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REQUEST FOR PROPOSALS

The Stop TB Partnership is seeking a top-flight, highly experienced conference organizing agency to facilitate many aspects of the 3rd Stop TB Partners´ Forum, which will take place in Rio de Janeiro, Brazil from 23 to 25 March 2009. Over 1,000 delegates are expected to attend the Forum. You are adviced to look very carefully at the complete RFP (item 2 below) on this web page to ensure that your response is in line with the relevant documents and instructions for submitting a proposal:

  1. Cover letter
  2. RFP 4968
  3. Annex I
  4. Annex II
  5. Acceptance Form
  6. Acknowledgement Form
  7. Confidentiality Undertaking

Questions & Answers (updated)

  1. How many Internet stations / computers are needed?
    40 internet access points connected to two (2) printers.

  2. What are the requirements needed for the secretariat office, press room, press conference room, interview room, and VIP rooms?
    The secretariat office needs 2 computers with internet access, 2 professional photocopiers with scanning option, 2 wireless printers, tables and chairs.
    The press room needs 3 computers with internet access, 2 professional photocopiers with scanning and printing option connected to the computers (same network), one wireless printer, tables and chairs, cold food and refreshments.
    The press conference room needs a conference podium with table, 5 chairs and microphones, more chairs facing the podium.
    The interview room needs a phone, a table and three chairs and good lighting.
    One VIP room needs floral decoration, refreshments, 2 computers with internet access, one wireless printer and 6 chairs.
    Two additional VIP rooms for meetings (chairs and table).

  3. When will the COA have the flight schedule of the participants?
    Registration for participants will finish on 31 January 2009. The COA will receive the flight details of the participants and VIPs sponsored by the Secretariat in the last week of February 2009. Participants not sponsored by the Secretariat will be advised through the Partners´ Forum website to contact the COA directly to inform about their arrival date and time. Participants should be transported to their hotels by bus.

  4. How many reception desks are needed at the airport?
    One reception / arrival desk right after customs from 20-23 March 2009.

  5. Does the COA organize the transfer of the participants from the hotel to the event and back?
    No

  6. Will the COA provide transport to the concert?
    The COA will not be responsible for the transport of the participants to the concert, nor for the organization of the concert.

  7. How will the hotel reservations be done and who will take care of this?
    Participant will make hotel reservations themselves online.

  8. Can the COA send its proposal by e-mail?
    For the bid to be valid, the proposals must be received at WHO at the address specified in section 4.8 (hard copy, including CD ROM) no later than 28th November 2008. You may send a copy of the proposal by email attaching proof of hard copy dispatch.

  9. Who will arrange the graphic material, conference bag, folders, etc.?
    The Secretariat will send designs for a folder and its content (agenda, forum brochure, documents ' 50 pages in total) to the COA who should arrange printing and compile the 1,300 folders accordingly.
    The COA should produce 1,600 T-shirts, 1,300 conference bags, one big banner for the plenary session, 4 banners for the main break-out rooms. The designs will be provided by the Secretariat.

  10. When will the number of participants be known for the production of name tags?
    The max. estimated number of participants is 1,300. The list of participants will be made available not earlier than 1 March 2009. Name tags/badges should be printed on paper and put in a plastic badge. The tag/badge should show: name, organization and logo.

  11. Can the COA organize the coffee break and lunch service in the facility of the event?
    All refreshments and lunches have to be offered at the event's location.
    Full catering and kitchen facility is available on site.

  12. As for the decoration, does the COA need to quote the stage background and banners for all break-out rooms? Floral arrangements, plants for all areas or only for the plenary session room?
    The Secretariat would like to see the following arrangements:
    • Stage background for the plenary session
    • Floral arrangements for one VIP room
    • Break-out rooms should be appropriately decorated
    • Registration desk decoration

  13. May the COA quote the service of waiters and refreshments to serve the table of directors and VIP rooms?
    Yes

  14. Does the COA need to provide quotes for sound, image, projection (computer, monitor and data show)?
    Yes

  15. Does the COA need to provide quotes for simultaneous interpretation (interpreters, cabins, earphones, cables) for all the rooms?
    No, cabins and earphones are already available on site. The COA only needs to arrange for the interpreters (English, Spanish, French, Portuguese) of the 5 plenary sessions. Costs for Portuguese interpretation will be incurred by the Brazilian government. Few specific break-out sessions will need interpretation, however, the exact number will only be known in January 2009.

  16. Will there be a need for shorthand (estenotipia) services, and reports with transcriptions of the text?
    No written documents. The Secretariat would need the English recording of all that is simultaneously translated.

  17. Will there be a need for flags?
    Yes, for high ranking government officials. This information will not be available before 1 March 2009.

  18. As for the city tour, will it be at the expense of the participants themselves? Will they register at the secretariat of the event? What are the logistics?
    Site visits do not mean city tour. There will be a site visit to a favela, a hospital and a pharmaceutical factory.
    The COA is required to organize the logistics arrangements (buses and refreshments) for the 3 site visit groups.
    Site visits will be to three locations, however, the number of groups going to each location and the amount of persons per group can only be determined in 2009.

  19. Will the details of the plan of action be negotiated by email or in person, if so, where?
    Details of the action plan will be negotiated mainly by email. In addition, a secretariat staff is scheduled to travel to Rio at the beginning of January 2009.

  20. As for the exposition of posters for the scientific work, how many will there be?
    It is not an exhibition of scientific posters but a market with stands. Our partners will ship beforehand their material to display the work they do in different countries. Provision of storage for the material will be needed. The Secretariat estimates that the number of stands needed will be 80.

  21. Will the COA be responsible for:
    • Security and cleaning services: No
    • Medical and first aid: No
    • Electricity Generators: No, the location provides generators if requested but the COA needs to ensure that the service is available.
    • Photography: No
    • Filming: Yes, the 5 plenary sessions and the ministerial forum.
    • Wireless (WIFI) internet:Yes, COA needs to ensure that wireless internet is accessible in the entire facility.

  22. Should all the COA staff be trilingual?
    All staff must at least speak good English.

  23. What are the requirements for the marketplace / partner's exhibition?
    The 80 stands should be about 6 m2 and include a table and chairs. Partners will start setting up their stands on 22 March.
    24.

  24. What would the payment conditions from WHO be? Is WHO in a position to make advance deposits to the COA?
    Yes. An amount (between 25% - 50%) based on the contract value will be paid immediately after the contract issued by WHO is countersigned and returned to WHO. The contract will set out the exact payment conditions.
    25.