INVITATION FOR BIDS (IFB)

Consultancy Firm to Provide Event Management Service to icipe

1. The International Centre of Insect Physiology and Ecology (icipe), established in 1970 and headquartered in Nairobi, Kenya, is a pan-African research institution that improves the well-being of people in Africa through the application of insect science. Visit: (www.icipe.org).
    
2. icipe intends to engage a Consultancy Firm to provide Event management service during the annual Science Week scheduled from 17th – 21st November 2025. Please find more details in the Terms of Reference (TOR) here: LINK
    
3. icipe now invites interested firms who are able to demonstrate technical capability to undertake the assignment and meet the requirements below.
    
4. Interested Firms have/provide the following (Technical Proposal):
   (a). Provide the firm’s statutory registration documents, PIN and valid Tax Compliance certificates, valid Business License.
   (b). A cover letter on the Firms official letter head signed by the Firms official representative. The letter should show postal address and physical location, website address, telephone and e-mail, and contact person.
   (c). Provide the firm’s profile detailing organization chart, and CVs of key technical staff who will deliver the project, clearly indicating technical skills, academic qualifications and years of experience.
   (d). At least 5 years experience in large-scale event management and proven track record in organizing events with >500 participants. Provide contact details of at least three (3) firms you have provided similar service.
   (e). Experience in protocol management for high-level government/diplomatic events.
   (f). Capacity to provide technical support in AV, streaming, and hybrid event delivery.
   (g). Strong financial management and budget reporting experience
   (h). Financial proposal: Provide a competitive fee quote (KES) to perform the assignment, with a clear breakdown of each cost and all the chargeable taxes.
    
5. Completed proposals (both Technical & Financial) must be submitted electronically through e-mail at icipetenders@icipe.org in two separate attachments labelled appropriately. The e-mail subject should be clearly marked: ‘Invitation for Bids - Consultancy Firm to provide Event Management services to icipe’. The submission should reach icipe on or before 10th October 2025 at 11:00 hours East Africa Time. Late submissions will be rejected. All queries should be addressed to: icipetenders@icipe.org.
    
6. Procurement Manager
   International Centre of Insect Physiology and Ecology (icipe)
   P.O. Box 30772-00100
   Nairobi, Kenya