RBEC Climate Peace and Security Academy

UNDP
RBEC Climate Peace and Security Academy Request for quotation

Reference: UNDP-IRH-00089
Beneficiary countries or territories: Türkiye
Registration level: Basic
Published on: 02-Nov-2023
Deadline on: 10-Nov-2023 08:00 (GMT -5.00)

Description
Scope of the Tender

 1.      Description

 

UNDP Istanbul Regional Hub is convening a three-day hybrid (online and in person) Expert Academy to explore the risk implications of climate change on peace and security, in the Europe and Central Asia region. The Academy aims to introduce a core set of knowledge and tools with policymakers and stakeholders. It will create a community of practice to foster peer-to-peer knowledge sharing and exchange of lessons learned and establish a network to inform future multidisciplinary practice of climate policy and finance for peace in fragile and conflict affected settings. The event will include plenary sessions, group exercises and workshops for government representatives, guest speakers and UNDP staff to establish a pipeline for programming in the region.

 

The modules, designed for advancing the implementation of the Climate, Peace, and Security Nexus in RBEC countries will be built on the following overarching themes. Exact and final number of participants will be provided closer to the event.

 

Day 1: Review existing frameworks for the implementation of the Climate, Peace, and Security agenda.

Hours: 9:00- 19:00

70 Participants (government representatives, policy makers, UNDP staff and youth delegates)

 

Day 2: Expert and peer to peer exchange of best practices and new opportunities in RBEC

60 Participants (experts, policy makers, UNDP staff and youth delegates)

Hours: 9:00- 19:00

 

Day 3: Climate risk analysis tools and programming instruments to establish a pipeline

60 Participants (UNDP staff and youth delegates)

Hours: 9:00- 19:00

 

The residential venue should be of at least a 4-star standard, in Istanbul, easily accessible by public transport and allowing for drop-off and parking options. The residential venue must have the following characteristics:

 

a)      Room (1) facilities large enough to accommodate approximately 70 participants for the security briefing, plenary sessions, and group work.

b)     Room with windows and access to natural day light

a)       Optional: a second room close or adjacent to room 1 for approximately 10 participants to hold side meetings (if it can be provided for a lower or no cost by the provider)

 

c)      Easy access to the venue’s in-house facilities or an adjacent room for lunch and suitable area for coffee breaks in the immediate vicinity of the conference facility, with access limited to conference participants, UN staff and the required hotel staff.

d)     Conference Equipment for hybrid (online-offline) meetings, including wireless microphones for each speaker, audio conference system for the conference room and mobile and fixed cameras to show the room to online participants, following the technical requirements below.

e)      Strong and stable Internet connection with Wi-Fi password available to all participants including separate cabled internet connection for the technical unit during presentations and zoom facilitation.

f)      Separate plugs for each table for participants and facilitators to charge their computers and equipment

 

g)     Lunch Buffet. It should include soft drinks in glass bottles only and the choice of food should cater for all needs (meat, fish, vegetarian) with both European and Turkish cuisines.

 

h)     Provision of coffee, tea, water in glass bottles with suitable snacks (patients, fruit baskets) outside of the conference room/facility throughout the day, at a minimum 8:00h to 18:00h.

 

i)       Dinner and social event for 70 people on Tuesday 28th November starting at 19:30h including transportation from the selected Forum venue to the social event venue and back.

 

 

j)       Participants will receive a name tag with their name printed on recycled paper and environmentally friendly ropes surrounding the name tag which participants can put on their neck with printed barcode to access repository of documents.

k)     Promotional materials: 70 notebooks made from recycled materials and pens made from recycled or carbon-neutral materials, both branded with the event name and UNDP logo (design to be used will be shared).

l)       10 flipcharts; coloured markers; flipchart markers; thumbtacks; large paperclips; double sided tape; signin sheets; A4 coloured papers; small coloured postit notes (A5 format).

 

m)    2 Screens in the main room(no additional audio-video equipment required in the optional adjacent room)

 

n)     12 microphones (1 microphone for each table + two more for facilitators).

    

a)      Whiteboard markers (50)

b)     Printing paper (1 box of 5 packs)

 

c)      Any surplus of food will be requested to be sent to persons in need /and or animal shelters.

 

d)     80 pins with logo and colouring provided by UNDP to be used for visibility purposes.

 

2.     Technical requirements

 

Room Summary

 

1 large conference room with windows preferably and large wall space where posters could be hung on the walls

Suitable for approximately 65 people equipped with two screens and equipment for video online streaming of and interactive engagement during an event.

Many of the sessions will be hybrid events with online participation.

The room should also allow group discussions for 4 different groups.

The event will have a blended format and should allow online participation as well. It is needed to have a Zoom/Teams/Presentation Facilitator, who will be directly responsible of that task.

 

 

Required from 8:00h on Nov 28th until 19:00h on Nov 30th

 

OPTIONAL: 1 small meeting room

Suitable for ten persons, close or adjacent to the main meeting room

Required from 8:00h on Nov 28th until 19:00h on Nov 30th

 

 

a)      Main Conference room requirements (required from 8:00 on the 28th of November until 19:00 on  the 30th of November)  for 70 participants:

 

1.      2 Screens and two projectors for presentations

2.      Audio-visual equipment to allow for online interactions.

  1. 10 microphones (1 microphone for each table + two more for facilitators).

    

  1. Email address: procurement.irh@undp.org
    Surname: Procurement IRH