12 November 2023

REQUEST FOR PROPOSAL (RFP)

Hiring Event Management Firm to Organise Launching

Ceremony of the Public Toilet Services Network (PTSN)
Proposal submission deadline: 15 November 2023
Interested firms are requested to submit a financial proposal through email at WaterAid-Tender-
TA@wateraid.org

The focal person for this assignment is K A Amin (amin@wateraid.org) to answer queries.

Bangladesh Country Office

House 97/B, Road 25, Block A
Banani, Dhaka 1213
Tel: +88 02 58815757, Fax: +88 02 9882577
Contents
SECTION - 1 (Information to Consultant/consulting firm) ...............................................................3
SECTION – 2 (Terms of Reference) ..............................................................................................5

RFP/PTSN Launching Page 2 of 9

 SECTION - 1 (Information to firm)

1. Introduction 1.1 All interested and eligible firms with required qualifications and
experience can submit their study proposal.
1.2 Costs of preparing the proposal are not reimbursable.
1.3 Firm(s) are expected to follow highest ethical standard in their
participation in the bidding process; and refrain from influencing the
internal section process of WaterAid Bangladesh.
1.4 Any attempt of undue influence on the evaluation and selection process
will lead to cancellation of the proposal from the subsequent process.
1.5 Any misrepresentation of facts including the facts on professional
/institutional capacity will also lead to cancellation of the proposal.
1.6 WaterAid Bangladesh reserves the right to amend and modify the
bidding documents and decide to hire firm for partial work.

2. Preparation 2.1 Firms are requested to submit their proposal written in English (font -
of Proposal Arial, Size -12).
2.2 The proposal should contain the following:
• Detailed budget of the task including work plan in line with the
assignment’s scope and deliverables.
• Detailed timeframe including dates for submission of the
outputs/deliverables as specified in the Term of Reference (TOR).
• Relevant experience and credibility to undertake the given
assignment and experience.
• Detailed CV of the key team members of the task.
• Copy of VAT registration certificate.
• Copy of valid TIN certificate and bank account detail.
• The proposal must not exceed six pages (excluding CVs) and be
submitted in PDF format.
2.3 The Consultant is expected to provide justified budget
2.4 The financial part of the proposal should clearly identify, item wise cost
for the assignment with necessary details. The budget should not
include income tax as a separate head. However, VAT can be
mentioned in the budget as per government regulation.
2.5 WaterAid Bangladesh will deduct VAT and Tax at source according to
the GoB rules and deposit the said amount to government treasury.

3. Submission 3.1 The proposal should be submitted electronically to the following email
of Proposals address: WaterAid-Tender-TA@wateraid.org with subject line as
follows: PTSN Launching Ceremony
3.2 Proposals submitted to any other e-mail account except the above will
not be accepted.
3.3 Submission of proposal after the deadline 15 November, 2023 will not
be accepted.
3.4 All documents should be submitted into one zip folder with a cover letter
addressing the Head of People and Organisational Development,
WaterAid Bangladesh.

RFP/PTSN Launching Page 3 of 9

4. Proposal 4.1 The evaluation committee will evaluate the study proposals in relation
Evaluation to the RFP and the TOR and applying the set evaluation criteria and
point system.
4.2 The final selection will be done following a Quality and Cost Based
(QCBS) method. This will be done by applying a weight of 70% and
30% respectively to the technical and financial proposal respectively.
4.3 WaterAid reserves the right to accept and reject any proposal without
assigning any reason or whatsoever and may decide to go for re-
advertisement without going further down the process.

5. Negotiation 5.1 Once the proposals are evaluated, WaterAid may enter into negotiation,
if required, with one or more firm for final selection.
5.2 If negotiations fail, WaterAid Bangladesh may invite the firm with next
highest score to negotiate a contract or go for re-advertisement with
fresh Requests for Proposals (RFP).

6. Awarding of 6.1 The selected firm is expected to sign an agreement with WaterAid
contract within two working days of communication of selection decision and
before commencing the work.

7. Penalty clause 7.1 The firm(s) is expected to deliver required outputs within the
stipulated timeframe maintaining the quality. If for any reason, the
firm(s) fails to deliver required deliverables within stipulated time,
the firm(s) needs to inform WaterAid intime with valid and
acceptable explanation in written. Failing to this may evoke penalty
clause at the rate of 0.5% for each day of delay.

8. Confidentiality 8.1 Information relating to evaluation of proposals and

recommendations concerning awards will not be disclosed to the
organisations who submitted the proposals or to other persons not
officially concerned with the process, until the winner has been
notified with award of the contract.

9. Focal person 9.1 K.A. Amin Project Coordinator, WaterAid Bangladesh Can be
reached directly at: amin@wateraid.org

RFP/PTSN Launching Page 4 of 9

SECTION – 2 (Terms of Reference)
1. Background

The PTSN has been formed with a vision to demonstrating a standard public service management
model and enhancing the capacity of service providers (Local Government Institutions) and private
operators to manage and operate public toilets in a sustainable manner; and with a mission to act as a
knowledge and advocacy platform to advise on policy and practice changes that will improve access to
adequate, equitable and improved public sanitation services. The PTSN is going to organise the
launching ceremony on 25 November (Saturday) 2023 at IAB Conference Hall. The event aims to bring
together key stakeholders from the government, non-governmental organizations, and the private
sector to raise awareness about the importance of public sanitation and the role of the PTSN in
addressing the challenges. The launching ceremony will feature keynote speeches, discussions on
innovative approaches to public sanitation, and the unveiling of the PTSN's strategic plan. This event
will mark a significant milestone in the efforts to improve public sanitation services and pave the way for
a more sustainable and inclusive future.

2. Sessions of the launching event are as follows:

a. Inaugural Session
b. Keynote Presentation
c. Speech from chief guest and special guests
d. Speech from Stakeholders
e. Open Discussion
f. Official Launching of PTSN
g. Closing Session
h. Gallery Walk
3. Deliverables:
The selected firm are expected to deliver the followings:
a) Pre-work
Sl. Type Items Qty.
Creative artwork and Designing all the materials needed for the event
1 Pkg.
Branding as mentioned.

b) Publication & Event Kits

Sl. Item Spec Qty.
1 Note pad Design and print 300
Size: 6.5inch X 9inch
Cover and Back cover: 300 gsm art card with both
side 4 colour print. Matte and spot lamination.
Notebook intro page: 16 intro pages (8 leaves), 150
gsm matte paper with both side 4 colour print

RFP/PTSN Launching Page 5 of 9

 Writing page: 80 gsm offset paper, total 100 pages (50
leaves) with monochrome print
Binding: Wire-O
2 Branded pen Gel pen, body colour: white with branding 300
3 Programme flow 1-page programme flow computer print (Colour) 150
4 Proceedings Design and print 150
Size: 8.5 in x 11 in. Cover and back cover: 300 gsm art
card with matte and spot lamination Inner: Page 20. 150
gsm matte paper Binding: pin
Print: 4 colours (All through)

5. Polo shirt Design and print 200

Size: 4 individual sizes
Print: Multicolour’s print (two side)
Fabric: 100% Cotton, 220 (±5%) GSM
Fabric colour:
6. Bag (Medium Size) White tissue bag with branding (UV Print) of event 150
mnemonic and Network logo
7. Water Bottle With branding (UV Print) of event mnemonic and logo 150

a.1. Venue Branding

Sl. Type Items Qty.

1 Backdrop Full LED panel (24 ft x 12 ft). Full time CG display 1 Day
as per session reequipment
2 Backdrop CG As per the Requirement Multiple
3 Side LED panel 2 separate LED panel to set beside the stage with 2
branded wooden platform of 3.5ft in height.

4 Venue Entry Wall (20 ft x 10 ft PVC print on wooden 1

decoration board frame.

Lobby Wall (10 ft x 10 ft PVC print on wooden 2

board frame.

Boundary Wall (4 ft x 4 ft PVC print on wooden 30

board frame.

Logo Board (10 ft x 10 ft PVC print on wooden 2

board frame.
5 Stage Sofa, flowers, water, glass with coasters, Pkg.
tissue, branded coffee table.

RFP/PTSN Launching Page 6 of 9

 6 Registration Registration backdrop 1
Wooden frame with digital PVC print (Size: 10 ft x
10 ft)
7 Registration Registration table branding, Registration form, 2 Ushers
logistic visiting card drop box, 2 ushers (1 male and 1
female) for coordination of registration and event 2 Drop Box
support. Table (3 sides)
8 Podium Branded Podium. Spec: Echo-Solvent pasted on 1
0.5inch. Board Size: 60 SFT (3 sides)
9 Banners 12 ft X 6 ft with Wooden Frame 2
Pull up Banners 8
10 Gallery Walk Designing of the standees 20
and
Print and exhibition: 20 posters
Exhibition
corner 5 ft x 8 ft branded wooden stand, Echo-Solvent stands
pasted on half inch wooden Board.
11 Sound system Standard seminar sound system with 6 cordless Package
microphones, 1 podium microphone, 1 pair full
range and 2 pair half range JBL speakers
12 Light LED paragon lights with other warm lights as Package
needed for branding and audience
13 Waste bins • 2ft X 2ft X 3ft. 10 pcs. Wooden frame wrapped Package
with branded PVC. Black poly inside.
• 2 Cleaners to manage full day

a.2. Documentation

Sl. Type Items

1 Photography Full day event photography
2 Event live video Full event will be live with 3 Cameras in all displays. All Raw
at the venue footages in a Portable HDD.
4 Event short AV 3.5 min short video which will cover full event with interviews with
the footage captured during live projection in the LED panel
5 Rapporteur 2 Rapporteur will cover the full event to develop event report and
proceeding content. An event report to be shared within 10 days of
the event.

RFP/PTSN Launching Page 7 of 9

a.3. Media & PR
Sl Type Items
2 News coverage 7 TV channels and 7 newspapers with online version.

a.4. Food and Beverages

Sl. Item Spec Qty.

1 Lunch Mutton Kacchi, Chicken Roast, Jali kabab, Jorda, 500ml 150
water bottle
2 Morning Snacks Sandwich, Orange, 500ml water bottle 150
3 Afternoon Snacks Vegetable Pakora, Spring Roll, 500ml water bottle 150
4 Tea & Coffee Full Day service 150

5. Additional Water 1 L bottle 100

Bottle
6. Crockeries Plates, glasses, spoon, fork, knife and other associated Package
crockery & cutleries

4. Payment
All applicable taxes will be deducted at source.
The release of funds will be made in two instalments:
a) 25% upon signing the work order or contract.
b) 75% after submission and acceptance of a complete set of deliverables.
5. Required competencies and experience:
minimum 5 years’ experience in event management for government agencies, commercial agencies,
I/NGOs;

6. Submission process
a. Bidder has to send the technical and financial proposal to WaterAid-Tender-
TA@wateraid.org by 15 November 2023
b. Copies of all required legal documents (trade license, TIN, BIN, and other documents).
7. Resignation and Cancellation/Termination of contract
WaterAid Bangladesh, on behalf of the PTSN, reserves the right to cancel, amend, and defer the
contract agreement.
8. Penalty Clause
In case of delays in providing the deliverables, a 2% penalty will be deducted from the total payment.
The selected bidder must pay back the total amount of the advance money if it fails to submit all
deliverables and/or withdraws from the contract. WaterAid Bangladesh, on behalf of the PTSN, will
deduct the amount if the selected vendor fails to provide any of the deliverables.

RFP/PTSN Launching Page 8 of 9

9. Intellectual Property Rights
The communication/knowledge materials will be considered as Public Toilet Services Network’s
property. However, any of them can be used by media and/or by the selected agency for people’s good
with prior written approval from PTSN but cannot sell to/reproduce for other entity.
10. Important notes for the bidders:
c. Bidding agency must provide a detailed financial proposal.
d. WaterAid Bangladesh/PTSN require the agency to take all safety measures for its
employers especially those who will be involved in this agreement.
e. WaterAid Bangladesh/PTSN will not take any responsibility if any of the members of the
selected agency get injured or affected by any contagious disease during/after the event.
f. WaterAid Bangladesh/PTSN will not compensate for any damages\loss of any equipment.
g. WaterAid Bangladesh/PTSN will not provide any vehicle, accommodation, food to the
selected agency.
h. The selected agency will directly work with the Communications & Working Group of the
PTSN.

RFP/PTSN Launching Page 9 of 9