Terms of Reference for the Resourcing of an Event Management Firm in Nigeria (State level) At Nutrition International SuperAdminRequest for Proposal / QuotationSeptember 8, 2023In-briefNutrition International is seeking a qualified event management firm to conduct project related events as part of an implementation research project funded by the Bill and Melinda Gates Foundation (BMGF). The project, “Optimizing adherence for maternal Multiple Micronutrient Supplementation (MMS) in Nigeria”, responds to the needs of the Government of Nigeria, and seeks to better understand how to improve adherence to MMS during pregnancy and elevate and advance maternal nutrition.About Nutrition InternationalNutrition International (NI), formerly the Micronutrient Initiative, is a global leader in nutrition. For 30 years, NI has worked with a wide range of donors, governments, UN agencies, civil society, research institutions and other partners across the world to promote, accelerate and facilitate the scale-up of high-impact nutrition interventions within health, food, and education systems. NI works as an ally to the government to implement nutrition interventions and solutions to malnutrition – including micronutrient deficiencies – through different programs. NI also conducts high quality implementation research, incorporating the skill sets of a diverse and dynamic group of technical experts in public health, nutrition, and research.In 2007, NI was established in Nigeria and has become a trusted partner of the government and a leader in addressing the burden of malnutrition in the country. Aside from nutrition interventions benefiting a broader population (vitamin A supplementation for children under five, zinc and oral rehydration salts (ORS) for  treating  diarrhea  and  expanding  knowledge  and  awareness  about nutrition  among  vulnerable  adolescent  girls  and  women),  one  of  NI’s  key  aims  in  Nigeria  is  to improve the nutrition, health, and survival of pregnant women and newborns. Since 2016, NI has been supporting maternal health and nutrition programming in five northern states (Sokoto, Yobe, Katsina, Jigawa, Kebbi and more recently Cross Rivers) to: improve access to and utilization of ANC and postnatal care; increase coverage of nutrition interventions, including IFA supplementation; and strengthen quality of care with an emphasis on gender equality and family engagement.Scope of WorkNutrition International is seeking the services of an Event Management Company to ensure effective planning, organization, and execution of events (meetings, workshops, launch event) to support NI’s project implementation with key state and community stakeholders in Bauchi State.Objectives of the ConsultancyThis consultancy is aimed at engaging the services of the firm to coordinate, plan, and execute MMS-related events as listed in Annex A in coordination with NI.Key ResponsibilitiesDevelop a workplan detailing the tasks for each of the proposed  activities and level of effort in collaboration with NI.Develop and manage the event planning process within approved timelines and budget.Identify suitable venues and conduct site visits to proposed venues.Provide oversight on meal provision through vetted and approved vendors.Handle all protocols, logistic requirements (including hybrid, if necessary) and payments to vendors/suppliersHandle all protocols and logistics requirements for participant attendance to events including travel arrangements, issuing of per-diems, and booking of accommodation.Set up event venues including seating and all the necessary visual equipment.Produce and provide event documents including agenda, attendance, minutes/report, evaluation forms, and other advertising materials where needed (i.e., banners).Compile feedback from event evaluation forms and share with NI.Hold planning meetings with Nutrition International’s team to seek approval on selected venues, vendors, logistics and meeting documents.Any other services as may be required.Deliverables of the ConsultancyIn close consultation with NI, the Event Management firm is expected to provide the following deliverables for all project related events:List of proposed meeting venues and vendors (food and accommodations) with quotations from three venues.Detailed plans and budgets for proposed events.Event reports/minutes, pictures, videos, and signed attendance sheets.Compiled evaluation forms.Financial reports for events including signed payment forms where participants receive funds.Invoices/receipts of payments to vendors and participants including signed payment forms by each participant in the event they receive funds.Management and Supervision arrangementsFirm to be managed and supervised by NI.All deliverables will be planned in consultation with NI and government.Prior approval from NI will be sought for events’ proposed plans and budgets.The selected agency/ consultant will be required to submit venues and vendor quotations at least two weeks prior to the event for approval by NI.Prior approval from NI will be sought for the selection of meeting venues and proposed food vendors.Key Specifications for the Event Management FirmFor an event management firm to be considered for this role, it must meet the following criteria:A company registered with the Corporate Affairs Commission (CAC).Has a Tax Clearance Certificate (at least 3 years).Has the capacity and demonstrated experience to coordinate and successfully manage meeting logistics particularly in Bauchi state.Has robust financial structures to process payments to third parties e.g., participants, food vendors and hotels.Can provide at least three references from previous clients.Timeframe for the ContractThe timeframe for this contract is September 2023 to July 2024.Proposal ValueAs this procurement process is competitive, the total value of the proposal should not exceed 28,000 USD.Mode of Payment80% payment of each event expenses upon NI’s approval of the event plan and budget.Final payments upon completion of agreed tasks and submission of the activity and financial  reports including invoices and payment formsApplication ProcessQuotations should be submitted by email to  [email protected],  by  13th September 2023.  When submitting your application, please use the subject line “Events Management for MMS-Nigeria project Bauchi”.Clarification related to this Procurement can be addressed to: [email protected]not later than 11th September 2023. For any clarification, please use the subject line “Clarification needed – Events Management for MMSNigeria project”.The application should include the following:Detailed company profile, which should include the company’s name, address, corporate commitment, professional services rendered/area of specialty, previous clients, similar services provided and certifications.Evidence of the criteria stated above in the section “Key Specifications for the Event Management Firm”.Cover letter detailing how applicant fits the profile.Financial quotation, which should include the daily fee rate and any other expenses required to fulfill the terms of the consultancy.NI is committed to the fundamental principles of equal employment opportunity. Qualified women run/managed firms are encouraged to apply.ANNEX A – Event ListEventsEvent descriptionProposed date(s)Locatio nNo of daysDurationNo of participantsNo of participants requiringaccommodationMeals(L: lunch, TB: tea break)Host StateTechnicalWorkingGroup (TWG) meetingsThis meeting will convene participants from relevant ministries, departments, agencies and implementing partners in Bauchi state to provide the support needed for the project design and implementation. This TWG will be a sub- committee under the existing State’s Nutrition Technical Working Group.   -7 LGA participants from Giade, Dass and Ganjuwa LGAs will require accommodation.  -2 national stakeholders from NPHCDA and FMoH will require flight and accommodation. September 2023   December 2023   March 2024   June 2024Bauchi state14-5 hours40-458-91L, 1TB         Training on warehousin g, supply chainmanagement and LMISThis 2-day centralized training will hold in Bauchi metropolis with participants from Dass, Ganjuwa, Giade and Azare under the State Ministry of Health, BSPHCDA, DMMA, NI team and IP. This will serve to build the capacity of relevant MDAs on MMS warehousing, supply chain management and monitoring. 16 Participants from Giade, Ganjuwa, Giade and Azare LGAs will require accommodation. September/Octob er 2023Bauchi26 hours 30-35161L, 1TBHold ad hoc meetings with stakeholder s from stateThis meeting will involve providing support to state existing routine meetings: I.        Bi-monthly supply chain Participants from Giade LGA will require accommodation.October, December 2023 February 2024 April 2024 June 2024 These months may vary depending on the first month of MMS distributionBauchi  1-22-4 hours20-3031L, 1TBII.    Monthly/quarterly state- M&E review meetings NI will support at least 3 meetings.NovemberBauchi1-22-4 hours20-30TBD1L,1TBProject launch eventThis event will serve to launch the MMS implementation research project in Bauchi state. This is a stand-alone event. 7 national stakeholders from FMoH & NPHCDA will require flight and accommodation. 14 state stakeholders will require DSA/accommodationNovember 2023Bauchi1Full day60151L, 1TBSupport StateCommittee on Food andNutrition meetingsThis meeting will convene participants drawn from several ministries and implementing partners in the state, it will serve to provide updates on the implementation research and evidence to support government adoption of MMS.  This meeting will be supported by multiple implementing partners.  Novemb er 2023 March & June 2024  Bauchi2-3Full day40-50Up to 301L, 2TB The role of the selected firm will be to support in coordinating some of the activities on the SCFN meetings, as agreed with NI.       Quarterly joint monitoring visits with govt stakeholder s & members of TWG at federal and State levelThis activity will convene key stakeholders from state and national level. First joint monitoring visit to take place during the baseline and subsequently.January 2023 April 2024 June 2024Giade, Dass and Ganjuwa LGAs, Bauchi5Full day8-156DSA NGO Procurement Portal