Provision of event management services for United Nations Environment Assembly (UNEA) and other events

1. Invitation for Expression of Interest: The United Nations Office at Nairobi (UNON), on behalf of the United Nations Environment Programme (UNEP), invites qualified interested firms to submit an Expression of Interest (EOI) for the Provision of Event Management Services for the United Nations Environment Assembly (UNEA). The objective is to establish a seven-year contract consisting of an initial period of three (3) years with an option to extend for two (2) additional periods of two (2) years each (3+2+2). UNEP intends to engage an event management service provider with extensive regional and/or global experience supporting international organizations in the management and execution of the Environment Assembly. 2. Background: The Environment Assembly is usually conducted as in-person meetings and held in Nairobi at the United Nations Office at Nairobi (UNON). The event management service provider may also be called upon to support other UNEP organized meetings/events held at UNON and atother United Nations premises and designated conference centres as may be determined by UNEP from time to time. The United Nations Environment Assembly (UNEA) is the world’s highest-level decision-making body on the environment and holds the universal membership of all 193 UN Member States. The Assembly functions as the agenda-setting forum for the global environment and provides overarching policy guidance that defines responses to address emerging environmental challenges. It undertakes policy reviews, engages in dialogue, experience exchanges and sets the strategic guidance on the future direction of the UN Environment Programme (UNEP). 3. Overview of the United Nations Environment Assembly (UNEA): To achieve its objectives, the Assembly organizes a series of formal and informal meetings, including leadership dialogues in the form of panel discussions, a joint multi-stakeholder dialogue also in the form of a panel discussion, formal meetings with statements delivered by the participants, as well as selected side events, media engagements, and exhibitions and pavilions. Cultural opening and closing are also held and may involve artistic performance. Social events such as receptions, luncheons, dinners, excursions, awards, and recognitions ceremonies may also take place. Environment Ministers and other high-level participants (including Heads of State and Governments and dignitaries such as the Secretary-General of the United Nations or the President of the General Assembly) are expected to attend the meetings of UNEA to deliver speeches and take part in high level leadership dialogues. A series of preparatory meetings are held in advance of the Environment Assembly, including the meetings of the Open-Ended Committee of Permanent Representatives, Major Groups and Stakeholder Forum and Youth Environment Assembly. The Assembly continues to attract significant attention from representatives of Global Major Groups and Stakeholders, who have the right to attend and participate in the deliberations of the Assembly. Number of participants expected for any session of the Environment Assembly is usually 5000 to 6000 participants, Meetings of the Environment Assembly are usually live streamed in all six official languages. 4. Expected Outcomes, Outputs and Activities: 4.1. Event Planning: This service involves developing a comprehensive plan for the delivery of international conference and related events. It includes creating timelines for sourcing and installation of associated infrastructure, technical equipment, and furniture, as well as proposing innovative and creative concepts for each event considering the specialized high-level audiences. The planner is also expected to propose sustainable concepts in respect of temporary infrastructure such as tents, PA equipment and furniture, and catering options, applying the visual identity and branding provided by UNEP. 4.2. Infrastructure, Staging, and Logistics: This service encompasses sourcing, supplying, coordinating, setting up, and dismantling temporary infrastructure such as marquees, outdoor tents, exhibition spaces, and other necessary equipment at different locations within the event venue. 4.3 Equipment Provision: This service involves sourcing and providing equipment of the highest standard and technical specifications for the event. This may include sound systems, projection systems for LED screens, digital and non-digital signage, live streaming capabilities in multiple languages, photography and video coverage, lighting, cameras, microphones, headphones, back-up power supply, utility requirements, and recording and dissemination of event content to UNEP's Communication Division. 4.4 Branding: This service includes sourcing, supplying, providing, coordinating, setting up, and dismantling temporary branding at various locations within the event venue (UN Gigiri Complex) in accordance with the visual identity and branding guidelines provided by the event organizer UNEP. 4.5. Greening of Events: This service requires adopting measures to ensure that the event is environmentally friendly and plastic free and follows UN sustainability standards, consistent with the theme of the event. 4.6. Compliance with Health Protocols: This service includes ensuring that all services provided during the event are fully compliant with relevant health restrictions and regulations, such as COVID-19, as required at a given time. 4.7. On-site Management: On-site management of events and/or event locations, including coordination of services and supervision of contractor and subcontracted personnel.This service involves overseeing and managing aspects of the event on-site, including coordination of various services, logistics, and staff to ensure smooth and timely execution of the event. The complete details of the requirement will be provided in the tender documents that will be issued to bidders after this request for EOI is closed. 5. Tender Documentation The complete details of the requirement will be provided in the tender documents that will be issued to bidders after this request for EOI is closed. Specific Requirements/Information Submission Requirements: Interested vendors must possess the necessary technical expertise and capacity to provide the required services, as only suitably qualified vendors will be invited to particpate in the Request for Proposal that will be issued following the finalization of this REOI exercise. Interested entities are invited to submit a completed and signed Annex A – EOI Self Declaratiom Suitability Checklist (Yes/No) and return via email to jecinta.cheruiyot@un.org with a copy to unon-procurement-rfx@un.org. No technical proposals, methodologies, work plans, staffing details or pricing information shall be submitted at this stage. Participation in this EOI does not create any right, expectation or entitlement to be invited to the solicitation stage or to be awarded a contract. A vendor's suitabliltiy shall be assessed using the Preliminary Self Declaration Suitability checklist attached as Annex A to this REOI. Vendors expressing interest must be registered with the United Nations Global Marketplace (UNGM) at minimum of Basic Registration Level. Vendors not registered in UNGM will not be eligible to paricipate in the tender Exercise at a later stage. Details of the technical evaluation criteria and other particular requirements will be provided under at the tender stage. IMPORTANT: Please note that this REOI is not an invitation for submission of tenders. Its purpose is to identify companies that would be interested and eligible to participate in the solicitation when issued. UNON will examine the outcome of this request for EOI and will consider those companies that have expressed their interest . UNON reserves the right to change or cancel the requirement at any time during the EOI and/or solicitation process. Thus, submitting a reply to this Request for EOI does not automatically guarantee your company will be considered for receipt of the solicitation when iss