(b) Similar projects in Public Sector (2 marks for each project)
(c) (Attach completion certificates/Work Orders of the procuring
entities as proof)
3. Financial Strength: Annual Turnover as per Auditor Report (PKR10million
= 2 marks, PKR20million = 4 marks, PKR30million = 6 marks,
PKR40million = 8 marks, PKR50million = 10 marks)
4. Presentation of the Staff Assigned to the Project on Understanding of
the Project, Project Planning and Implementation Methodology
5. Office in Peshawar (5 marks), in-house resources related to the project
and operational production centre (5 marks)
Total
20
8
50
10
10
10
10
20
10
100
3.2 Financial Evaluation
The firm should submit their financial proposal according the format given below:-
FINANCIAL BID
S#
1
Description of
Services/Items
Required
Event Venue & Space
(3 Days)
Detailed Specifications
VENUE
General Provisions: One venue to be
procured within Peshawar. Venue must
have three halls, and must be able to
accommodate 4000 people per day. Venue
must have parking for at least 100 vehicles.
Venue must also be able to pass a security
check and be deemed safe for use by an
international organization for foreign
participants.
Conference: Hall and seating arrangement
that can accommodate 1500-2000 persons
at a time
Expo: Hall that can accommodate 50 stalls
and 600-800 persons at a time
Unit
Quantity
Days
3
3
Food & Refreshments: Catering
arrangements that can accommodate 600800 persons at a time
Breakout sessions: 2 lecture halls that can
accommodate 50 persons each
3
3
FOOD
2
Food
Day 1:
Tea: Tea, Coffee, Cake, Sandwich and
cookies
Dinner: Pulav, Chicken, Mutton, Seekh
Kabab, Vegetable, Salads, Desserts and cold
drinks
Day 2:
Tea: Tea, Coffee, Cake, Samosa, Sandwich
and cookies
Lunch: Pulav, Chicken, Fish, Seekh Kabab,
Salad, Dessert and cold drink
Tea: Tea, Coffee, Cake, Sandwich and
cookies
Dinner: Pulav, Chicken, Mutton, Seekh
Kabab, Vegetable, Salads, Desserts and cold
drinks
Day 3:
9
Persons
1000
600
1000
600
1000
600
Quoted Price
(PKR)
3
Accomodation
4
Local Travel
Travel - within City
5
Marketing
Tea: Tea, Coffee, Cake, Sandwich and
cookies
Lunch: Pulav, Chicken, Fish, Seekh Kabab,
Salad, Dessert and cold drink
1000
Tea: Tea, Coffee, Cake, Samosa, Sandwich
and cookies
ACCOMODATION
Hotel must be at international standards
and with adequate security arrangements
to satisfy international organization
protocols
TRAVEL
08 Air Tickets return: Karachi to Peshawar
01 Bus Travel return: Lahore to Peshawar
01 Bus Travel return: Islamabad to
Peshawar
10 trips to transport local and international
guests from hotel to venue. Estimated 60
guests to be shuttled from hotel to venue
per trip
MARKETING
Website:
Development of a dynamic website than
facilitates all info related to the event and
management of registration of online
ticketing service for 60 days
Socail Media:
Facebook and twitter campaign (30 days),
Facebook page likes, Facebook sponsored
stories, Tweets on twitter, post event paid
advertisement on facebook
Billboards:
5 billboards of 60x20, 2 billboards of 90x30,
5 billboards 45x15 for 30 days and 5
billboards of 20x10; 500 streamers of 5x3
within Peshawar
Newspaper:
Front Quarter Page four color in Dawn, The
News, Mashriq, Express, Aaj, Express
Tribune, Jang for 3 days in each
TV:
Designing a graphical video advertisement
of 30 seconds and running it 10 times each
on the following News TV Channels: PTV,
Khyber, Geo, Express, ARY, Duniya during
Prime Hours
TV Talk Shows:
Arrangement of One Hour exclusive Talk
Show on PTV, Khyber TV, GEO and ARY, 1-2
weeks prior to the day of event
1000
10
600
Rooms
45
Road Shows:
Arrangement & handling of Road Shows
related to the event at Peshawar,
Abbottabad, Swat, Dir, Mardan, Swabi,
Charsadda, Nowshera, Kohat & DIKhan and
also in Karachi, Lahore & Islamabad at
renowned universities.
SPONSORS
6
Arrangement of
Sponsors
7
Event Coverage
It is expected that the Marketing & Event
Management Firm will arrange sponsors
from the corporate sector to bear at least
50% of the expenses on DYS 2016. The firm
may keep 10% of all sponsorship money
arranged for the conference as an incentive
to arrange for the maximum sponsorship
for the event. The firm may quote here the
expenses to be incurred on the
arrangement of sponsors.
EVENT COVERAGE
Photography:
Professional Photography services to be
manned with 5 persons for 3 days
Videography:
Professional videography services to be
manned with 5 persons for 3 days
8
9
Printing
(Contents writing,
Designing, Distribution
and Installation)
Equipments
Media Coverage: Arrangement of Media
Coverage of the event by all National &
International TV Channels & Newpapers on
the 3 Days of events
PRINTING
Posters:
four color 1.5'x3' 120gm imported
laminated paper
Conference Booklet
Streamers:
4 color, 6 pass printing on 3M media for
500 streamers of 5x3 within Peshawar; 4
color half page newspaper ads;
Banners for Billboards:
4 color, 6 pass printing on 3M media for 5
billboards of 60x20, 2 billboards of 90x30, 5
billboards 45x15 and 5 billboards of 20x10
feet
Invitation Cards
Giveaways for speakers:
Souvenir Bag including: pen, pad, bag, mug,
usb stick, etc.
Registration batches for Participants
Shields
EQUIPMENTS
Multimedia Projects
Screens
LCDs
11
500
3000
500
500
300
5000
35
4
4
10
Camcopter
Camcoders
DSLR Camera
1
4
5
MICs: Fix Dice Mic = 1, Colar Mic = 5,
wireless MIC = 5
Sound System: Effective sound system at
the Conference Hall, Expo and for the
breakout sessions
Laptops for multimedia, sound system and
for the staff for live streeming and market
the event on facebook and twitter
Wifi Equipment: To provide uninterrupted
internet services to the participants at
every point of the conference and expo
Printers
Scanners
10
11
Security
Arrangement of HR for
the Event
20
3
3
CCTV Camera
DVRs
Monitoring & Control Room Equipment
SECURITY
Set up of scanners at 5 entrance points (2
conference points with estimated 2000
people over two days; and 3
expo/workshop points for an estimated
3000 people over two days), set up of
security personnel to manage 5000
participants over two days, including at
manual scans, bag checks and random
security checks of participants; liaising with
local police and home department;
Walkthrough Gates
Video Scanners for Luggage
Security Checking Staff with metal
detectors
Security Guards
Ambulance
Firebrigade
Overall Monitoring over CCTV Cameras
Security Control Room
Security Guidelines and circulation to
participants
HUMAN RESOURCE
It is expected that the Marketing & Event
Management Firm may arrange the
following minimum human resource for
DYS 2016
Project Manager
Team Leaders (One each for 11 areas)
Team Members (4 in each of the 11 teams)
Master of Ceremony (Male & Female)
Stage Organizers (Lighting & Sound)
12
80
5
5
1
30
30
2
1
80
1
Persons
1
11
44
2
4
12
Musical Night 1
Musical Night 2
Crowd Control Staff
Registration Desks (3) for managing
registrations online and on the spot
25
15
Information Desks (3)
9
Supporting Staff
20
MUSICAL NIGHT
Arrangement of Venue and Musical Band
for 500-600 persons
Arrangement of Venue and Musical Band
for 500-600 persons
Total Price Excluding GST
GST
Total Price Inclusive of GST
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3.3 Weightage of the Technical and Financial Proposals
The weightage for the technical and financial proposal shall be as follows:
Evaluation Weight-
Sr. No.
Description
1.
Technical Proposal
70%
2.
Financial Proposal
30%
age
Financial bids of Responding Organizations who score at least 70% on the technical
evaluation (as a whole) shall be opened before the representatives who wish to attend
the tender opening. 30% weight-age will be given to financial proposals of Responding
Organizations. The formula for financial scoring is that the lowest bidder gets 30 points
and the other bidders score 30 multiplied by the ratio of the lowest bid divided by the
quoted price.
Example:
Value quoted by lowest bidder = A
Value quoted by second lowest bidder = B
Value quoted by third lowest bidder = C
Financial scoring of the lowest bidder will be = 30
Financial scoring of the second lowest bidder will be= (A/B)*30
Financial scoring of the third lowest bidder will be = (A/C)*30
Technical scoring out of 100 = A
Carried Forward & Prorated Technical scoring = A x 0.7
Points obtained in the detailed technical evaluation will be carried forward & prorated.
Tender will be awarded to the Supplier with maximum accumulative points (Technical
Score + Financial Score).
3.4 Currency
All currency in the proposal shall be quoted in Pakistan Rupees (PKR).
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3.5 Income Tax, Sales Tax and other Taxes
The bidders are hereby informed that the KPITB shall deduct taxes at the rate
prescribed under the tax laws of Pakistan, from all payments for services rendered by
the bidder, who signs a contract with KPITB. The selected bidder shall be responsible
for all taxes on transactions and/or income, which may be levied by government.
3.6 Governing Law
This RFP and any contract executed pursuant to this RFP shall be governed by and
construed in accordance with the laws of Pakistan.
3.7 Acceptance of Proposals
The KPITB reserves the right not to accept the lowest or any proposal and to annul the
bidding process by assigning cogent reason to the bidder (on demand).
The acceptance criteria will be as follows:
1. Bidder shall score at least 70% in the technical evaluation.
2. Bidder shall be the highest evaluated bidder (i.e. Technical Score + Financial
Score is maximum).
4. General Terms and Conditions
1. The proposal and price shall remain valid for a period of not less than 60 days
from the closing date of the submission of the proposal.
2. The technical and financial proposals should be delivered in separate sealed
envelopes. At the top left of the envelopes it should be clearly stated
“Marketing & Event Management Services to KPITB”, and it should be clearly
stated on the envelope, whether it contains the technical or the financial
proposal. The technical proposal will be opened on February 25, 2016 at
2:30 PM in the presence of the authorized representatives of the bidders
who may wish to attend. The financial proposals of only the technically
viable/ short listed bidders will be opened on a date to be specified later.
3. Tenders shall be accompanied with bid security/earnest money (refundable)
for an amount of 2% of bid value in shape of call deposit/ pay order/ bank
draft in favour of MD KPITB. The earnest money shall be included in the
sealed financial proposal. Tenders without earnest money or less than 2% of
the bid value shall not be entertained and rejected straightaway.
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4. The KPITB reserves the right to accept or reject any or all tenders at any
stage by assigning cogent reason to the bidder (on demand).
5. The KPITB reserves the right to increase or decrease the quantities
mentioned in the proposal according to requirements.
6. At any time prior to the deadline for submission of bids, KPITB may, for any
reason, amend this RFP, whether at its own initiative or in response to a
clarification requested by a prospective bidder. Prospective bidders shall
check
the
KPITB
website
(www.kpitb.gov.pk)
for
any
changes
or
amendments to this RFP. The KPITB shall not be responsible for informing the
prospective bidders in any other manner. In order to afford prospective
bidders reasonable time in which to take the amendment into account in
preparing their bids, the KPITB may, at its discretion, extend the deadline for
the submission of bids.
7. In case of delay in the execution of the contract, the MD, KPITB reserves the
rights to impose penalty not exceeding 10 % of the total amount of the
contract.
8. If the progress of work is not to the satisfaction of the MD, KPITB, the work
shall be awarded to another party at the risk and cost of the bidder. In such
an eventuality, if any excess amount is to be paid by KPITB, it shall be
recovered from the bidder.
9. All government taxes shall be deducted at source as per rules.
10.KPITB has the right to add, enhance or remove any functionality not
disturbing the major scope of work.
11.KPITB shall not bear any expense incurred in the preparation of proposals in
response to this RFP.
12.All responses to this RFP shall become the property of KPITB.
13.Proposals sent to KPITB by Fax or Email shall not be accepted.
14.Proposals submitted after due date and time shall be rejected.
15.An effort by any bidder(s) to influence KPITB, “directly or indirectly through
unfair means”, in KPITB proposal evaluation, proposal comparison or contract
award decisions, to meet or discuss with any KPITB official unless desired by
the KPITB may result in the rejection of bidder’s proposal.
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5. Terms of Payment
Payment will be made by KPITB on successful deployment/completion of the work as
per contract. Milestone payments can be considered based on deliverables which will
be approved by the MD KPITB. No advance payment shall however be made without
100% bank guarantee. KPITB shall deduct 10% retention amount on each payment, to
be released after successful completion of project, provided the deliverables complies
with the agreed specifications to the satisfaction of KP IT Board.
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BIDDERS MUST SIGN WHERE INDICATED BELOW AND SUBMIT THIS
SHEET AS THE COVER PAGE IN ORDER TO VALIDATE THEIR BID.
As a supplier of goods and services to the KP IT Board, I/we certify that I/we
fully read and understood the terms and conditions of this RFP and found no
complication. We agree to provide the services according to the demand.
Company Name and Address
Signature of company representative
Printed name of company representative
Title
Date
Tel. No.
Fax No.
Email address
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