National communications & marketing contractor – Technical support for the design and delivery of a final dissemination event (Service Contract)

Skills for Prosperity Programme in Malaysia

Terms of reference (ToR) for National communications & marketing contractor – Technical support for the design and delivery of a final dissemination event (Service Contract)

Location: Putrajaya, Malaysia

Tentative date of the event: 14 September 2023

Duration of the event: One full day

Languages required: Malay and English

Number of participants: 100 participants (in person event)

I. Background

The Skills for Prosperity in South-East Asia Programme (SfP-SEA) aims to contribute to increasing national capacity to achieve sustained and inclusive growth through the enhancement of skills development and technical and vocational education and training (TVET) systems in Malaysia, Indonesia, and the Philippines.

To achieve this objective, the programme works with government agencies, employers’, and workers’ organisations, TVET and skills institutions and other partners in Malaysia, Indonesia, and the Philippines to facilitate review and reform of the countries’ skills development and TVET system strategies and policies. In the region, the SfP-SEA provides opportunities for mutual learning among the three countries and the other ASEAN nations, and beyond—not only showcasing the results of the pilots and lessons learned from the programme but also facilitating the sharing of best practices in the region and other parts of the world.

In Malaysia, the Skills for Prosperity Programme in Malaysia (SfP-Malaysia) focuses on increasing skills development and TVET systems’ readiness to meet the skills needs of the future of work and those of vulnerable groups, through enhancing four areas of the TVET system and delivery:[1]

• Equity:  Inclusiveness in skills development and TVET systems
• Quality: Future-ready & coordinated skills development and TVET systems
• Relevance: Demand-driven skills and TVET/skills recognition
• Cost-Effectiveness: Improved skills/TVET financing models

As the SfP-Malaysia moves toward its planned closure on 30 September 2023, an event will be held to bring together key programme stakeholders in Malaysia, to share and disseminate experience and findings gained through pilot activities, celebrate the results achieved, and handover programme activities to national partners. The event will take place in Putrajaya tentatively on 14 September 2023.

II. Objective of the event

The objective of the event is to showcase the collaborations established and results achieved by the SfP-Malaysia, highlighting: (i) the institutional capacity development milestones; (ii) the tools developed; (iii) the impact for national stakeholders and beneficiaries, including the government, employers’ and workers’ organisations, and other social partners; and (iv) action plans to scale up project results.

The experiences and insights of national partners and beneficiaries will be interspersed and illustrated with thematic publications and reports developed by the programme.  Presentations and panel discussions will be interactive, allowing questions and discussion with a view to identifying opportunities for further benefits to be realized from the programme.

The national communications & marketing expert(s) will coordinate the design and delivery of the event, including pre- and post-event communication and dissemination.

III. Scope of work

Under the supervision of the ILO Chief Technical Adviser and with guidance from ILO National Officers, the main tasks of the national communications & marketing contractor are as follows:

1. In coordination with the programme team, design the event branding and media kit, including printed and digital communication materials for effective event communication.

2. Assist the programme team in the development of a concept note, an agenda, invitation and other event preparatory materials.

3. In coordination with the programme team, develop an event brochure, slideshow, signage and other event communications materials.

4. Identify and secure the suitable event venue in close consultation with the ILO, and process payment to a selected venue on time.

5. Identify and engage a master of ceremonies (MC) for the event. The MC will present the event, introduce speakers, make announcements, and engage with the audience to ensure greater participation.

6. Identify and engage a professional photographer and videographer for the event. The photographer will be in charge of the event photography and videos.

7. Identify, arrange for, and test required audio and video equipment for the event.

8. Send the invitation to stakeholders, including the media, and follow up with invitees for their participation.

9. Develop a post-event report summarizing the key discussions and messages shared in the event. The report must include relevant photos and videos about the speakers and participants.

IV. Main Deliverables

• Deliverable 1: Detailed work plan due on 15th August 2023.
• Deliverable 2: The concept note of the event, which includes the following items and beyond, due on 18 August 2023.
  1. Tentative and detailed agenda.
  2. List of target invitees.
  3. Tentative list of speakers.
  4. List of target media.
  5. Three quotations from venues.
  6. Event checklist/run-through sheet.
• Deliverable 3: The event branding, media and social media kit, including printed and digital communication materials for effective event communication due on 1 September 2023 including but not limited to:

1. Printed bunting and backdrops.
2. Social media collaterals.
3. Press kit.
4. Event brochure and other communications materials.

• Deliverable 4: The event summary report, which includes the following items and beyond, due on 15 September 2023. It should contain:

1. Final agenda.
2. List of participants.
3. Presentation materials.
4. Final version of communication tools.
5. Key discussion points in each session.
6. Videos and photographs.
7. Proof of the payment to the event venue.

V. Time and venue

The Event will be tentatively held at a hotel in Putrajaya on 14 September 2023 from 09:00 – 17:00 (full day).  

VI. Required qualifications

The assignment should be carried out by a contractor who should have team members with the following qualifications:

• At least 10 years of experience successfully organizing in person events in Malaysia.
• Demonstrated experience working in marketing, communications, and public relations in Malaysia.
• Demonstrated experience working with:
  • Government agencies responsible for TVET/skills training.
  • Employers’ organisations, industry preferably in the construction, food-processing, and industrial printing sectors, and workers’ organizations.
  • TVET/skills training institutions
  • Civil society organizations, particularly those that work directly with women, youth, and the vulnerable groups.
  • International organisations.
  • Media.
• Advanced academic qualifications (including university degree) in the field of marketing, business administration and/or communications.
• Advanced English and Malay speaking and writing skills.

VII. Submission of Proposals

Interested companies must submit the following documents/ information to demonstrate their qualifications.

• Technical proposal describing: (i) how a contractor will approach and conduct the listed tasks and deliver outputs; (ii) target TVET/skills training institutions and companies to be engaged for listed outputs; and (iii) internal quality assurance mechanism (10 pages maximum).
• List of team members with brief explanation of experience relevant to this assignment, their roles, and Curriculum Vitae.
• Estimated budget (financial proposal), including professional fees (daily rate and expected number of working days), estimate fees to reserve the event venue, communication materials, and other expenses (e.g., transportation costs), for completing the work.  

The interested companies are requested to electronically submit the following two documents separately to the following address:

1. Technical proposal to: jmori@ilo.org and alauddinonn@ilo.org
2. Financial proposal to: nurhalimatun@iloguest.org  and prattuca@ilo.org

The deadline of submission is 1 August 2023 by 5:00 pm MYT. The short-listed candidates will be contacted for an interview.

VIII. Contract Duration

The contract will commence on 11 August 2023 and will end on 20 September 2023.

IX.Indicative Payment Terms

Payment terms will be as follows: 

• 1st payment (15%): Upon the delivery and acceptance of Deliverable 1.
• 2nd payment (30%): Upon the delivery and acceptance of Deliverable 2.
• 3rd payment (35%): Upon the delivery and acceptance of Deliverable 3.
• 4th payment (20%): Upon the delivery and acceptance of Deliverable 4.

Attachment

• Terms and Conditions applicable to ILO Contracts.