CALL FOR TENDER: Subcontracting for Talk Conference and Design Sprint production for the event ISF She Runs – Active Girls’Lead

About the International School Sport Federation (ISF):
Based in Brussels (BEL), the International School Sport Federation (ISF) is an international non-profit sport organization that sets up grassroots sport event and competitions as well as educational events for primary and secondary school students aged between 6 to 18 years old. ISF was founded in 1972 as the umbrella organization and governing body for national school sport organizations and currently gathers 132 national members associations on 5 continents. Recognized by the International Olympic Committee since 1995, the ISF promotes the values of education through sport.
With more than 30 sports in its competition programs, the ISF organizes 4 different categories of events: Multisport Games (Summer & Winter Gymnasiade, Combat Games); World Schools Championships, World School Cups and Educational events. Each year the ISF coordinates more than 12 international sport and education event around the world.

Call for tender background:
• The International School Sport Federation (ISF) will organize from 12-17 September 2022 in Brussels, Belgium the She Runs – Active Girls’Lead event. This event aims at promoting health, empowerment, and leadership for schoolgirls from the world, aged between 12-18 years old through sport.
• Supported by the European Commission - Erasmus Plus Sport programme, the ISF will gather 3500 participants including schoolgirls, schoolteachers, and coaches of the participating delegation as well as ISF official representatives, staff, and volunteers to implement the event.
• The ISF aims to organise tailored made inspirational and entrepreneurial activites contributing to the empowerment and skills development of the event participants through sport.
• More information about the event and its activities can be found on www.sheruns.eu
• Therefore, the ISF will select a subcontracting company who will be in charge of the talk conference and design sprint of the She Runs – Active Girls’Lead project

Deliverables:

Talk Conference
•Creation of a 4-hour program in the format of 4 plenary presentations of approximately 45 minutes;
•Coordination of all logistical, production and operational needs with the Client partner (Brussels Major Events)
•Advice regarding the profile choice and selection of 4 speakers. Validation of speakers by the Client;
• Training and preparation of speakers and moderator and their presentation prior to the event;
• Accompaniment and care of the speakers during the duration of their stay for the Talk;
• Management of reception and services for participants upon their arrival and departure from the Talk;
• Complete post-event evaluation report.

Design Sprint
• Creation of a one-and-a-half-day educational program allowing 40 young girls and 20 guides to design and develop an emancipation project through sport that they can implement when they return to their country.
• Animation of the Design Sprint program with expert facilitators
•Coordination of all logistical, production and operational needs with the Client partner (Brussels Major Events)
• Recruitment and training of facilitators, if necessary.
• Production of the tools and content necessary for the proper execution of the design sprint;
• Reception and services for participants on their arrival and departure.
• Complete post-event evaluation report.

General
• Advice on the strategical dimension in logistics meetings In Brussels for Design SPRINT ;
• Participation in logistics meetings In Brussels for Design SPRINT;
• Participation in logistics meetings in the place reserved by the client for the TALK ;
• Participation in kick-off and coordination meetings;
• Follow-up and cooperation with local stakeholders and volunteers when necessary

Explanation of deliverables:

Talk Conference

July
• Accompaniment of the Customer in the choice and the validation of a place;
• Definition of the detailed Talk Conference program;
• Development of Talk presentation tools for promotion
• Cooperation with local stakeholders for the possible involvement of volunteers in helping the organization;
• Preparation Meetings with Brussels Major events for logistical, production and operation matters
• Research and Validation of speakers with the client
• Contractualization and preparation of speakers, adherence to She Runs objectives;

August
• Participation in the She Runs kick-off meeting with all stakeholders;
• Finalisation of the Talk Conference programme;
• Preparation Meetings with Brussels Major events for logistical, production and operation matters
• Preparation Meetings with ISF and Speakers and Moderator
• Development of Talk Conference presentation tools for the talk

September
• Participation in promotional event activities (Press Conferences, meetings)
• Delivery of the Talk Conference, implementation of services, cooperation with organizers
• Final Talk Conference evaluation report
• Participation in promotional event activities (Press Conferences, meetings)

October
• Delivery of the Talk Conference report (including General company feedback on Talk Conference implementation, survey with speakers and participants)

Design Sprint

July
• Accompaniment of the client in the choice and the validation of a place
• Cooperation with local stakeholders (venue decision makers)
• Preparation Meetings with Brussels Major events for logistical, production and operation matters
• Definition of the detailed Design Sprint program
• Submission of a first "road map"

August
• Presentation of the Design Sprint Programme
• Co-analysis of Design Sprint Participants application
• Selection of the Design Sprint Participants application
• Validation of the program in detail (inputs and methodology);
• Development of Design Sprint tools for promotion
• Possibly, Recruitment of facilitators
• Participation in the She Runs kick-off meeting with all stakeholders;

September
• Arrival at the event with the supports;
• Training of facilitators if necessary;
• Provision of the service from the reception of the participants until their departure at the end of the Design Sprint until the final conference on 17/09.
• Enter in communication communication between participants selected for Design Sprint
• Delivery and implementation of Design Sprint services, cooperation with organizers.
• Design Sprint final evaluation report

October
• Delivery of the Design Sprint report (including General company feedback on Design Sprint implementation, survey with speakers and participants)

Criteria to apply:
- To be a company based in a European Union country.
- To have a proven expertise in the delivery of conference production in an international context
- To have a proven expertise in the development and implementation of entrepreneurial projects and training development.
- To demonstrate that the company methodology is adaptable to under 18-year-old international audience
- An expertise of the sport environment would be appreciated
- A company with a network of international women entrepreneurs would be appreciated
- To demonstrate the capacity of the company to produce and deliver the services in Brussels, Belgium in respect to the due dates.

Payments and standard contracts:
The contract will be drawn up between International School Sport Federation and the company. Payments will be made in three installments:
The first payment of 30% will be paid upon signing the contract. The second payment of 30% will be paid at the start of the event and a final payment of 40% will be made within the 30 days after the delivery of the services.

Duration of the contract:
The subcontractor will be engaged to perform the above-mentioned tasks from 20th July to 15th October 2022
Price:
For the financial proposal the company shall include all costs with and without VAT in euros (including unit costs of each product).
The financial proposal shall include also:
- The accommodation, food and transportation costs to participate in the meetings in Brussels before the event.
- The accommodation, food and transportation costs during the project from 14-17 September 2022 in Brussels

Provisional calendar of implementation:
Phase 1: From 8th-15th July 2022: Call for tender
Phase 2: From 15th - 17 th July 2022: Selection process and contract finalisation.
Phase 3: From 17th July to 15th October 2022: Preparation of the Talk Conference and Design Sprint activity
Phase 4: From 14th– 17 September 2022: Delivery of the services in Brussels-Belgium

Award criteria:
The contract will be awarded on the basis of the company that submits the bid demonstrating the best value for money and considering all the criteria to apply described.
One of the key criteria will be the capacity of the company to have clear expertise for the implementation of both project activities (Talk Conference and Design Sprint)

Content and presentation of the bids:
The bids should set out clearly under specific headings how the contractor meets each of the criteria to apply plus a clear financial offer for each of deliverables plus total price with and without applicable taxes.
The company shall provide the proof for each of the criteria to apply, including the administrative justification that the company is register in EU.

Presentation of the bids:
The bids should be submitted by email latest by the 15th of July 2022 CEST to email admin@isfsports.org