EpiC Thailand RFP: Engaging Private Sector for HIV Services and Social Impact

About FHI 360:

EpiC Project Background:

FHI 360 manages the USAID and PEPFAR funded Meeting Targets and Maintaining Epidemic Control (EpiC) Project, which has an ambitious goal: to eliminate persistent gaps in the HIV service continuum while striving to achieve the UNAIDS 95-95-95 targets. This three-pronged strategy aims for 95% of all people living with HIV to be diagnosed, 95% of those diagnosed to receive sustained antiretroviral therapy, and 95% of those treated to achieve viral suppression.

EpiC Thailand has been instrumental in promoting effective HIV prevention, care, and treatment strategies specifically designed for Key Populations, with a focused commitment to supporting Men who have Sex with Men (MSM) and Transgender Women (TGW) in Thailand.

One of EpiC Thailand’s core objectives is to bolster the sustainability of local community-based organizations (CBOs) by diversifying their funding streams. Social enterprises are a vital funding strategy, enabling CBOs to gain financial independence through their social business initiatives. Moreover, many of these organizations are engaged in a broad spectrum of social impact projects that extend beyond HIV/AIDS prevention and care, including advocacy for human rights, gender equality, and promotion of decent work opportunities. This project endeavors to identify potential private sector partners who see the value in co-creating solutions that will lead to shared, long-term benefits while enhancing the CBOs’ comprehensive social impact initiatives.

1. Objective

This RFP will solidify EpiC Thailand’s aim of diversifying CBO funding sources, highlighting social enterprises as significant avenues for revenue generation that fosters financial autonomy. Given the extensive social impact of CBOs, covering aspects such as human rights and decent work advocacy, this project provides a unique platform for businesses to participate in collectively creating and sharing lasting social benefits. Specifically, the consultant will:

1. Promote PEPFAR’s 20-Year Legacy of Support – Emphasize the significant contributions of PEPFAR in empowering CBOs and enhancing HIV/AIDS response initiatives over the last twenty years.
2. Showcase CBO Work Beyond HIV/AIDS – Highlight the wider impact of CBOs in various social areas, including human rights, gender equity, youth development, and social justice.
3. Build Relationships with the Private Sector – Foster connections between CBOs and private enterprises, creating avenues for future financial and strategic support across diverse sectors.

The consultant will devise strategies aimed at aligning private sector opportunities with the capacities of CBOs, culminating in a dynamic workshop and networking event for CBOs and private sector representatives during World AIDS Day 2024.

2. Scope of Work
The event organizer will be responsible for the following tasks:

1. Pre-Event Planning and Coordination

• Venue Management
• Secure an appropriate venue that accommodates approximately 150 attendees, ensuring accessibility and the availability of necessary AV equipment, such as microphones and projectors.
• Coordinate seating arrangements, lighting, audio-visual needs, and any additional requirements with the venue.
• Agenda Development Support
• Collaborate effectively with FHI 360 to finalize the event agenda, including identifying and confirming speakers, panelists, and facilitators.
• Design a detailed event flow and timeline that includes session timings, networking breaks, and a closing segment.
• Participant Management
• Develop and manage an invitation system to ensure appropriate representation from CBOs, private sector entities, and other stakeholders.
• Handle RSVPs, confirmations, and necessary follow-ups to maximize attendance.
• Promotion and Communication
• Create promotional materials, including event invitations, reminders, and social media assets, in consultation with FHI 360 to boost event visibility and attendance.
• Coordinate communication efforts to highlight the event’s goals and align them with FHI 360’s objectives.
• Pre-Event PR and Media Outreach
• Produce and distribute press releases to targeted media outlets, emphasizing the event’s goals, PEPFAR’s contributions, and the significant role of CBOs in Thailand.
• Manage media invitations and secure coverage that enhances event visibility and public awareness.
• Coordinate with FHI 360’s communications team to ensure consistent messaging and effective promotion through partner channels.

2. Event Logistics

• Registration and Check-in
• Establish an efficient registration process that includes name badges and information packets for attendees.
• Organize a welcome desk to manage check-in and provide assistance to attendees as necessary.
• On-site Coordination
• Oversee all logistical aspects of the event, ensuring signage is set up, seating is arranged, and audio-visual needs are met, while facilitating smooth transitions between sessions.
• Make sure that speakers, panelists, and facilitators are well-briefed on the event flow and their specific roles.
• Networking Facilitation
• Design networking activities that encourage interaction and collaboration between CBOs and private sector representatives.
• Create structured opportunities for introductions and discussions about organizational missions and potential partnerships.
• Catering and Refreshments
• Organize catering services to provide refreshments and lunch, accommodating dietary requirements as necessary.

3. Post-Event Responsibilities

• Post-Event PR and Media Engagement
• Draft and disseminate a post-event press release that summarizes the outcomes, partnerships formed, and any key commitments made during the event.
• Facilitate media coverage after the event to highlight the importance of CBO-private sector partnerships and sustainability efforts.
• Feedback Collection
• Distribute feedback forms or an online survey to attendees to evaluate the event’s impact and gather suggestions for future improvements.
• Reporting and Documentation
• Submit a summary report within two weeks post-event, detailing attendee feedback, key outcomes, and suggestions for future initiatives.
• Provide FHI 360 with photographs, session notes, and any other pertinent documentation.

3. Deliverables

1. Final confirmation of the venue and all logistical arrangements for the event.
2. Approved promotional materials and media releases, along with a finalized invitation list.
3. Comprehensive coordination on the event day, including registration, AV support, catering logistics, and networking facilitation.
4. Distribution of a post-event media release and follow-up actions.
5. A detailed summary report that compiles attendee feedback and outlines event outcomes.

4.Budget
The event organizer should submit a comprehensive budget proposal that clearly outlines costs associated with the venue, catering, promotional materials, PR and media outreach, as well as other logistical necessities.

5. Qualifications and Expertise Required

• Thai Company
• Demonstrated experience in organizing professional events for NGOs or within the development sector.
• Familiarity with engaging the private sector on development topics, particularly those involving CBOs, social impact, and sustainability.
• Strong expertise in media and public relations strategies to foster both pre- and post-event coverage.
• Ability to collaborate effectively with the FHI 360 team and adhere to established deadlines.

6. Evaluation Criteria for Event Organizer

1.Relevant Experience and Approach (30%)

• Demonstrated capability in organizing impactful events for NGOs, community-based organizations (CBOs), or within social impact sectors.
• A thorough approach to fulfilling event objectives, with particular strategies for effective networking between CBOs and private sector representatives.
• Innovative methods for showcasing the broader impact of CBO work beyond HIV/AIDS, with a focus on human rights and gender equity, to attract private sector involvement.

2. Media and Public Relations Capabilities (25%)

• Experience in managing pre- and post-event public relations, inclusive of media outreach and attendance management.
• A track record of successfully securing media coverage that aligns with event visibility objectives.
• A robust PR strategy for promoting the significance of PEPFAR’s two-decade commitment to supporting CBOs.

3. Project Management (20%)

• Proficient project management skills, involving comprehensive logistical planning, adherence to timelines, and effective on-site execution.
• Adaptability to handle unforeseen changes and ensure a seamless experience for event participants.

4. Cost-Effectiveness (25%)

• A transparent and detailed budget proposal that aligns well with the event’s outlined scope and objectives.
• Evidence of effective resource allocation aimed at maximizing quality within established budget limits, with logical justifications for estimated costs.

Duration/Period of Performance: November 15 – 30, 2024

Disclaimers and FHI 360 Protection Clauses:

• FHI 360 will not compensate offerors for preparation of their response to this solicitation.
• Issuing this solicitation is not a guarantee that FHI 360 will award a subcontract.
• FHI 360 reserves the right to issue a subcontract based on the initial evaluation of offers without discussion.
• FHI 360 may opt to award a subcontract for a portion of the activities described in the solicitation. It may also award subcontracts to multiple offerors for specific parts of the activities required.
• FHI 360 may request additional details from shortlisted offerors, involving further oral presentations or written responses regarding a more specific scope of work derived from the general outline in the original solicitation.
• FHI 360 holds the right to retract a solicitation or cancel an award prior to executing a subcontract due to unforeseen changes in direction regarding FHI 360’s client, whether related to funding or programmatic shifts.
• FHI 360 reserves the right to overlook minor deviations by offerors from solicitation requirements that are not classified as significant defects requiring rejection or disqualification; waivers may promote enhanced competition.
• Data generated under this solicitation remain the property of FHI 360. Any dissemination of data must receive prior written approval from FHI 360 or its designated agent.

How to apply

Submission Guideline

Interested applicants should submit the following document in English to [e-mail] by November 11, 2024

• Cover Letter : Brief introduction of your organization, relevant experience, and primary contact details.
• Event Approach and Execution Plan: Outline strategies for event objectives, including networking, PR, and showcasing CBOs’ impact areas beyond HIV/AIDS. Include a timeline and key activities.
• Media and PR Strategy : Provide a concise plan for pre- and post-event PR, including media invitations and coverage goals.
• Budget and Cost-Effectiveness : Detailed budget with major activity costs and efficiency strategies.
• Project Management and Staffing :Overview of project management approach, key personnel, and relevant experience.

Contact Information:

For inquiries or clarification regarding this RFP, please contact Thirdchai Sattayapanich via email at [e-mail].

EpiC Project: Grinding Gaps and Spicing Up HIV Services in Thailand!

Well, well, well! If it isn’t FHI 360 strutting into the room like it owns the place, funded by USAID and PEPFAR with the EpiC Project! It’s a bold step in the never-ending battle against HIV—a saga filled with twists, turns, and a lot of serious business. But let’s leave the drama for Netflix and get to the meat of the matter: we’re aiming to hit the UNAIDS 95-95-95 targets! Yes, you heard it right! Three number nines, but without the knock-knock joke.

Objective: Social Enterprises to the Rescue!

This isn’t just about getting people to wear their “I Love HIV Prevention” t-shirts. Oh no! The aim here is also about revamping local community-based organizations (CBOs) by diving into the wondrous world of social enterprises. These aren’t your average bake-sale fundraisers; we’re talking about savvy business models that empower our friends at CBOs to quasi-entrepreneurship! Think selling designer cupcakes while fighting for human rights. Talk about multitasking! If only I could do that with my sock drawer.

Mix and Mingle: Building Bridges with the Private Sector

And what’s this? A whole event dedicated to creating connections between CBOs and private enterprises! You know the drill: it’s like Tinder, but for organizations looking to form a solid partnership instead of awkward dinner dates. The consultant (beefing up those networking skills!) is tasked with matching private sector opportunities with CBO capabilities—think speed dating but for social good!

What’s on the Agenda?

1. Pre-Event Planning: Yes, a fancy venue that doesn’t look like a 1970s time capsule—thank you very much! The CBOs are coming in style!
2. Participant Management: RSVPs are a must! It’s not a party if your crush doesn’t show up, right?
3. Networking Facilitation: Interactive events so people might actually engage instead of scrolling TikTok during conversations.

Delicious Deliverables to Leave a Good Taste!

After everyone’s schmoozed and brewed potential partnerships, we have what’s on the plate post-event:

• Friendly feedback collection—because no one wants to be the “bad vibe” at a party.
• Media engagement like a pro. Let’s get our CBOs trending; I mean who doesn’t love a good comeback story?
• And of course, a lovely little wrap-up report! Because nothing says “successful networking” like a detailed summary of who talked to whom.

Qualifications: What We’re Looking For!

Alright, folks! This isn’t a popularity contest; you need the right qualifications to play in this league. Like, have you organized snazzy events for NGOs before? Do you know how to engage the private sector about social impact without putting them to sleep? If yes, bring out those CVs!

Team Up with Us!

In case you’re wondering how to get involved, here’s your breadcrumb trail:

• Slide into our email with a cover letter that’s cooler than the other side of the pillow.
• Craft an execution plan because like any script, it needs structure!
• Show us you can budget better than I manage my Christmas shopping list! (Good luck with that)

Final Thoughts: Let’s Make Magic Happen!

So, there you have it, folks! The EpiC Project is not just a name—it’s a movement, it’s a drive, and hopefully, it’s a love affair between CBOs and private sector partners that leads to lasting social change. It’s flashy, it’s serious, it’s about saving lives AND having a bit of fun while doing it—kinda like a superhero flick! But without the spandex.

If you think you’re up for the challenge and want to make a tangible impact (or just want a juicy PR job), get that application ready and let’s do something great together! Because at the end of the day, we all want to leave the world a little better than we found it, right? And if we can do it with a laugh, all the better!

Note: The tone here is intentionally sharp and cheeky, celebrating the seriousness of the initiative while keeping it lighthearted and engaging. Just the right mix of humor and information for a fun read!

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‌Ations and Expertise Required

If you’re ready to take this⁢ challenge, here’s what you need:

• Be ​a Thai company—local flavor ⁣is essential!
• Show us your credibility: demonstrated experience in organizing professional ⁣events for NGOs​ or within the development sector.
• Understanding the dance between the private sector and community-based organizations (CBOs) around topics that matter, like social impact and sustainability.
• Bring your⁣ A-game⁤ in media and public relations to ensure our event gets the spotlight it deserves both before and after.
• Be ⁢a team player—work collaboratively ‍with ​the ⁣FHI 360 ‌team ​and stick to deadlines!

Evaluation Criteria for Event ⁤Organizer

So, how will we pick our partner in this epic venture? Here are the criteria:

1. Relevant Experience and Approach ⁢(30%)
   • Show us your past ⁣glory: demonstrate your ⁣ability to organize impactful⁢ events​ for​ NGOs, CBOs, or other social impact‍ areas.
   • Outline your strategies for ‌achieving event objectives and facilitating effective networking opportunities.
   • Bring ‍innovative ideas to⁤ showcase the impact ‍of CBO work beyond HIV/AIDS, focusing on ​human rights and gender equity to entice the⁤ private sector.
2. Media⁣ and Public Relations Capabilities (25%)
   • Highlight your experience ‍in​ handling pre- and ⁣post-event PR, including managing media attendance.
   • Provide examples of successful media coverage you’ve⁢ secured that aligns⁤ with visibility goals.
   • Develop a robust PR strategy to⁢ promote PEPFAR’s two-decade‍ commitment to supporting CBOs.
3. Project Management (20%)
   • Demonstrate strong project management⁣ skills with thorough logistical planning and ⁤effective on-site execution.
   • Show adaptability to handle any unexpected changes and ensure a seamless experience ⁢for ⁣participants.
4. Cost-Effectiveness (25%)
   • Deliver ⁣a detailed and ‌transparent budget⁤ proposal tailored to ‍the event’s​ scope ⁤and objectives.
   • Prove effective resource allocation aimed at maximizing event quality within budget‍ constraints.

Apply Now!

Are you ready to help us shake things up? Submit your application by November 11, 2024, ‌showcasing your flair for events and public relations. Don’t ‍forget the essential‍ components listed in the submission ⁤guideline!