Pre-Solicitation Notice v1_Eric.pdf

EMBASSY OF THE

UNITED STATES OF AMERICA

P.O. BOX 606 - 00621, VILLAGE MARKET

NAIROBI, KENYA

PRESOLICITATION NOTICE

February 7, 2024

U.S.-KENYA CREATIVE ECONOMY LEADERS NETWORK EVENT SERIES

Enclosed is a summary statement of work (SOW) for creative economy leaders network event series hosted by the Embassy of the United States of America in Nairobi. If you are interested in providing services for these events, familiarize yourself with the SOW and follow the instructions below. The Request for Quotations (RFQ) document is not ready for posting but will be shared in due course.

Pre-Quotation Conference

The Embassy intends to conduct a pre-quotation conference after posting the RFQ.

• The pre-quotation conference will detail the U.S. Government event vision, expectations, and address responses to RFQ-related questions.

• The company representatives should include the company creatives to ensure full understanding of the SOW requirements.

• Kindly hold all questions until the RFQ is released.

Offerors/quoters interested in attending the conference, should send an email to nairobigso-contracts@state.gov on or before 10:00 a.m. February 20, 2024. The email must include;

Company Name, Full Names and Photo Identification Document details for no more than two representatives of the company.

Offerors must be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR

4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Clinton Walls Contracting Officer mailto:nairobigso-contracts@state.gov mailto:nairobigso-contracts@state.gov

1. Introduction

U.S. Embassy Nairobi requires more direct engagement with key influencers in the Creative Economy Space to facilitate more innovative and rapid job creation in Kenya.

Based on recent developments in Kenya’s Creative Economy space, U.S. companies: Hollywood studios, the Grammys, and the NBA investing in Kenya, highlights an opportunity to energize and empower capable entrepreneurs in the market in collaboration with established Creative Economy leaders. Local innovators cooperating with American partners can produce more films in Kenya, increase and internationalize Kenya’s music business, monetize Kenyan leadership in sports to build job-creating leagues and marketing initiatives, strengthen innovation in the food industry and agricultural trade, and combine the growing startup scene in Kenya with creators and tech entrepreneurs to build up new industries.

U.S Embassy Nairobi is seeking a vendor to coordinate and help collaborate with creative economy space players in Kenya through leadership and networking events. The vendor is expected to leverage its contacts and resources per the following statement of work.

2. Scope of Work The vendor should effectively do the following:

• Gather and Coordinate Kenyan and U.S. influencers in the Creative Economy field, with Embassy guidance.

• Facilitate four parallel Leadership Sessions and Networking Events in April, June, September and December

• Coordinate these Sessions and Events in connection with significant Cultural and Business Happenings. The venue for the three Nairobi networking events and the fourth event to be in Mombasa is yet to be determined.

Leadership Sessions These will be high-level stakeholder meetings between government, private sector and creative industry leaders, in the Kenyan Creative Economy space and rising startups, as well as relevant government officials who can potentially support Creative Economy initiatives through regulatory or legislative action. Guests from government offices the level of Cabinet Secretary & Principal Secretary, business leaders at the level of CEO’s and Directors.

• Approximately 2 hours in advance of the Networking Event.

• Participants 30; turnout at the event is the responsibly of the contractor. Guest list to be evaluated and cleared through the Embassy.

• Partner with Embassy team to select and confirm participants.

• Venue: Nairobi Location to be determined (for three of the four events). One other event in Mombasa; location to be determined.

• Embassy will secure event venues for all programs. Event organizing as well as guest hospitality will be part of the vendor’s package.

Networking Events

Larger reception-style engagements in the evening and in conjunction with significant cultural or business happenings in Kenya.

• 6-8 p.m.

• Participants: 150 for the first event, then 50 participants for the other three events;

turnout at the event is the responsibly of the contractor. Guest list to be evaluated and cleared through the Embassy.

• Supplement existing invitations with recommendations for attendees, subject to Embassy approval

• Leverage existing relationships with VIPs to ensure maximum turnout.

• Venue: Nairobi location to be determined (for three of the four events). One other event in Mombasa; location to be determined.

• Embassy will secure event venues for all programs. Dressing up the location and guest hospitality will be part of the vendor’s package (appropriate tents and lighting, chairs, tables, PA system,

• Vendor to procure food, and drinks (just cocktails and heavy Hors d'oeuvres, not full dinner cost); Embassy to select vendor and approve menu,

• Moderating program, potential videography (only for the Mombasa event), managed media presence etc.

• Entertainment element to be developed in consultation with the Embassy, for example a mini fashion show.

• Create meeting spaces throughout events venue.

• Execute Embassy-approved run of show on reception night; there will not be constant entertainment, but more “flair moments”.

3. Guest list criteria The Embassy seeks a diverse mix of VIPs tailored to the context for each event. For example, the NBA event in September should include Kenyan Government contacts in the Ministry of Youth Affairs, Sports and The Arts, investors with a background/interest in sports, and industry professionals such as agents, coaches, players, etc. Other VIPs may include:

• Kenyan leaders and influencers in the specific themed fields

• Government officials at the level required to advance partnerships.

• Chief executive officers, Directors, and top-level management

• Local innovators and tech entrepreneurs

• Investors

4. Place of Performance Though Nairobi will be the locale for three of the four Leadership Sessions and Networking Events, the final program will take place in Mombasa, Kenya’s second largest city, on the sidelines of the Mombasa International Film Festival to close out for 2024.

i. U.S.-Kenya Creative Economy Connections 2024 – (Late April) – Nairobi

Take place on the sidelines of the AmCham Summit, should be a mixed industries event, synergizing across different areas like film, fashion, sports, etc.

• Venue: Nairobi – Leadership sessions

• Venue: Nairobi – Networking Event

• Date: Late April 2024.

• Participants: 30 Leadership session and 150 Networking event

• Mini-fashion show during the Networking event.

ii. U.S.-Kenya Food Innovation and Trade – (Mid-June) – Nairobi Take place on the sidelines of the Afmass Food Expo, East Africa's biggest food manufacturing and industry trade show.

• Venue: Nairobi – Leadership sessions

• Venue: Nairobi – Networking Event

• Date: Mid-June 2024.

• Participants: 30 Leadership session and 50 Networking event

iii. U.S.-Kenya Sports Industry Elevation – (Mid-September) – Nairobi In coordination with the NBA, approaching one year anniversary of Nairobi-based operations.

• Venue: Nairobi – Leadership sessions

• Venue: Nairobi – Networking Event

• Date: Mid-September 2024.

iv. U.S.-Kenya Creative Economy on the Coast – (Early December) – Mombasa

Take place on the sidelines of the Mombasa International Film Festival to close us out for 2024.

• Venue: Mombasa venue to be secured by Embassy

• Date: Early December 2024.

The following table is provided for additional context to the event requirements. The table below describes the April event. Similar activities will be required for the other three events base on the excerpts 4 ii, ii & iv ) above.

APRIL EVENT – 1

ITEM

DESCRIPTION QTY ACTIVITY NOTES

Leadership Sessions: 30 Participants

Guest List Creation 1

Vendor to select the participants. Embassy to evaluate and clear the guestlist

Invitations and RSVPs 30

Vendor to create, send invites and get RSVPs.

Embassy to review and clear the draft invite. The invites could be electronic or invitation cards

Preparatory Materials e.g.

presentations, videos 1

Vendor to coordinate with the presenters, prepare and make available any materials e.g. presentations, videos required during this leadership session

Branding -Roll-up banners 2

Size 2m x 0.85m Vinyl Material- Embassy to provide the designs and approve samples prior to production. Same roll-up banner to be used during the networking event.

Branding -backdrop 1

Retractable cloth backdrop 3m x 4m - Same backdrop to be used during the networking event .

Embassy to provide the designs.

Refreshments 30

Light snacks and non-alcoholic beverages- Tea/Coffee/Chocolate, Juices, water, Samosas, marble slices, fruit skewers, chicken lollipops. To be supplied by cafeteria at the Embassy, vendor to pay directly

Moderator 1

Networking Events: 150

Participants 6

- 8pm

Guest List Creation 1 Vendor to select the participants. Embassy to evaluate and clear the guestlist

Invitations and RSVPs 150

Vendor to create, send invites and get RSVPs.

Embassy to review and clear the draft invite. The invites could be electronic or invitation cards

Tents - Guests 1 Draped A frame tent for 150 pax

Tents - Catering 1

Draped B-line tents with sides - Ceiling draping to be white to be white and legs draped in American flag colors.

Tents - Meeting spaces 2

Draped B-line tents - Ceiling draping to be white to be white and legs draped in American flag colors.

Tent - Check - in 1 Draped B-line tents - Ceiling draping to be white to be white and legs draped in American flag colors.

Lounge sofas 8 One set to have 1-two-seater and 1-one seater.

Sofas to be one of the American flag colors

Side tables 8 Side tables with glass top

Tents Lighting 1 Ambient lighting in all the tents and minimal fairy lights along the drapes

Dressed cocktail tables 40

Wooden cocktail table, 32 inches diameter. Round tablecloths, in American flag blue, red colors, white with patterns, size 120", polycotton

Dressed catering tables - Rectangular 20

White patterned tablecloths, pleated white table Skirting, polycotton or cotton

Dressed check-in tables - Rectangular 2

White patterned tablecloths, pleated white table Skirting, polycotton or cotton

Seats - Check - in tent 4 Dressed seats in white or American flag colors

Décor 1

Ceiling draping - Fabric tent liners in American flag colors (red, blue, white), fabric tent leg drapes in the guest and meeting tents. Catering, check-in tents, the ceiling to be white and legs draped in American flag colors.

Stage and stage lighting 1

Professional glass stage, stage canopy with trussing- 12ft height (waterproof canopy roofing) over the entire stage area, sidestep staircases. Skirting. Stage lighting - LED par cans, spotlights on the stage and in front of the stage, moving heads, light controller.

PA System 1

For 150pax- double speakers, sub woofers, monitor speakers, channel mixing console, cordless mics, amplifier, and equalizer.

Finger Foods 150

Cocktails and heavy hors d'oeuvres not full dinner. Mini-meat samosas, chicken skewers, beef skewers, mini-pizzas, mini-burgers, vegetable samosas, vegetable spring rolls, mini-fish cakes, meat balls, assorted desserts. a variety of roasted nuts and dry snacks. Final menu subject to Embassy approval. Cost to include service.

Drinks - Alcoholic and non-alcoholic 150

Assorted juices, sodas, beers, wines, and water.

Cost to include service and glassware

Entertainment 1

To be developed in consultation with the Embassy.

No constant entertainment, but more "flair moments"

Facilitator/MC 1

Mini-Fashion Show

Fashion Show Runway - Event Lighting 1 Backstage Area 1

5. Evaluation Factors The RFQ document when released will include the following evaluation elements.

As part of the evaluation process, the Embassy intends to include a site visit for interested vendors to learn more about the vision and expectations for each event.

Additionally, vendors may be asked to provide;

• A multimedia presentation with their bid documents, demonstrating their approach to this unique requirement.

• Experience executing similar events within the last 24 months.

To be considered, events must have included 50+ people, VIP management, food/drink services, and A/V support.

• Provide work portfolio of the company and/or Project Manager(s).

• Provide CV of Project Manager(s).

• Proof of legal registration by Kenya Government.

• Demonstrated relationships with relevant VIPs in the specified industries.

• Recommendation letters from clients.

• Mastery of event coordination to include catering, and A/V support.

• Understanding of Embassy needs to include proposed decor options, schedule/run of show feedback, and implementation of project vision.

• Effectiveness of the event proposal across all elements of the program and presented ability to coordinate all different aspects of the program.

• Organizational and key personnel capacity.

• Financial capacity.

PRESOLICITATION NOTICE