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REQUEST FOR PROPOSALS: Event Management Consultant to Support Modeling Works under the Low Carbon Development Initiative-Initial Implementation Phase (LCDI-IIP) Project

SUMMARY OF PROCUREMENT

WRI intends to award a Fixed Price (to be supported by receipts, deliverables and invoices) type contract for event management consultant to support WRI Indonesia in successfully prepare, manage, and implement end-to-end production needs of scheduled events such as offline meetings, FGDs and other relevant event in the context of modeling works under the Low Carbon Development Initiative (LCDI-IIP) project. The consultant will support the project within 4 months period, starting from April to July 2021. The chosen vendor will submit deliverables for approval to and work closely with the WRI Indonesia team. The contract will be signed by WRI Indonesia and will be paid from WRI Indonesia accounts, following Indonesia regulations.

About WRI Indonesia

WRI Indonesia is an independent research organization dedicated to contributing to the socioeconomic development of Indonesia in an inclusive and sustainable way. Our work is focused on six main areas: forests, climate, energy, cities and transportation, governance, as well as ocean. We turn big ideas into action at the nexus of environment, economic opportunity, and human well-being.

Established in January 2014 with its headquarter in Jakarta, WRI Indonesia is a non-profit research organization affiliated with the World Resources Institute, a global environmental think tank based in Washington D.C. WRI has a research network of over 450 experts and staff in more than 50 countries with offices in China, India, Indonesia, Europe and the United States. In Indonesia, we have run projects with partners for over 20 years, and WRI Indonesia was formally launched to build a robust in-country presence, to formalize existing partnerships, as well as strengthen our research on the ground.

About the Project

Since 2017, the Government of Indonesia, through the Ministry of National Development Planning (BAPPENAS) supported by the UK Government (Foreign, Commonwealth and Development Office) kickstarted the Low Carbon Development Initiative (LCDI), with a goal to include low carbon and environmentally sustainable policies into the National Medium Term Development Plan (RPJMN) 2020-2024. In 2020, the Government of Indonesia launched its first “Green” National Medium-Term Development Plan (RPJMN) 2020-2024, that includes GHG emissions as one of macro-economic indicator and series of policies and targets on low carbon development.

Under the extended support from the FCDO, the LCDI has entered a new phase and is referred to as the LCDI Initial Implementation Phase (LCDI-IIP). The LCDI-IIP has been designed to prepare the ground for the design of a longer LCDI multiyear program which follow the Government of Indonesia’s five-year development planning document. As a bridging program between the original initiative and the full implementation phase, the LCDI-IIP aims to support activities that will help land smooth implementation of LCDI, including to support the continuation of analytical works through system dynamics modeling that consider COVID-19 impact and the potential net-zero emissions scenario for Indonesia.

Modeling Works under the LCDI-IIP Project

The Government of Indonesia has been working progressively to step up its commitments towards a low carbon and green economy future, and one of its remarkable milestones has been demonstrated by the launch of the first green National Medium-Term Development Plan (RPJMN) 2020-2024 that incorporates Low Carbon Development Initiative (LCDI) and Climate Resilience as one of national priority agenda. This achievement also reflects the implementation of Article 3.4 UNFCCC mandate which stated that “Member parties have a right to, and should, promote sustainable development. Policies and Measures to protect the climate system against human-induced change should be appropriate for the specific conditions of each Party and should be integrated with national development program, taking into account that economic development is essential for adopting measures to address climate change”. Several strategic actions within LCDI policies to be implemented includes development of sustainable energy, waste management, development of green industry, sustainable land restoration and blue carbon.

Furthermore, GHG emission reduction has also included as one of macro-economic development indicators. As such, emission reduction will be monitored along with other indicators, such as economic growth, poverty reduction, gini ratio, employment rate and human development index. These remarkable achievements are supported by empirical and analytical works through extensive modeling process by using System Dynamics and Spatial Dynamics with a Holistic, Integrative, Thematic and Spatial (HITS) approach.

However, the COVID-19 pandemic has made the Government of Indonesia have to make some adjustment to the development target and scenarios, including to possibly adjust the RPJMN 2020-2024. To ensure the national development remains on a sustainable and green economy pathway, the Government needs to strengthen low-carbon policies in the upcoming years. The Ministry of National Development Plan (BAPPENAS) currently taking proactive measures to align with economic transformation policies in the medium and long-term period.

Currently, BAPPENAS has been strongly build their capacity to encourage build back better with low carbon development as a post-COVID-19 green recovery framework. Several modeling and analytical works by using System Dynamics with deep dive at sector level will be continued to support the Government in policy making process.

System dynamics approach has been widely used as a means of analysis to formulate policies and find effective ways of intervention. In particular, this methodology has been used by the Government to design various policy scenarios towards low carbon development. The LCDI model developed by using System interventions also aim at enhancing the policymaking process during implementation and providing additionally for the Long-Term National Development Plan (RPJPN) 2025-2045, through a series of analysis sectoral policies and other macroeconomic indicators using system dynamics model. WRI Indonesia through LCDI-IIP project has been supporting this collaborative effort since 2018. In sub-national level, LCDI-IIP also support capacity building activities in 3 pilot provinces to integrate LCDI policies into subnational development planning document.

As LCDI frameworks aims to break down the silos, the implementation of the frameworks requires active participation and close engagement through a series of intensive discussion with relevant and cross-sectoral stakeholders. To accelerate those activities, in particular in gaining inputs from stakeholders and partners through offline meetings and Focus Group Discussions (FGDs) WRI Indonesia is looking for partners with qualified agency that can prepare and execute varied offline FDGs and meetings as well as other relevant activities to support modeling works and accelerate the formulation of LCDI-IIP project deliverables.

SCOPE OF WORK AND OUTPUTS/DELIVERABLES

The scope of works of the consultant are as follows:

  1. In close coordination with Directorate of Environment Bappenas, LCDI Secretariat and WRI Indonesia in preparing, managing and implementing the events
  2. Manage entire logistical and organizational aspects of event, from identification of venue, liaise with hotel venue/travel agent/other suppliers regarding all arrangements
  3. Assist & develop event materials such as invitation letter, event banner, attendance form, etc.
  4. Ensure clear communication by updating necessary information regarding event details and the following technical matters to WRI Indonesia such as overall set-up, equipment needed, food menu, hotel room, etc.
  5. Liaise with related stakeholders/participants and ensure timely distribution of invitation letter before the event
  6. Audiovisual coordination including projectors, projection screens, microphones and sound system. Videoconference facilities are also included if the meeting/ FGDs to be conducted in hybrid mode (online and offline)
  7. Other ad-hoc and necessary tasks to make sure the events run smoothly.

The expected outputs and deliverables are as follows:

  1. Workplan based on consultation process with Bappenas, LCDI Secretariat and WRI Indonesia
  2. Administrative services at the venue, such as registration of participants, documentation and meeting notes
  3. One single report on delivered services and meeting notes that submitted within 3 working days after the event.

TIMING

The duration of the service is 4 months (April-July 2021). Detailed work plan will be discussed with WRI Indonesia team following signing of the engagement contract.

Timeline of Activities

BUDGET

WRI Indonesia provides a maximum funding of IDR 360,000,000 (including event cost, vendor fee and applicable tax)

GUIDELINES FOR PROPOSAL SUBMISSION

Proposal content

The consultant should be able to demonstrate capacity in similar work. Prospective consultant will be asked to submit:

  • Company Profile.
  • A statement of interest describing the proposed team and how it meets the above requirements.
  • CVs of team members.
  • Examples of and references for similar previous work.
  • An outline of the proposed methodology and workplan.
  • A competitive fee and payment schedule associating amounts with work milestones.
  • Statement of corporate legal compliance, please download the statement here.

Expression of Interest, Deadline for Questions, and Proposal

All expressions of interest and proposals must be received via email to the contact below by April 10, 2021 at 23.59 Jakarta Time.

Procurement-Indonesia@wri.org, egi.suarga@wri.org, Khairina.putri@wri.org.

EVALUATION AND SELECTION

Evaluation Criteria

The following elements will be the primary considerations in evaluating all proposals submitted in response to this RFP:

  • Completion of all required elements (proposal quality);
  • The extent to which the vendor’s proposal fulfills WRI Indonesia stated requirements as set out in the RFP and demonstrates an understanding of the issues at hand;
  • Experience with similar projects (project portfolio);
  • Experienced in handling ministerial or state agency events, especially Bappenas.
  • Sustainability – WRI Indonesia values sustainability and all other factors being equal, will favor a proposal to more sustainably perform the work.
  • Overall cost of the vendor’s proposal (value for money).

The bidder offering the best overall value will be selected. For this procurement, price and non-price aspects are considered to be of approximately equal importance.

Selection Process

No proposal development costs shall be charged to WRI Indonesia and all expenses are to be borne by the bidders. WRI Indonesia may award to the bidder offering best value without discussions. However, WRI Indonesia reserves the right to seek bidder clarifications and to negotiate with those bidders deemed to be within a competitive range.

WRI Indonesia may, at its discretion and without explanation to the prospective vendors etc., choose to discontinue this RFP without obligation to such prospective vendors.

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