Ministry of Education and Science
Macedonia
SKILLS DEVELOPMENT AND INNOVATION SUPPORT PROJECT (SDISP)
TERMS OF REFERENCE
for

Consulting services for providing logistical support in the organization of a conference dedicated to the needs and challenges in the area of Higher education

I. Background of the Project

The Skills Development and Innovation Support Project (SDISP) project’s development objective (PDO) is to improve transparency of resource allocation and promote accountability in higher education, enhance the relevance of secondary technical vocational education, and support innovation capacity in Macedonia.
The overall project will support the Government of the Republic of Macedonia’s Ministry of education and science (MOES) initiatives geared to:

  • increase graduates’ competitiveness on a regional and international level;
  • increase labor market relevance of graduates’ skills;
  • make innovation a source of productivity improvement, competitiveness, increased exportability of goods, and sustained economic growth; and
  • increase universities and private enterprises engagement in, and their benefit from, R&D efforts and technology adoption opportunities.

The Project will support interventions which foster education and skills relevant to the job market, and enhance the innovation capacity and activity of firms in Macedonia. It will also address key missing elements of the Macedonian innovation system and ailing aspects of the research sector that are likely to be vital for improving the competitiveness of the enterprise sector and Macedonia’s longer term economic growth prospects. It will also help improve absorption of EU funds earmarked for innovation activities.
The Project’s direct beneficiaries include students, teaching and management staff from technical vocational education and training institutions who would receive a new curriculum and practical training facilities, as well as training on management, planning, and process improvement capacity ; students and staff of universities, research institutions and enterprises will benefit from: (i) the implementation of quality assurance mechanisms and financing reform in higher education (HE); (ii) grants promoting R&D and innovation; and (iii) technology commercialization, global know-how absorption, and industry- university collaboration fostered by the National Technology Transfer Office (NTTO).

Specific information/background regarding the assignment

Having in mind the needs and challenges of the HE sector in Macedonia, the range of efforts undertaken by the MoES targeted toward improving the quality of the Higher educationand the steps that are planned with the aim of improving the transparency and efficiency of the quality assurance and finance mechanisms in the higher education sector, the MoESis planning to organize an international conference dedicated to the needs and challenges in the area of Higher education . The aim of the conference will be gathering further knowledge, different opinions, international experience and expertise ,that will facilitate the efforts of creation of a modern, up-to date and viable system of Higher education.

II. OBJECTIVE OF THE ASSIGNMENT

The main objective of these Terms of Reference is obtaining support to the MoES (Ministry of Education and Science) in planning, coordinating and providing full logistic support in the process of organizing and executing of the international conference dedicated to the needs and challenges in the area of Higher education. The conference will be organized in mid June 2015. The estimated number of participants is around 200 (local and international). The conference itself will last two (2) days, most probably over the weekend (Saturday-Sunday).

III. SCOPE OF SERVICES

The consulting firm should provide the following services:

  • Work closely with designated MoESofficials in determining the event concept,note and recommend articulation of proposed topics
  • Plan, coordinate and execute all logistical issues and arrangements related to hosting of the conference including but not limited to providing IT equipment, simultaneous translation, translation equipment, design and printing of conference materials , logo etc.
  • Design and conduct a promotion campaign for the conference including but not limited to radio and television ads
  • Oversee the invitation process, arrange, and coordinate air travel and transportation arrangements for the international and national participants as needed, and cover related expenses.
  • Arrange for accommodation and cover the accommodation costs for participants as needed
  • Send out Information Notes to all participants (arrival details, hotels, visarequirements, general city info; etc.);
  • Execute protocol arrangements for VIPs if needed, including arrival and departure at airportwith the relevant Ministries.
  • Arrange and ensure conference room/sare arranged and ready for the event as required per specified schedule;
  • Ensure all required audiovisual equipment is available at the venue asrequired and provide immediate service maintenance for all equipment/services and facilities in and around the conference room/s;
  • Take lead role in the execution of the conference on site and ensure the proper execution of all steps including but not limited to: registration process, compiling confirmed registration list of participants and speakers; seating arrangement, provide simultaneous interpretation for all sessions as required (Macedonian/English), organize the brakes and provide catering etc.
  • Record and keep notes/minutes of all conference sessions.
  • Prepare and set- up a one-stop general information supportservice/information kiosk for participants;
  • Design and provide conference bags, banners,pens and writing pads for participants (upon prior approval by the Client);
  • Provide anevent coordinator and support staff (at least four persons on site and 3 drivers with mid-size passenger vehicles and one 8 passenger van) to attend to all needs and issues during the conference days

V. REPORTING OBLIGATIONS

After the conference the Consultant will submit a report outlining the entire scope of work of the Consultant for this assignment. The report should include but not be limited to the following information:

•Where and how the event was organized,

•List and number of participants, including main talking points and/or presentations by participant

Attached to the report, the company will submit invoice/receipts for all the reimbursable costs incurred including but not limited to air tickets cost, hotel , consultant fees, per diems, transportation cost etc. The report in English and Macedonian must be delivered to the Client not later than 10 days after the event.

VI. CONTRACT ARRANGEMENTS

Contract will be time based. The estimated number of staff days is 58. Payment will be based on staff remuneration fees and reimbursable expenses (using actual expenses and/or agreed unit rates).

VII. QUALIFICATION REQUIREMENTS

The consulting firm shall meet the following relevant qualification and present documents confirming the qualifications:

  • Minimum 5 years of proven ongoing experience in organizing and providing integrated services for full logistical support and implementation of similar events ;
  • Technical capacity of the firm. A brief description of the firm's organization should be submitted. The consultant should possess a mixed team of experienced staff.

Qualification and experience of the consultant’s staff:

  1. Event coordinator (approximately 30 staff days)
  • At least 5 years of experience in organizing and providing integrated services for full logistical support and implementation of similar events including experience in managing teams for event organization.
  • Strong managerial skills and a proven record of achieving results.
  • Proven ability to work in a collaborative, team environment.
  • Proficiency in English.
  1. Support staff (at least 4 persons, approximately 7 staff days each)
  • At least 3 years of experience in organizing and providing integrated services for full logistical support and implementation of similar events
  • Proven experience as a team member;
  • Proficiency in English.