Provision of Event Technology Services (ETS) during IFAD

Item Description:

The International Fund for Agricultural Development (IFAD), a specialized agency of the United Nations based in Rome, Italy, hereby solicits proposals for the Provision of Event Technology Services (ETS) during IFAD Governing Council.

A public tender for the provision of a temporary structure for the same event was previously issued (IFAD/2018/011/RFP) and the related contract awarded.

In 2019, the 42nd Governing Council is scheduled to be held during the 14th and 15th of February 2019 and will be housed in a temporary structure situated in an adjacent parking lot inside IFAD premises. The structure will be composed of several areas holding different functions, which will be connected through a temporary tunnel.

During the Governing Council there are: i) plenary meetings, ii) separate meetings among Member States’ delegations that could be held contemporarily as well as iii) round tables/seminars. For the round tables/seminars, the same meeting rooms that could accommodate the Member States’ delegations are being used.

On Thursday 14th February, the main event will be held in the plenary hall. It will have an audio/video connection with the other existing meeting rooms at -1 level of the Headquarters building. This is done in order to give the possibility to the Press representatives, the staff and others to follow the proceedings remotely.

During Friday 15th February, the delegates may be requested to participate in separate meetings which will be held contemporarily in the plenary hall and in the other existing meeting rooms in -1 level of the Headquarters building, already equipped for this purpose, unless otherwise specified.

In order to serve this important corporate event, IFAD is requiring the provision of:

• audio-visual equipment and related services (e.g. Led screens, speakers, recording),
• conference system and related services (e.g. microphones, receivers, headphones, access to simultaneous translation),
• lighting system and related services (e.g. lamps, electrical cabinet),
• a system allowing participants to vote and interact during the meetings.

Control Rooms for managing audio, video and lighting should also be provided, as well as qualified Personnel necessary for the functioning and the management of the above mentioned facilities.

All the details concerning the equipment and services to be provided are specified in the Terms of Reference.

Instructions on how to Access RFP Document 

In order to have access to the tender documents, it is necessary to register and LOG IN in the UNGM portal (www.ungm.org). Please carefully read the instructions in the document attached to this tender notice (SEE THE MENU ‘DOCUMENTS’).

IFAD 2018 026 RFP Instructions on how to access documents.pdf