Request for Proposals
Selection of an Event Management Company to Organize “INSPIRE International Research
Conference and Student Colloquium 2014” at Dubai
Institute of Management Sciences (IMSciences)
Instruction to the Proposers
A. GENERAL
•
IMSciences hereby solicits Proposals from event management organizations or tour operators in
response to this Request for Proposal (RFP). Proposers must strictly adhere to all the requirements of
this RFP. No changes, substitutions or other alternations to the rules and provisions stipulated in this
RFP may be made or assumed unless it is instructed or approved in writing by IMSciences in the form
of supplemental information to the RFP.
•
Submission of a proposal shall be deemed as an acknowledgment by the proposers that all obligations
stipulated by this RFP will be met and, unless specified otherwise, the proposer has read, understood
and agreed to all the instructions in this RFP.
•
Any proposal submitted will be regarded as an offer by the proposer and does not constitute or imply
the acceptance of any proposal by IMSciences. IMSciences is under no obligation to award a contract
to any proposer as a result of this RFP.
•
IMSciences implements a policy of zero tolerance on prescribed practices, including fraud, corruption,
collusion, unethical practices, and obstruction.
•
In response to this RFP, IMSciences requires all proposers to conduct themselves in a professional,
objective and impartial manner, and they must at all times hold Institute’s interests paramount.
B. PREPARATION OF PROPOSALS
CONTENTS OF PROPOSAL
It will be single stage-two envelope procedure. Bidders are required to prepare and submit their proposals
in two separate parts, i.e
•
Technical proposal
•
Financial Proposal
Both proposals should be sealed and submitted in separate envelopes which should be clearly marked as
"Technical Proposal" or "Financial Proposal". These proposals should be accompanied with earnest money
of 2% of the bid value sealed in a separate envelope in shape of Bank Draft/Payorder in favor of Institute of
Management Sciences. Proposals not complying with the above instructions would be instantly rejected.
In the first instant, technical envelops marked with Technical Proposals would be opened.
Technical Proposal should clearly mention the past experience in arranging such types of events and the
proposed approach to be adopted for this event. It should also mention a list of such events arranged for
other organizations and contact names and numbers of relevant personnel in these organizations. The
Technical Proposal would also be evaluated in terms of the Human/Financial Resource of the event
management organization therefore a detail of human resource available with them should be clearly
mentioned alongwith their designation and experience. The bidding firms/companies are also expected to
provide Audited Accounts for the last two years. In case of sole proprietorship if Audited Accounts are not
are not available, annual tax returns for the last two years may be provided.
Documents Establishing the Eligibility and Qualification of the Proposer
The proposer shall furnish documentary evidence of its status as an eligible and qualified firm. In order to
award a contract to a proposer, its qualifications must be documented to the Institute’s satisfaction. These
include firm registration with the Government, profile, past experiences in managing events in on shore and
off shore both, tax registration, Audited accounts etc.
All Proposals would be technically evaluated according to the criteria mentioned below:
•
•
•
•
•
Expertise of organization in similar events.
Explaining why your firm is the most suitable for the work/Past Experience.
Approach and Methodology adopted/Implementation Plan
Management Structure and Key Personnel
Financial Strength/Position.
Technical Evaluation
Criteria
Weight
Technical competencies / Previous experience
40
related to event management
Approach and methodology
30
Management Structure and Key Personnel
20
Financial Resources
10
Total Technical Score
100
Point Obtained
Financial Proposal
All firms scoring 70% marks would be considered responsive bidders. Financial proposals of the NonResponsive bidders would be returned unopened. Financial Proposals of only responsive bidders would be
opened and the firm with lowest bid would be considered successful. The financial proposal shall specify
individual participant rate in PKR as per above given requirements on single and double occupancy basis.
The financial proposal shall list all major cost components associated with the services, and a detailed
breakdown of such costs. All outputs and activities described in the technical proposal must be priced
separately on a one to one correspondence. Any output and activities described in the technical proposal
but not priced in the financial proposal, shall be assumed to be included in the prices of other activities or
items, as well as in the final total price.
Mode of Payment
All prices shall be quoted in PKR. Payment Schedule can be mutually finalized however Advance
Payments would only be made upon submission of a bank guarantee of equivalent amount. The
Bank Guarantee should be valid upto the conclusion of the event. 20% final payment would be
made after the event and submission of final invoice as per agreed terms and conditions.
Validity Period
Proposals shall remain valid for the period of three months from the last date of submission. In exceptional
circumstances, prior to the expiration of the proposal validity period, IMSciences may request proposers to
extend the period of validity of their proposals. The request and responses shall be made in writing, and
shall be considered integral to the proposal.
Clarification of Proposals
To assist in the examination, evaluation and comparison of proposals, Institute may, at its discretion, ask
any proposer for a clarification of its proposal. Institute’s request for clarification and the response shall be
in writing. Notwithstanding the written communication, no change in the prices or substance of the proposal
shall be sought, offered, or permitted, except to provide clarification, and confirm the correction of any
arithmetic errors discovered by the Institute in the evaluation of the proposals in accordance with RFP.
AWARD OF CONTRACT
The contract would be awarded to the lowest bidder amongst the responsive bids. IMSciences reserves the
right to cancel the tender at any time prior to the award of contract without incurring any liability or
obligation.
Terms of Reference
Selection of an Event Management Company to Organize “INSPIRE International Research
Conference and Student Colloquium 2014” at Dubai
Institute of Management Sciences (IMSciences)
Introduction
Institute of Management Sciences (IMSciences) is a public sector degree awarding Institute, providing
education to the youth of Khyber Pakhtunkhwa. Unlike conventional academic institutes, IMSciences
broadens its educational focus in response to new trends in the developing field of management. Based on
the social values of integrity, honesty, professional excellence and a broad vision of life, the Institute aims
to provide educational experience that transforms its students into business leaders at par with international
managers, executives, and entrepreneurs. Since its inception in 1995, the school’s academic rigor and
avant-garde approach to management education have produced alumnae that shape the world of business
at regional, national, and international level.
Our mission is to provide quality management education and new knowledge based research that enables
IMSciences to be a school with foundations in excellence at all levels. Our faculty aims at advancing
management theory and practice and to broadly analyze knowledge through learning, classroom
applications and service in the public and private sectors.
Keeping in mind our mission, we organize workshops, seminars, dialogues and conferences for our
students as well as faculty. In this connection IMSciences is going to organize a two days conference titled
“INSPIRE International Research Conference and Student Colloquium 2014” in Dubai UAE. 27 delegates
will participate from Pakistan and 3 from England (total 30 participants).
The conference aims to;
• Bring together academicians and practitioners from the UK and Pakistan to share their research
and practical experience on small business management and entrepreneurship
• Provide exposure to Pakistani research students (MS/MPhil and PhD) at an international forum
Project scope
We are seeking an event management firm to assist and execute the “INSPIRE International Research
Conference and Student Colloquium 2014” scheduled to take place in Dubai UAE.
Period of Services
February to March 2014. Please submit your sealed technical and financial proposals in sealed envelops
marked with “EVENT MANAGEMENT ASSISTANCE” to the following address no later than November 25,
2013.
Mr. Haseeb Ahmad
Institute of Management Sciences (IMSciences)
1A, E-5, Phase VII, Hayatabad
Peshawar
The technical and financial proposals can also be sent through e-mail at info@imsciences.edu.pk before
the deadline with the subject “Event Management Assistance”
Requirements
• Facilitate conference with close coordination of Conference Coordinator;
• Handle all logistics and admin tasks related to conference;
• Hotel category: Not below 4 stars facilities
• Stay: 04 nights – 05 days; 30 rooms, No. of delegates: 30
• Conference: 02 days from 09:00 am – 05:00 pm
• 01 Conference Hall: 50-60 persons capacity for 02 days
• 01 Meeting Room: 10-12 persons capacity for 02 days
• 02 Coffee/Tea break with cookies and snacks
• 02 Buffet Lunch
• Basic meeting room requirements (pad, pens, tissues, mints & mineral water)
• LCD Projector
• Audio Equipment
• 01 flip chart stand with charts
• Return Air Tickets (Peshawar-Dubai-Peshawar)
• Single room to all delegates including daily Buffet Breakfast
• Meet and assist services upon arrival
• Pick & Drop facility for Guests on sharing basis for delegates (Dubai Airport-Hotel-Dubai Airport)
• Arrange Marina Dhow Cruise with Dinner and Pick and Drop from Hotel
• Arrange Dune Desert Safari with Barbeque Dinner along with pick and drop from hotel.
• Half day Dubai City Tour with mineral water and soft drinks (04 hours)
• All tips and taxes included
• Perform any other duties as required by the Conference Coordinator/Conference Management
Deliverable
Completion of successful event
Timeline
One month starting from February 01, 2014 – March 02, 2014