Request for Proposal (RFP) Event Organizer to manage
A seminar and exchange on Just Energy Transition between South Africa and Indonesia
Institute for Essential Services Reform
Tebet Barat Dalam VIII No. 20A-B Jakarta Selatan 12810
Indonesia 10 May 2023
OVERVIEW AND BACKGROUND
Institute for Essential Services Reform (IESR), a think tank based in Jakarta, Indonesia, has been working intensively to promote the acceleration of the low-carbon energy transition in Indonesia through evidence-based policy advocacy, conducting capacity development assistance, and establishing strategic partnerships with government and non-governmental actors.
The Just Transition Partnership was first introduced during COP26 in 2022 for South Africa, followed by Indonesia, which launched during G20 Summit in 2022. Following the South Africa JET-P, Indonesia launched its JET-P in 2022 at the G20 Leadersʼ Summit in Bali, Indonesia. With Indonesia in the process of developing an investment plan, valuable key learnings from South Africa a er 2 years of running the JETP works will be valuable for Indonesia. Thus, IESR, in partnership with Ford Foundation, would like to hold a knowledge-sharing dialogue for the Indonesian government and stakeholders to gain insights and key takeaways from South Africa and learn from the South Africa case to ensure the implementation of Indonesia JET-P compliance with the principles of JET-P and achieve the objectives.
EVENT DESCRIPTION
This series of events consists of pre-event, site visit, and 2-days dialogue inviting key stakeholders from South Africa and Indonesia that play a critical role in the JET-P. The event has several objectives as follows:
1. To learn from South Africa's experience in developing investment plans, raising funds from the national and international market, defining the Just component of the JETP, and learning the lessons and challenges in the JETPʼs implementing mechanism.
2. To provide a platform for collaboration and engagement between stakeholders from JETP countries with the aim of strengthening cooperation on JETP in the future.
3. To raise awareness of the importance of the JETP by engaging the public and media to reach a broader audience
AGENDA
IESR is looking for a professional and experienced event organizer who could hold an international dialogue event, which is planned to take place in
Day, Date : 25-28 June 2023 Time : 09.00 – 17.00 WIB
Place : Hotel ballroom (to be confirmed) and PLTU Pelabuhan Ratu
Pre-event (25 June 2023) 14:00-17:00 Pre-event: Indonesian and South African CSOs meeting 17:00-18:00 Break and free time
18:00-20:00 Welcoming Dinner (there will be an art performance) Day -1 (26 June 2023)
Field Visit
07:00-10:00 Travel to PLTU Pelabuhan Ratu, Sukabumi 10:00 - 16:00 Field Visit
16:00 - 20:00 Return to Jakarta
Day -2 (27 June 2023) Public Seminar & Sessions
09:00-12:00 Opening remarks by Minister Session-1 : Public Seminar and QnA 12.00 - 13.30 Lunch Break
13:30 - 15:15 Session-2 : Roundtable Discussion
15.15-16:00 Breakout session (in a separate meeting room)
The discussion separated into two groups, the government and CSO Day -3
Sessions & Closing Day
09:00-09:30 Plenary, Wrapped up 1st day 09:30-10:30 Session-3: Panel Discussion, plenary
10:30-11:30 Breakout session (in a separate meeting room) 11:30 - 12:30 Plenary
12:30 - 13:30 Lunch
13:30 - 14:30 Parallel Event (In a separate meeting rooms) Breakout session-Room 1
Breakout session- Room 2 Breakout session- Room 3 14:30 - 15:00 Break
15:00-16:50 Plenary
16:50-17:00 Closing
Sessions formats and event program are not final, changes may be made regarding the situation's dynamics ahead.
Participants: Minister level, high-level government officials, director from the private sector and international organisation, philanthropist and donor, representative from South Africa and Indonesia Delegation, CSO, public, media
With the Request for Proposal (RFP), IESR solicits proposals from event organizers to host the international high-level meeting. 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.
PROPOSAL GUIDELINES
If the organizations submitting the proposal must outsource or contract any work to meet the requirement, the proposal must clearly state this. 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 company representative.
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.
REQUEST FOR PROPOSAL AND PROJECT TIMELINE Proposal Timeline:
Proposals will be accepted until 10:00 p.m. Indonesian Western Standard Time (WIB, GMT+07) on Thursday, 18 May 2023. Kindly address Farah Vianda [email protected]/or Marlistya Citraningrum at [email protected], for inquiries.
Evaluation of proposals will be conducted from 19 May 2023. Top qualified service providers from the proposed document and quotation will be shortlisted and a follow-up session will be conducted within this time window to obtain any necessary clarification on items described in the proposals.
The selection decision for the winning bidder will be made by 22 May 2023.
Upon notification, the contract negotiation with the winning bidder will begin immediately and must proceed extra quickly to meet the project timeline.
BUDGET AND SERVICES
All proposals must include proposed costs 550.000.000 (in Indonesian Rupiah/IDR - tax included) to complete the tasks described in the project scope. Costs should be stated as one-time or non-recurring (NRC). Pricing should be listed at least for these items:
All the events (except the field visit) is expected to be held at one of this venue:
1. Hotel Mandarin Oriental 2. Hotel Pullman Thamrin
3. Hotel Grand Hyatt Bundaran HI
Day Programme Requirements Notes
Pre-event CSO Meeting ● Meeting room (50 pax)
● 1x Coffee break and 1x lunch
● Screen and other relevant logistics
Welcome Dinner ● Set course menu: appetizer, main course, dessert, and beverages
● Hall/ballroom (80 pax)
● Stage (for music performance)
● Screen and other relevant logistics
● Backdrop
Music performance will be presented from IESRʼs partner
Day 1 Field Visit ● Coffee break, lunch, and screen (Total pax: 75)
● Transportation: Hi-Ace or medium bus (Based on route and cosiness for 75 pax
The field visit will be stopping by to PLTU Pelabuhan Ratu. All the travel and logistic arrangement will be organized by EO.
The venue will be used from the companyʼs available hall/meeting room (permit is in process). If unavailable, the discussion session will be held at the nearest hotel.
Day 2 Session 1, Plenary ● Hall/ballroom with stage,
decoration, screen (include Photo booth will be provided during Day 2 and
Day Programme Requirements Notes backdrop)
● Holding room VVIP dan
quick access to
hall/ballroom
● Coffee break and lunch Total: 120 pax
Day 3
Session-2 : Roundtable Discussion
● Hall/ballroom with stage, decoration, and screen (include backdrop)
● Coffee break and lunch Total: 50 pax
Breakout session ● 2 separate meeting rooms
● Total: 25 pax for each room Day 3 Wrapped-up and
Session-3
● Hall/ballroom with stage, decoration, screen, (include backdrop)
● Coffee break and lunch (Total: 75 pax)
Session-4 (Breakout session)
● 2 separate meeting rooms with screen
● Total: 25 pax for each room Session-5 Paralel
event and breakout room
● 3 separate meeting rooms with screen
● Coffee break
● Total: 25 pax for each room Closing, plenary ● Hall/ballroom with stage,
decoration, screen, (include backdrop)
Post - event ● Narrative report and
documentation
● Appropriate souvenir would be given to high-level govt.
Official and South Africa/Foreign speaker.
(Total: 30 pax)
Other Logistic
Item Requirement
Documentation and Communication ●Short video introduction, event publication, video and photo documentation
●Send invitation and confirmation from speaker and registration
Personnel Experienced professional MC to conduct the second-day session and familiar with the issue.
Intrepreter English-Indonesia only during plenary and panel discussion sessions. Day-2 dan Day-3 only for plenary and round table discussion.
Note taker (For all session) Crew and usher
Travel Arrangement The organizer is expected to provide travel management service for handling airport transfer and arranging accommodation, especially for South Africa delegates (around 50 pax). Medium bus/Hi-Ace are preferable.
NOTE: All costs and fees must be clearly described in each proposal. Details of the pricing items should refer to bidder qualifications outlined in the next section below.
Service providers must provide the following items as part of their proposal:
● Company/organization profile description of experience in offline event organizer
● Example of three or more similar events conducted by the organization
● Testimonials from past clients on events conducted by your organization
● Anticipated resources for this project (total amount, role, title, experience)
● Confirm project completion time frame
● The concept of organizing events that will be offered
