DEADLINE: 15TH JANUARY, 2023
SUSTAINABLE ENERGY FOR ALL (SEFORALL)
REQUEST FOR PROPOSAL FOR EVENT AND LOGISTICS MANAGEMENT FIRM TO SUPPORT ETP ROAD SHOWS AND DISSEMINATION LAUNCHES
BACKGROUND AND CONTEXT
Sustainable Energy for All (SEforALL) is an international organisation working with leaders in government, the private sector and civil society to drive further, faster action toward achievement of Sustainable Development Goal 7 (SDG7), which calls for universal access to sustainable energy by 2030, and the Paris Agreement, which calls for reducing greenhouse gas emissions to limit climate warming to well below 2° Celsius.
Achieving these goals will require a radical rethink of the way we produce, distribute, and consume energy. SEforALL is at the heart of this foundational shift to ensure no one is left behind. Drawing on data and evidence, we identify a critical path to success in achieving SDG7.
Former UN Secretary-General Ban Ki-moon launched the Sustainable Energy for All initiative in 2011. Now an independent organization, we maintain close links with the UN, including through a relationship agreement, partnerships with UN agencies and with SEforALL’s CEO acting as the UN Secretary-General’s Special Representative for Sustainable Energy for All and Co-Chair of UN-Energy. These roles include advising the UN Secretary General and his staff on issues relating to sustainable energy and the implementation of SDG7 and supporting the coordination of sustainable energy issues in the United Nations system.
The ambitions of SDG7 are extraordinary. Aiming to achieve them in the context of the Paris Agreement on climate change involves transformation at a scale never undertaken before. Swift action must be taken by leaders in governments, private sector companies, institutions, financiers, development banks, unions, communities, entrepreneurs and civil society. As we enter the final decade to achieve SDG7, SEforALL has strategically chosen to strengthen global agenda-setting while expanding its activities to an engagement model that prioritizes data-driven decision-making, partnerships with high-impact countries and implementation on the ground. The new SEforALL three-year business plan outlines work programmes that scope out our planned interventions and demonstrate to our funding partners the impact of their support. http://www.seforall.org/
Nigeria Energy Transition Office
Nigeria is a high-impact country for achieving SDG7 which calls for universal access to clean and affordable energy. Based on the latest data available, 92 million Nigerians lack access to electricity while 175 million lack access to clean cooking solutions. At the same time, the reality and grave impacts of climate change are already manifest in the form of floods, pollution, erosion, desertification, and the associated socio-economic consequences. As a result, demanding and modelling bold action to address energy poverty and mitigate climate change is a priority for the nation.
Consequently, SEforALL alongside the UK Energy Transition Council and McKinsey supported the Nigerian Government in designing an Energy Transition Plan (ETP) to tackle the dual crises of energy poverty and climate change and deliver SDG7 by 2030 and net-zero by 2060, while also providing energy for development, industrialization, and economic growth. The Nigerian ETP is the first of its kind in Africa and details pathways for significant low-carbon development of energy systems across 5 key sectors: Power, Cooking, Transport, Industry, and Oil and Gas. The plan also highlights the key role Natural Gas must play as a transition fuel on Nigeria’s path to net-zero.
Since it’s unveiling, the ETP has been approved by the Federal Executive Council (FEC) and adopted as national policy. On the 24th of August 2022, a virtual global launch of the ETP took place with participation from key partners across the globe and an official website (www.energytransition.gov.ng) was published.
An Energy Transition Implementation Working Group (ETWG) chaired by His Excellency Vice President Yemi Osinbajo (SAN) and comprising of several key ministers including the Ministers for Environment, Power, Finance, Works & Housing, Petroleum Resources, and Foreign Affairs has been established to drive the implementation of the plan.
Sustainable Energy for All (SEforALL) and the Global Energy Alliance for People and Planet (GEAPP) support the working group through a dedicated secretariat, the Energy Transition Office (ETO). Broadly, the objectives of the ETO include the following:
- Help to build policy support, identify opportunities, and mobilize resources that will serve as the backbone of the ETP to help drive Nigeria’s energy transition agenda,
- Establish a pipeline of bankable energy projects and programs in support of SDG7 and the Nigerian government’s energy access and energy transition goals and commitments, supporting medium-term growth in the Nigeria DRE sector,
- Build strong political support and provide government coordination for the activities of GEAPP in Nigeria.
- Provide support to Nigeria’s Energy Transition Implementation Working Group to help secure a financial and technical assistance support package for the country to begin implementation of the ETP,
- Coordinate closely with and utilize mechanisms such as the Energy Transition Council to help secure a financial and technical package of support for implementation of Nigeria’s energy transition, and
- Provide support for the establishment of Nigeria as a champion for a just and inclusive African energy transition
- Provide high-level engagement through SEforALL’s CEO / UN SRSG and other high-level leadership with Nigerian and other African government stakeholders as well as other international stakeholders to advance Nigeria’s ETP and a common African energy transition position.
To achieve the identified objectives, the ETO intends to organize strategic events including but not limited to staff retreats, webinars, stakeholder meetings, roundtables, project launches and most importantly, ETP roadshows. The ETP roadshows, in particular, will feature high-level missions of the ETWG to current and potential development partners such as the EU, Japan, and Middle Eastern Countries (e.g., Saudi Arabia and United Arab Emirates) in order to disseminate the ETP and mobilize financial and technical support packages. For example, in September 2022, His Excellency Vice President Yemi Osinbajo (SAN) led a U.S. Mission of the ETWG to Washington D.C. where there was broad acceptance of the ETP from U.S government counterparts and other partners. More roadshows, including those to the EU, Saudi Arabia, and UAE are to be organized.
Objective
The purpose of this consultancy is to provide event management support to the Nigeria Energy Transition Office (ETO) for the delivery of the office’s objectives and broader dissemination and implementation of the Nigeria Energy Transition Plan (ETP). The Firm / Agency will provide end-to-end planning, management, organization, administration, and logistics of ETP-related events including the ETP roadshows. The Firm will also ensure availability of an efficient logistics secretariat and clerical/administrative support for the ETO.
Scope of Work
The Firm will serve as the single point of contact with the ETO and its partners to deliver the following services:
(1) Preparation and management of ETP-related events: With guidance from the ETO, the Firm will be expected to:
- Document purpose, targets and initial program of events / agenda for each ETP event;
- Develop final draft of each event’s program/agenda including detailed schedule, list of speakers and facilitator(s) and background documents;
- Provide administrative staff support to the ETO as required;
- Coordinate schedules of ETWG members and counterpart governments to aid planning of ETP roadshows;
(1) Management of participants: With guidance from the ETO and the ETO’s PR Agency, the event Firm will be expected to:
- Establish the list of participants and ensure the involvement of all event partners/stakeholders in the finalization of the invitation lists;
- Develop invitations and information to be shared with participants ensuring relevant protocols are agreed upon and respected.
- Administer registration through ETP website and compile confirmed registration list of participants, speakers, support staff, event management team, ushers, etc. as required
- Send out invitations to all participants, including meeting chair(s), speakers, facilitators, etc.
- Follow up on invitations largely via telephone and email.
- Identify and secure accommodation block booking for participants as needed.
- Develop information note to all participants (including event agenda, venue, arrival details, hotels, visa requirements, general city info; etc.) as needed.
- Provide visa support for roadshows for ETWG and ETO and other external ETP-related trips as required.
- Manage protocol arrangements for VIPs, including arrival and departure at airports with the relevant Ministry. For ETP roadshows and other ETP-related trips, coordinate with counterpart governments and organisers to ensure smooth transfer of VIPs.
(3) Logistical Arrangements and Event Management: With guidance from the ETO, the event agency will be expected to:
- Secure appropriate venues for ETP events.
- Manage event décor and signage, as needed.
- Arrange event venue and ensure meeting rooms (where applicable) are arranged according to specifications and ready for the meetings as required; this also includes seating name plates where needed.
- Ensure all required audio-visual equipment is available/acquired in event venues as required.
- Arrange travel and manage appropriate VIP lounge when high-level ETWG participation is present.
- Manage ground transport including arranging and confirming shuttle service for airport pick-up, as well as local operations. Event Firm will also arrange and manage VIP transport for high-level participants.
- Secure catering services for ETP events as required.
- Develop event souvenirs as needed, in partnership with the ETO’s PR Agency.
Approach, Timeline, and Deliverables
Approach
The selected Firm/Agency will work closely with a designated ETO staff. In addition, the Firm shall provide administrative and secretarial support for the ETO’s dissemination events and road shows.
The selected Firm should make a concerted effort to ensure gender parity throughout this assignment. This includes, for example, the team deployed for this purpose is encouraged to implement a minimum of 40:60 female-to-male ratio, provide a copy of gender policies followed by the organization and follow a gender-balanced approach in the assignment. The selected Firm shall also work to ensure all stakeholder engagements are gender balanced.
Timeline and Deliverables
13 February 2023 to 31 December 2023. The selected Firm will produce the following deliverables according to a schedule to be agreed upon with the ETO:
- Inception report developed with input from the ETO detailing proposed ETP events for 2023, timelines and necessary action plans.
- Regular event management status reports, as needed.
- Successfully executed ETP-related events.
Travel
The selected Firm is expected to operate primarily in Nigeria and will be required to travel within and outside Nigeria to support the activities of the ETO Presence in Nigeria is mandatory
Reporting
The consultant will report to the Communications Specialist and the Principal Finance Specialist of the Energy Transition Office.
Qualification and Expertise
In general, the Firm must have a proven track record of high-quality corporate events. Companies wishing to submit a proposal should:
- Have presence in Nigeria (Mandatory).
- Demonstrate capability and proven experience in end-to-end organization of events of international standards.
- Possess a minimum five years’ experience in conducting corporate events with at least three high-visibility or high-impact events/engagements.
- Demonstrate a capability and proven experience in handling international delegates, government officials and the protocol decorum that it entails.
- Demonstrate an ability to understand the ETP agenda, programme goals and deliver high quality outputs within the agreed timeframes.
- Demonstrate sound understanding of issues relating to travel and transport logistics.
- Possess strong coordination and facilitation skills with capable team that works well under pressure.
- Propose a designated team of specialists for the assignment, with each senior lead experienced in delivering high-quality event management and logistics services – and a minimum of 5 years’ experience in conducting similar assignments.
- Have experience working with the UN, and/or any other international organization; this is considered an advantage.
Bidding Process
Bidders are allowed to submit bids as a consortium. Proposals must include the following (in either PDF or PPT format).
Technical Proposal:
- Your organization’s profile including organization’s name, address, contact information and a brief background.
- Your organization’s understanding of the assignment, including any proposed changes to the Scope of Work.
- Proposed team structure.
- Proposed approach (Gantt chart with key milestones, activities, and any sub-activities).
- Relevant experience and examples of work.
- Key personnel profiles and roles of subcontractors, where applicable.
- References (at least 3).
Financial Proposal:
- All costs must be in USD
- Detailed financial proposal inclusive of LOE, travel, equipment costs and any other costs expected to be incurred.
- Bidders are encouraged to take assumptions and propose a flat fee on a per event basis
- Technical and Financial proposal are meant to be submitted as separate documents.
Evaluation, Conflict of Interest, and Terms of Payment
- Bidders are requested to disclose and explain any potential conflicts of interest.
- Terms of payment at SEforALL follow a deliverable based framework. The breakdown of the milestones-payments will be communicated to the selected company.
- The evaluation of proposals will be based on a 70 – 30 split for technical proposal and financial proposal, respectively.
How to Apply and Deadline
Please submit your proposals to procurement@seforall.org by 15 January 2023, 23:59 CET
In case of questions or queries contact SEforALL at procurement@seforall.org
