Tenders are invited for Event Management Consultant for Plastic Waste Free Marathon Event Closing Date: 5 Nov 2025 Type: Consultancy IUCN Tanzania Country Office COR Programme RfP Reference: IUCN-YY-MM-IUCN Welcome to this Procurement by IUCN. You are hereby invited to submit a Proposal. Please read the information and instructions carefully because non-compliance with the instructions may result in disqualification of your Proposal from this Procurement. REQUIREMENTS A detailed description of the services and/or goods to be provided can be found in Attachment 1. CONTACT DETAILS During the course of this procurement, i.e. from the publication of this RfP to the award of a contract, you may not discuss this procurement with any IUCN employee or representative other than the following contact. You must address all correspondence and questions to the contact, including your proposal. IUCN Contact: tenders.tz@iucn.org PROCUREMENT TIMETABLE This timetable is indicative and may be changed by IUCN at any time. If IUCN decides that changes to any of the deadlines are necessary, we will contact you. DATE ACTIVITY 20 October 2025 Publication of the Request for Proposals 25 october 2025 Deadline for confirmation of intention to bid 27 October 2025 Deadline for submission of questions 29 October 2025 Planned publication of responses to questions 5 November 2025 Deadline for submission of proposals to IUCN (Submission Deadline) 10 November 2025 Clarification of proposals November December 2025 On site work 15 November 2025 Planned date for contract award 16 November 2025 Expected contract start date Please email the IUCN contact to confirm whether you are intending to submit a proposal by the deadline stated above. COMPLETING AND SUBMITTING A PROPOSAL Your Proposal must consist of the following three documents: Signed Declaration of Undertaking (see Attachment 2) Technical Proposal (see Section 4.4 below) Financial Proposal (see Section 4.5 below) Proposals must be prepared in English. Your Proposal must be submitted by email to the IUCN Contact (see Section 2). The subject heading of the email shall be [RfP Reference bidder name]. The bidder name is the name of the company/organisation on whose behalf you are submitting the proposal, or your own surname if you are bidding as a self-employed consultant. Your proposal must be submitted in PDF format. You may submit multiple emails suitably annotated, e.g. Email 1 of 3, if attached files are too large to suit a single email transmission. You may not submit your Proposal by uploading it to a file-sharing tool. IMPORTANT: Submitted documents must be password-protected so that they cannot be opened and read before the submission deadline. Please use the same password for all submitted documents. After the deadline has passed and within 12 hours, please send the password to the IUCN Contact. This will ensure a secure bid submission and opening process. Please DO NOT email the password before the deadline for Proposal submission. Eligibility Technical Proposal [Donor-imposed eligibility criteria, e.g. the European Commissions Nationality Rule and Rule of Origin] The technical proposal must address each of the criteria stated below explicitly and separately, quoting the relevant criteria reference number (left-hand column). Proposals in any other format will significantly increase the time it takes to evaluate, and such Proposals may therefore be rejected at IUCNs discretion. Where CVs are requested, these must be of the individuals who will actually carry out the work specified. The individuals you put forward may only be substituted with IUCNs approval. IUCN will evaluate technical proposals with regards to each of the following criteria and their relative importance: Section Description Weight A. Technical Experience & Methodology Relevant past events, implementation plan, timeline, staffing, and logistical capacity in Dar and Zanzibar 50% B. Team & Creative Delivery Team composition, roles, event production expertise, creativity, and inclusive audience engagement strategy 30% C. Strategic & Institutional Alignment Understanding of IUCN values, donor branding, conservation messaging, and alignment with visibility and impact expectations 20% Financial Proposal The financial proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety. Prices include all costs Applicable Goods and Services Taxes Currency of proposed rates and prices Breakdown of rates and prices Submitted rates and prices are deemed to include all costs, insurances, taxes (except VAT, see below), fees, expenses, liabilities, obligations, risk and other things necessary for the performance of the Terms of Reference or Specification of Requirements. IUCN will not accept charges beyond those clearly stated in the Financial Proposal. This includes applicable withholding taxes and similar. It is your responsibility to determine whether such taxes apply to your organisation and to include them in your financial offer. Proposal rates and prices shall be exclusive of Value Added Tax. All rates and prices submitted by Proposers shall be in TZS. For information only, the price needs to be broken down as follows: Description, Quantity, Unit Price,Total Price Additional information not requested by IUCN should not be included in your Proposal and will not be considered in the evaluation. Your proposal must remain valid and capable of acceptance by IUCN for a period of 90 calendar days following the submission deadline. Withdrawals and Changes You may freely withdraw or change your proposal at any time prior to the submission deadline by written notice to the IUCN Contact. However, to reduce the risk of fraud, no changes or withdrawals will be accepted after the submission deadline. EVALUATION of PROPOSALS Completeness Technical Evaluation Scoring Method IUCN will firstly check your proposal for completeness. Incomplete proposals will not be considered further. Your proposal will be assigned a score from 0 to 10 for each of the technical evaluation criteria, such that 0 is low and 10 is high. Minimum Quality Thresholds Proposals that receive a score of 0 for any of the criteria will not be considered further. Technical Score Your score for each technical evaluation criterion will be multiplied with the respective relative weight (see Section 4.4) and these weighted scores added together to give your proposals overall technical score. Financial Evaluation and Financial Scores The financial evaluation will be based upon the full total price you submit. Your financial proposal will receive a score calculated by dividing the lowest financial proposal that has passed the minimum quality thresholds (see Section 5.2.2) by the total price of your financial proposal. Thus, for example, if your financial proposal is for a total of CHF 100 and the lowest financial proposal is CHF 80, you will receive a financial score of 80/100 = 80% Total Score Your proposals total score will be calculated as the weighted sum of your technical score and your financial score. The relative weights will be: Technical: 70% Financial: 30% Thus, for example, if your technical score is 83% and your financial score is 77%, you will receive a total score of 83 * 70% + 77 * 30% = 58.1% + 23.1% = 81.2%. Subject to the requirements in Sections 4 and 7, IUCN will award the contract to the bidder whose proposal achieves the highest total score. Explanation of procurement procedure IUCN is using the Invitation Procedure for this procurement. This means that only invited bidders may submit a proposal. IUCN typically invites from four to six bidders to submit a proposal. You are welcome to ask questions or seek clarification regarding this procurement. Please email the IUCN Contact (see Section 2), taking note of the deadline for submission of questions in Section 3.1. All proposals must be received by the submission deadline in Section 3.1 above. Late proposals will not be considered. All proposals received by the submission deadline will be evaluated by a team of two or more evaluators in accordance with the evaluation criteria stated in in this RfP. No other criteria will be used to evaluate proposals. The contract will be awarded to the bidder whose proposal received the highest Total Score. IUCN does, however, reserve the right to cancel the procurement and not award a contract at all. IUCN will contact the bidder with the highest-scoring proposal to finalise the contract. We will contact unsuccessful bidders after the contract has been awarded and provide detailed feedback. The timetable in Section 3.1 gives an estimate of when we expect to have completed the contract award, but this date may change depending on how long the evaluation of proposals takes. Conditions for participation in this procurement To participate in this procurement, you are required to submit a proposal, which fully complies with the instructions in this RfP and the Attachments. It is your responsibility to ensure that you have submitted a complete and fully compliant proposal. Any incomplete or incorrectly completed proposal submission may be deemed non-compliant, and as a result you may be unable to proceed further in the procurement process. IUCN will query any obvious clerical errors in your proposal and may, at IUCNs sole discretion, allow you to correct these, but only if doing so could not be perceived as giving you an unfair advantage. In order to participate in this procurement, you must meet the following conditions: Free of conflicts of interest Registered on the relevant professional or trade register of the country in which you are established (or resident, if self-employed) In full compliance Tender Link : https://reliefweb.int/job/4183682/event-management-consultant-plastic-waste-free-marathon-event
