Event Management Consultant for Plastic Waste Free Marathon Event

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.

1. REQUIREMENTS

   1. A detailed description of the services and/or goods to be provided can be found in Attachment 1.

2. CONTACT DETAILS

   1. 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: [email protected]

1. PROCUREMENT TIMETABLE

   1. 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

1. Please email the IUCN contact to confirm whether you are intending to submit a proposal by the deadline stated above.

2. COMPLETING AND SUBMITTING A PROPOSAL

   1. 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.

1. 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.

   1. Eligibility

   2. Technical Proposal

   [Donor-imposed eligibility criteria, e.g. the European Commission’s 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 IUCN’s 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 IUCN’s 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%

1. Financial Proposal

   1. The financial proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety.

      1. Prices include all costs

      2. Applicable Goods and Services Taxes

      3. Currency of proposed rates and prices

      4. 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

1. Additional information not requested by IUCN should not be included in your Proposal and will not be considered in the evaluation.

   1. Your proposal must remain valid and capable of acceptance by IUCN for a period of 90 calendar days following the submission deadline.

   2. 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.

2. EVALUATION of PROPOSALS

   1. Completeness

   2. Technical Evaluation

      1. 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.

1. Minimum Quality Thresholds

Proposals that receive a score of ‘0’ for any of the criteria will not be considered further.

1. 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 proposal’s overall technical score.

1. 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%

   1. Total Score

   Your proposal’s 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.

1. Explanation of procurement procedure

   1. 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.

   2. 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.

   3. 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.

   4. 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.

2. Conditions for participation in this procurement

   1. To participate in this procurement, you are required to submit a proposal, which fully complies with the instructions in this RfP and the Attachments.

      1. It is your responsibility to ensure that you have submitted a complete and fully compliant proposal.

      2. 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.

      3. IUCN will query any obvious clerical errors in your proposal and may, at IUCN’s sole discretion, allow you to correct these, but only if doing so could not be perceived as giving you an unfair advantage.

   2. 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 with your obligations relating to payment of social security contributions and of all applicable taxes
• Not been convicted of failing to comply with environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection
• Not bankrupt or being wound up
• Never been guilty of an offence concerning your professional conduct
• Not involved in fraud, corruption, a criminal organisation, money laundering, terrorism, or any other illegal activity.

  1. You must complete and sign the Declaration of Undertaking (see Attachment 2)

  2. If you are participating in this procurement as a member of a joint venture, or are using sub-contractors, submit a separate Declaration of Undertaking for each member of the joint venture and sub-contractor, and be clear in your proposal which parts of the goods/services are provided by each partner or sub-contractor.

  3. Each bidder shall submit only one proposal, either individually or as a partner in a joint venture. In case of joint venture, one company shall not be allowed to participate in two different joint ventures in the same procurement nor shall a company be allowed to submit a proposal both on its behalf and as part of a joint venture for the same procurement. A bidder who submits or participates in more than one proposal (other than as a subcontractor or in cases of alternatives that have been permitted or requested) shall cause all the proposals with the bidder’s participation to be disqualified.

  4. By taking part in this procurement, you accept the conditions set out in this RfP, including the following:

• It is unacceptable to give or offer any gift or consideration to an employee or other representative of IUCN as a reward or inducement in relation to the awarding of a contract. Such action will give IUCN the right to exclude you from this and any future procurements, and to terminate any contract that may have been signed with you.
• Any attempt to obtain information from an employee or other representative of IUCN concerning another bidder will result in disqualification.
• Any price fixing or collusion with other bidders in relation to this procurement shall give IUCN the right to exclude you and any other involved bidder(s) from this and any future procurements and may constitute a criminal offence.

1. Confidentiality and data protection

   1. IUCN follows the European Union’s General Data Protection Regulation (GDPR). The information you submit to IUCN as part of this procurement will be treated as confidential and shared only as required to evaluate your proposal in line with the procedure explained in this RfP, and for the maintenance of a clear audit trail. For audit purposes, IUCN is required to retain your proposal in its entirety for 10 years after the end of the resulting contract and make this available to internal and external auditors and donors as and when requested.

   2. In the Declaration of Undertaking (Attachment 2) you need to give IUCN express permission to use the information you submit in this way, including personal data that forms part of your proposal. Where you include personal data of your employees (e.g. CVs) in your proposal, you need to have written permission from those individuals to share this information with IUCN, and for IUCN to use this information as indicated in 8.1. Without these permissions, IUCN will not be able to consider your proposal.

2. Complaints procedure

If you have a complaint or concern regarding the propriety of how a competitive process is or has been executed, then please contact [email protected]. Such complaints or concerns will be treated as confidential and are not considered in breach of the above restrictions on communication (Section 2.1).

1. Contract

The contract will be based on IUCN’s template in Attachment 3, the terms of which are not negotiable. They may, however, be amended by IUCN to reflect particular requirements from the donor funding this particular procurement.

1. About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Headquartered in Switzerland, IUCN Secretariat comprises around 1,000 staff with offices in more than 50 countries.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

www.iucn.org

https://twitter.com/IUCN/

1. ATTACHMENTS

Attachment 1 Specification of Requirements / Terms of Reference

Terms of Reference (ToR)

Title of Requirement:
Event Management Consultancy – Plastic Waste-Free Marathon Event – November 2025

Name of Office / Project / Programme:
IUCN Tanzania Country Office
COR Programme

RfP Reference:

1. Objective of the Consultancy

The objective of this consultancy is to provide full-spectrum event management services for the Plastic Waste-Free Marathon, to be held in November 2025 in Zanzibar aims to raise national awareness about marine plastic pollution, promote youth and community engagement, and amplify visibility for circular economy solutions under the Great Blue Wall and Plastic Waste-Free Islands initiatives.

2. Background

The Great Blue Wall (GBW) is an African-led regional initiative to accelerate ocean conservation and regenerative blue economies across the Western Indian Ocean. As part of GBW’s Zero Plastic Waste Island campaign under the IslandPlas project implemented in Seven African island states, IUCN is organizing a national public engagement event the Plastic Waste-Free Marathon.

This event is designed to combine community action, sports, environmental messaging, and public storytelling in a nationally visible format, contributing to local awareness, behaviour change, and stakeholder collaboration.

3. Scope of Work

The Event Management Consultant will be responsible for providing end-to-end planning, execution, and reporting services for the Plastic Waste-Free Marathon. Specifically, the consultant will:
• Design and deliver a comprehensive event implementation plan and Gantt chart
• Coordinate all venue bookings, route logistics, permits, and compliance approvals
• Oversee the production and branding of marathon kits, race bibs, medals, banners, and all visibility materials
• Manage logistics including transportation, route cleaning, stage setup, sound systems, and on-site security
• Recruit DJ, MC, photographers, and sports instructors
• Lead promotional campaigns and manage sponsor branding and visibility opportunities
• Coordinate all vendors for refreshments, hydration stations, mobile toilets, medical and emergency support
• Ensure full compliance with IUCN, donor, and national branding guidelines
• Submit a final post-event report capturing outcomes, media coverage, reach, and lessons learned

Deliver all event components as detailed below:

• Supply of Dri Fit T-shirts (custom branded) – 1,500 pcs
• Supply of Runner Race Numbers (bib numbers, waterproof, numbered) – 1,500 pcs
• Supply of Wristbands (color-coded) – 1,500 pcs
• Supply of String Bags (custom branded, event/sponsor logos) – 1,500 pcs
• Supply of Medals (engraved/custom, metal with ribbon) – 1,500 pcs
• Supply of Paper Cups (biodegradable) – 15,000 pcs
• Supply of Sport Caps for Organizers (branded) – 100 pcs
• Supply of Appreciation Plaques (engraved for VIPs) – 50 pcs
• Event Launch Package (venue, media, logistics included) – 1 lot
• Advertisement & Promotion (design, printing, media booking) – 1 lot
• Marketing (radio, TV, newspapers; specify platforms) – 1 lot
• Influencers engagement (quote per influencer) – 1 lot
• Venue hire for kits distribution (Dar/Zanzibar; two locations) – 1 lot
• Tent, chairs, tables, kit handover (includes staffing) – 1 lot
• Route cleaning services (pre/post run) – 1 lot
• Transport: Ferry & vehicles (to/from Zanzibar) – 1 lot
• Ambulance rental (standby support) – 2 units
• Route control: Motorcycles/lead cars (traffic support) – 1 lot
• Photography, videography & documentary (event coverage) – 1 lot
• Water station setup (with volunteers) – 5 stations
• Fruits for runners (bananas, watermelons; post-run refreshment) – 1 lot
• Glucose & Deep Heat Kits (emergency support) – 25 kits
• Concert Stage (12m x 8m; main stage) – 1 unit
• Event Sound System (full setup) – 1 lot
• Tent hire (5x5m; for shade/stations) – 10 units
• Marquee for drinks/music (serving area) – 4 units
• Entrance Arch Fabrication (branded entrance) – 1 unit
• Podium hire (winner speeches) – 1 unit
• Plastic Chairs (audience seating) – 500 pcs
• Mobile Toilets (portable sanitation) – 8 units
• Venue hire (event grounds) – 1 lot
• Tables (support stations) – 80 pcs
• Electrical installation & lighting (stage + booths) – 1 lot
• VIP Backdrop Banner (10m x 3m; photo backdrop) – 1 unit
• VIP Lounge Banner (10m x 3m; reception area) – 1 unit
• Main Stage Bottom & Side Banners (28m x 1.5m; stage wrap) – 1 unit
• Main Stage Backdrop Banner (12m x 3m; main display) – 1 unit
• Photo booth setup (7m x 3m; event memorabilia) – 1 unit
• Supporting banners (7m x 3m; directional/promotional) – 4 units
• Set-up Crew (labor) – 3 pax
• DJ (entertainment) – 1 person
• MC (event facilitation) – 1 person
• Sports Instructors (warm-up and crowd engagement) – 2 persons
• Management Fee (quoted by event management firm) – 1 lot

4. Deliverables

1. Event implementation work plan and Gantt chart
2. Procurement and setup of all event items as outlined
3. Branding and visibility materials designed, produced, and approved
4. Completed event delivery with verifiable documentation (photos, videos, media reach)
5. Final post-event report including narrative, visual documentation, and engagement analytics

5. Duration

The consultancy will run from August 2025 to September 2025, with the main marathon event taking place on November 2025.

6. Payment Schedule

Milestone Payment %

Contract signing & work plan submitted 20%

Completion of logistics & visibility materials 30%

Successful event execution 30%

Final report approval 20%

7. Required Qualifications

• Commendable experience managing public events or marathons in East Africa
• Demonstrated capacity to deliver branding, logistics, and public-facing campaigns
• Strong networks across Dar es Salaam and Zanzibar for permits, venues, and media
• Fluency in Kiswahili and English; knowledge of environmental topics an asset

8. Supervision and Reporting

The consultant will report to the IUCN Regional Ocean Communications Officer and work in close coordination with the Plastic Waste-Free Islands Project Team representatives.

Step 1: Acquire Tender Documents
Obtain the relevant tender documents.

Step 2: Review Requirements
Thoroughly read the tender specifications, terms, and conditions.

Step 3: Prepare Proposal
Prepare your proposal as guided, ensuring all the required information is included.

Step 4: Submission
Submit your completed proposal by November 8th, 2025, via the email address

[email protected]