Information Management And Mine Programs (iMMAP)- Request For Proposals For Nigeria INGO Forum Event Coordinator

DEADLINE: 30TH JULY, 2023
INFORMATION MANAGEMENT AND MINE ACTION PROGRAMS (iMMAP)
REQUEST FOR PROPOSALS FOR NIGERIA INGO FORUM EVENT COORDINATOR

Dear Sir/Madam,

You are invited to submit a proposal for iMMAP with the requirements mentioned herein. The purpose of this request for proposal (RFP) is to identify suitable provider(s) to provide event coordination services.

iMMAP is an international non-governmental organization (INGO) that provides targeted Information Management (IM) support to partners responding to complex humanitarian and development challenges. For more than 17 years, iMMAP has promoted measurable change in people’s lives through the core philosophy that better data leads to better decisions, which ultimately lead to better outcomes. iMMAP’s expertise in data collection, analysis and presentation has revolutionized the decision-making process for diverse, multi-sectoral partners who seek enhanced coordination and sustainable solutions through information management.

Emergency responders, development practitioners, governments and funders often have to make serious and timely decisions under fast paced and chaotic circumstances. When facing complex development challenges, natural disasters and emergencies, it is critical to make sound choices rooted in real-time knowledge of who is doing what, where they are doing it, and what needs to be done. Access to this critical information positions actors to avoid costly or duplicative efforts and, ultimately, to effectively direct support to the people who need it the most.

We anticipate that the bidder whose proposal suggests the best solution for our research effort (as per the requirements set forth in this RFP) will be selected by 03-08-2023 We will notify all bidders, whether they are rejected or unsuccessful.

We thank you for your effort, and interest in iMMAP in advance.

(1) INTRODUCTION

(1.1)Background

The Nigeria INGO Forum

The Nigerian INGO Forum (NIF) was formed in 2014 to facilitate the coordination and cooperation between humanitarian and development INGOs and external stakeholders including the Government of Nigeria, Nigerian civil societies, UN agencies, diplomatic actors, and donors.

In response to the escalation of conflict in the north-east and increase in humanitarian needs, as well as the presence of operational actors, the INGO Forum established a sub-office in Maiduguri, Borno State to facilitate coordination, advocacy, and external stakeholder engagement. With INGOs also decentralizing senior decision making to operations in the field, the imperative to facilitate information sharing to address duplications and gaps, strengthen quality of responses, advocate for the rights of affected populations, and ensure INGO leadership in operational level decision-making entities.

NIF exists to facilitate members’ collective action in the principled and effective delivery of much needed assistance to save and improve the lives of poor and vulnerable people. To this end, NIF provides a coordinated approach through which INGOs, the Government of Nigeria (GoN), the UN, donors and other external stakeholders can exchange information, shared expertise, and establish guidelines for a more coordinated, efficient and effective use of aid resources in Nigeria.

iMMAP plans to award a short-term agreement with the individual or organization as an event coordinator:

-for the Nigeria INGO Forum 2-Day High-Level event comprising of roundtable/ panel discussions, and an exhibition that aims to showcase INGOs activities, their collaboration with government MDAs and CSOs, and pave the way for an improved operational environment. The event would have in attendance up to 100 high- profile government officials, MDA executives, top executives of INGOs, etc.

-An evening reception and dinner on the Day 2 of the event that would have high-profile government stakeholders and INGOs in attendance.

(1.2)Scope of Services
The Event Coordinator will work closely with the Nigeria INGO Forum’s Secretariat and will be accountable for the following: Pre-event Phase:

• Work closely with the NIF team to understand event objectives, desired outcomes, and target audience.
• Support with coordinating relevant stakeholders, including government representatives, INGOs to ensure the success of event as the need arises.
• Support in protocol arrangements for high-level government officials and dignitaries attending the event – dignitaries to include key government officials from north-east and north-west states.
• Coordinate with NIF on the security requirements for the event.
• Coordinate with NIF to secure suitable Event Compere.

Event Phase:

• Provide on-site event coordination and support throughout the 2-day event.
• Ensure smooth flow and coordination of sessions, panel discussions, and breakout sessions during the event.
• Ensure proper protocol arrangements for high-level government officials and dignitaries attending the event – dignitaries to include key government officials from north-east and north-west states.
• Coordinate with the event team, vendors, and venue staff to ensure smooth execution.
• Coordinate with relevant service providers to ensure necessary audio-visual equipment, and other event-related facilities are available.
• Capture key discussions and outcomes of the event through notetaking.
• Provide security for the event.
• Manage registration and check-in processes for attendees.
• Speaker and panelist coordination.
• Collect necessary presentation materials from panelists and speakers in advance.

Exhibition:

• Coordinate the setup and arrangement of the exhibition area, showcasing photos, videos, and items produced by INGOs.
• Support in overseeing the exhibition throughout the event.

Evening Reception and Dinner:

• Assist in the coordination of the formal dinner, including music and entertainment.
• Assist in protocol arrangements for high-level government officials and dignitaries attending the event.
• Ensure a smooth flow of the evening, managing the program and keeping to the schedule.
• Organize a registration or check-in desk with NIF staff to welcome and guide arriving guests.

Communication and Coordination:

• Follow-up in communicating with all stakeholders to provide event updates and logistics details
• Work with the NIF Team to set-up event branding (event branding materials such as brochures, banners, and name tags, etc.).

Post-Event Evaluation:

• Conduct an evaluation of the event, seeking feedback from participants and stakeholders.
• Prepare a comprehensive event report, summarizing key outcomes, recommendations, and lessons learned.
• Submit a final event report to the NIF Secretariat

Project Goal:
The 2-day event will showcase INGOs activities, their collaboration with government MDAs and CSOs, and pave the way for an improved operational environment. The event aims to foster a conducive environment for productive dialogue, networking, and strategic engagement between government officials, INGOs, and MDAs.

The key objectives are to:

• Promote dialogue and networking among stakeholders to enhance coordination and collaboration with the INGO sector.
• Create a platform for knowledge exchange and learning among stakeholders.
• Showcase impactful activities of INGOs in Nigeria across the humanitarian, peacebuilding, and development sectors.
• Gauge stakeholders’ insights on and expectations from INGO activities and engagement.

(1.3) Deliverables

Pre-Event Phase:

• An event plan outlining the coordination with relevant stakeholders, including government representatives and INGOs during the event.
• Detailed protocol arrangements for high-level government officials and dignitaries attending the event, including VIP treatment and security measures.
• A plan outlining the security requirements for the event.
• Coordinate with NIF to secure suitable Event Compere.

Event Phase:

• On-site coordination of the 2-Day event including a minimum of three sessions/roundtables/dialogues with INGOs and their partners, to discuss INGOs operations, and related issues.
• Comprehensive notes capturing key discussions, decisions, and outcomes of the event’s sessions and panel discussions.
• Registration and check-in management.
• Successful coordination with speakers and panelists, especially with collecting and managing their presentation materials.

Exhibition:

• Coordination and exhibition setup and management.
• Oversight of the exhibition throughout the event.
• Support with set-up for pre-exhibition briefing on Day 2.

Evening Reception and Dinner

• Coordination of high-profile reception including entertainment for guests of the Day 2 of event.
• Ensure a well-managed and smoothly flowing program, keeping the event on schedule.
• Registration and check-in desk setup.

Post-Event Evaluation:

• Detailed final event report submitted to the Nigeria INGO Forum’s Secretariat, summarizing key outcomes, recommendations, and lessons learned from the event. Report should also include a summary of feedback evaluation from attendees, including government stakeholders and INGOs assessing the event’s success and areas of improvement.

(2.0) ADMINISTRATIVE INFORMATION

(2.1) Expected Time Period for Contract
The start date for this contract will from August 3rd for 3 weeks, with all the work to be finished by August 24.

(2.2) RFP Coordinator
Written questions must be directed, via email, to aadesanva@ingoforum.ng

iMMAP will consider written proposer inquiries regarding RFP requirements or Scope of Services before the date specified in the Calendar of Events. iMMAP reserves the right to modify the RFP should a change be identified that is in the best interest of iMMAP.

To be considered, written inquiries and requests for clarification of the content of this RFP must be received via e-mail at aadesanva@ingoforum.ng & cobavuwana@ingoforum.ng by 5:00 p.m. on the 30 July, 2023 as specified in the Calendar of Events. Any and all questions directed to the RFP Coordinator will be deemed to require an official response. Official responses to each of the questions presented by the proposers will be sent via email to all proposers by the date specified in the calendar of events.

Only the RFP coordinator has the authority to officially respond to a proposer’s questions on behalf of iMMAP. Any communications from any other individuals are not binding to iMMAP.

(2.4) Calendar of Events

NOTE: iMMAP reserves the right to amend and/or change this calendar of events/schedule of RFP activities as it deems necessary.