Request for Proposal (RFP) Event Organizer for
Report Launching - Delivering Power Sector Transition in Indonesia
Institute for Essential Services Reform Tebet Barat Dalam VIII No. 20A-B Jakarta
Selatan Indonesia
12 April 2023
1. Background
Institute for Essential Services Reform (IESR), is a think-tank in the field of energy and environment.
IESR encourages transformation into a low-carbon energy system by advocating a public policy based on data-driven and scientific studies, conducting capacity development assistance, and establishing strategic partnerships with non-governmental actors.
About 68% of Indonesia's electricity comes from the burning of coal. By 2022, Indonesiaʼs coal-fired power plant's (CFPP) installed capacity has reached 40,862 MW. The figure is envisaged to increase, as indicated in the RUPTL 2021–2030, the state-owned utility PLN's most recent plan for expanding its electricity provision. The company proposed adding a further 13,822 MW of CFPP capacity before 2030. Unfortunately, electricity demand has been growing much slower than the generating capacity expansion for the last five years. No adjustments were due to be made to the expansion plan for generating capacity before 2020 to better reflect the actual circumstance.
To begin with, we first identified coal plants that might be suitable for cancellation by evaluating and ranking them against several criteria including: how far advanced the project is, commercial terms for power purchasing (where available), completion data, recent progress and the project owner. The key finding of the study is that 9 coal plants accounting for a total of 2,928MW of capacity could be canceled out of a total of 13,822 MW in the current pipeline. These are predominantly projects at the financing stage or that have failed to secure financing. For this group, a straight cancellation is recommended. Another 220 MW of capacity was identified as having the potential for repurposing, potentially into a 100% biomass power plant.
With this background, Institute for Essential Services Reform will publish a report on delivering power sector transition in Indonesia on its implication of intervening in the 13.8 GW Coal-fired Power Plants Project Pipeline of Indonesiaʼs State-owned Utility. The report launching will be conducted in the hotel ballroom, and a number of guests are expected to join offline. This report is supported by Rockefeller Foundation.
2. Event Description
IESR is looking for professional event organizer for holding hybrid seminar which is planned to take place in
Day, Date : Tuesday, 30thMay 2023 Time : 09.30 – 12.00 WIB/GMT+7
Place : hotel ballroom (to be confirmed) The event objectives are as follow
1. Disseminate IESR study on potential canceling CFPP pipeline
2. To discuss the challenges and opportunities on intervening the CFPP Pipeline
Summary of the event:
Time Agenda
09.25 – 09.30 Zoom room opening
09.30 – 09.35 Opening Session and housekeeping rules 09.35 – 09.45 Opening Remarks
Fabby Tumiwa,Executive Director IESR 09.45 – 10.10 Report Presentation:
“Delivering Power Sector Transition in Indonesia: Implications of Intervening in the 13.8 GW Coal-fired Power Plants Project Pipeline of Indonesiaʼs State-owned Utility”
10.30 – 11.00 Panelist Commentary to the Report lead by moderator Up to 4 panelist will be invited (in-person and/or virtually) Moderator:IESR team
11.00 – 11.50 Discussion between Presenter, Panelist, and Audiences Moderator:IESR team
11.50 – 12.00 Closing Remarks and Report Launching Fabby Tumiwa,Executive Director, IESR
With the Request for Proposal (RFP), IESR is soliciting proposals from event organizers to host the hybrid broadcast event. IESR will evaluate all proposals that have been submitted. A er reviewing all proposals, IESR will select the company/institution that brings the appropriate expertise and best fits the objectives of the event, and articulates a clear and achievable production plan to meet those objectives within the specified timeframe.
3. PROPOSAL GUIDELINES
If the organizations submitting the proposal must outsource or contract any work to meet the requirement, this must be clearly stated in the proposal. In addition, the costs included in the proposal must cover the work outsourced or contracted. Each outsourcing or contracting organization must be identified and described in the proposal. All submissions must be signed by an authorized agent or representative of the company.
Please itemize all costs and include a description of the related services.Terms and conditions of the contract will be negotiated upon selection of the winning bidder for this RFP.
4. REQUEST FOR PROPOSAL AND PROJECT TIMELINE Proposal Timeline:
Proposal will be accepted until 10.00 P.MonFriday, 28thApril 2023. Any proposal received a er the deadline will be regarded as inadmissible. Please kindly send the proposal to Energy Transformation Program through [email protected] cc:[email protected](communication manager, IESR) and [email protected](program officer, IESR).Please include "RFP Response - EO CFPP Pipeline" in the email subject.
The evaluation of the proposals and the winning bidder will be announced on Wednesday, 3 May, 2023. A er notification, contract negotiations with the winning bidder will begin immediately and must proceed very quickly to meet the activity schedule.
Timeline Activities
The agreement of activities must be implemented immediately a er the contract is signed.
4. COST AND SERVICES
All proposals must include proposed costs (in IDR) to accomplish the tasks described in the project scope. Costs should be expressed as one-time costs or non-recurring costs.
Cost and Services included:
Venue Stage 8*4 meters for speakers, moderator and 4 panelists, include garden and its properties
Printed background (adjustable to the stage)
internet backup of 100 mbps that would allow for simultaneous zoom webinar and youtube broadcast
Event promotion
support Promotional material consist of three carousels, and one short video Supporting Event Event broadcast equipment to support hybrid broadcast activities
(included camera, lighting, sound system, dedicated microphone with specification detailed in the proposal/quotation)
Allow for dynamic visual experience (up to two camera angles) Prompter/visual for people on-stage
Sufficient number of Official Crew with excellent capacity to conduct hybrid event
Simultaneous Interpreter Indonesia - English (familiarity with energy issues is a must). Interpreter may be conducted online via zoom Registration, invitation and participants broadcasting
Virtual Platform Zoom Account HD Quality for 500 participants
Digital Asset Attractive layout during the event (layout for panelist, moderator, etc) Visual asset (video bumper, screensaver, virtual frame)
Report launching video Post Event Final event report
Post event video recap , 3-5 minutes
*
Venue will take place in 5 star hotels and provided by IESR. Details will be informed to the winner at kick off meeting. Suggested offline participants are between 40-50 people.Estimated budgets from IESR for all the costs and services described above is in the range of IDR 60-75 million. Clear description of budget breakdown would help IESR in evaluating the proposal and whether there are added services provided beyond the scope asked above.
Note:
● All equipment and Personnel should be described on proposal.
● All costs must be described and detailed on proposal.
● Proposal is mandatory to cover all of request items, any additional suggestion is allowed but depends on IESR consideration.
5. EVENT ORGANIZATION QUALIFICATION
The Provider should provide the following items as part of their proposal:
● Description of experience in offline events and event organization
● Examples of three or more similar events conducted by your organization
● Testimonials from previous clients about events conducted by your organization
● Resources you will assign to this project (total number, roles, job titles, experience)
● Confirmation of project completion timeframe
● The concept of organizing the event to be offered
