Request for Proposal
Request for proposal to organize an annual football tournament for college students in Qatar
Games for example football have become increasingly popular in the recent past more specifically in post-secondary institutions in Qatar. This institution aims at inviting proposals from competent and credible individuals to actively engage students in football competitions as a way of creating awareness on difficulties encountered by college students and the most ideal solutions to the same.
The settings will also encourage sharing of information in regards to economic, social and psychological factors that local and international students struggle with. Additionally, interaction will offer initiation for long term relationships which are essential for enhancing social network for the students.
It is with no doubt that besides encouraging socialization and sharing of information, sports enable college students to build self confidence. It also enables them to overcome norms that are quite discriminatory and deter them from engaging in meaningful reactional activities. Therefore, this institution welcomes proposals from willing and competent entities to organize football competitions for college students in Qatar.
The application of this project will take place in two phases. The first phase will include execution and planning while the second phase will include supervision and tournament management. The competition will also involve four female teams and six male teams and they will be drawn from eight foreign campuses and two local universities.
The purpose of this study is to successfully plan a football tournament that
- Focuses on post-college students of Qatar
- Works with tournament officials and develops their abilities in respect to efficient modes of communication among this group of population
- Offers beneficial recreational activities for college students
- Educates the students on the challenges they face as well as sustainable intervention strategies
- Partners with significant stakeholders including the media in creating awareness on the challenges
Scope of Work
The contractor will specifically carry out the following duties
- Train game officials and media personalities on the effective communication strategies for passing vital information
- Take on live broadcasts of the game finals via local radio stations
- Offer trophies and uniforms to winners
- Determine qualifying teams for tournament participation by undertaking eligibility exams
- Plan for the contests by identifying time and venues they will take place in
- Invite different investors whose contributions help in realization of the tournament goals
- Create and maintain strong relationships that mutually benefit them with strong groups, business entities, and public officers and liaise with interested parties for sponsorship
- Mobilize partners to offer relevant resources and materials
- Assume oversight roles including provision of equipment, grounds maintenance, offering medical facilities, engaging in dialogues, refereeing, drama and video tasks especially during half time in a bid to engage the crowd among others
- Offer t-shirts to all participating teams
- Develop, produce and present effective multimedia campaigns that support the tournament. These may include video presentations, internet communications, graphic design and printing services among others
- Create brochures and distribute them during and after the tournament
- Offer technical expertise as well as technological tools that enable them to pass significant messages regarding college challenges and coping methods to the students
- Offering any other additional public relations service because it will be requested by the institutions from time to time during the project
The contractor has to be well informed about the given job. In this relevance, he or she should have sufficient technical and professional expertise. Staff members should also have relevant knowledge, expertise and experience in the respective specification fields. For example, media personnel should have the right experience enabling them to handle equipment efficiently and pass on vital details in regards to ideal coping strategies much easier.
The contractors experience essentially should involve multicultural marketing, state relations, governmental processes and community development. In this relevance, context is defined by the ability to carry out relevant duties effectively and within the specified period of time. Since the project needs contributions from different stakeholders, the contractor should additionally practice receptiveness to cultural needs of different groups.
The move helps to prevent conflicts that compromise on the effective performance. Successful proposers on the other hand should also display strong interpersonal skill at all levels. Therefore, they must at all times cooperate with stockholders in an effort to ensure the objectives and goals of the project are realized. The proposers should also be well informed with Muslim culture and ensure projects operations are in line with its virtues and values.
Additionally, he or she should be well conversant with different research methods for example data collection because the task needs preliminary research from the group.
The service provider should carry out preliminary research before the tournament to help identify the most deserving teams and offer detailed information in relevance to the institution. Regular inclusive details should also be submitted at different levels and should record the progress of each match. The contractor should also submit a final report in a month’s time after the final match and completion of the project.
The final document should offer detailed and vital information on the successes and challenges of the project among other things. Additionally, it should include vital recommendations that can benefit the project in the future. The contractor will have to ensure public relations in support of the institution as well as its creativities.
Type of contract
The contract, for the entire assignment that the nominator accepts to implement will be on a fixed cost.
Content and Format of the Proposal
The proposal besides being prepared and presented in English language, it should be well detailed to cover entire services. The organization will also reject proposals that cover part of the expectations. In this regard, it is essential for the contractor to review terms, forms and guidelines accordingly. The company will be willing to confirm the information in relevance to the offer.
The procuring department of the organization will also dedicate itself to respond to all inquiries in paper and ensure that the service provider gets the same. Once the information is submitted by the contractor to the institution, the particular information will be considered the property of the institution.
The proposer will also assume costs and other related risks in preparation and presentation of the proposal to the institution. Therefore, the institution will not incur any liability costs that may accrue in the preparation, presentation and negotiation of the project. The proposing company should also offer background details in relevance to its qualifications. It should also explain its expertise on aspects affecting the organization and management of football competitions.
Additionally, it should provide credible information regarding financial and managerial capability of the company. Apart from catalogues, vital information may include reports and financial statements from the human resources management. What’s more, the proposers should underscore all approaches that they would love to use to commence the project. In particular, all information on tasks related to the project and ways in which each of the tasks will be accomplished should be included.
The nominator should additionally provide information on employees they wish to hire. Besides getting their resumes, they should highlight their experiences in different specification fields. Such a proposal segment should clearly outline roles that each employee is expected to undertake and the general team structure.
All proposers should additionally furnish the organization with factual details on similar projects they may have undertaken in the past. They should also provide client details including names, addresses and telephone numbers to ensure accreditation. The nominator should also put more emphasis on vital clarity aspects, completeness and responsiveness. Apart from the requirements of the hard copy, the proposer has to make submissions electronically to the given email address.
It will be essential to include graphic representations in electronic responses. These should essentially be pure in text form and should not include any photographic and pictorial information. All supporting facts should also be printed and not in electric form. Supporting preprinted documents in attachment forms and reference should also be included by the proposer accordingly.
To make referencing simpler, authors should offer a clear table of content that should be consistent and detailed with the proposals format. In this regard, a table of content helps to ensure easy referencing for the proposal and the add-ons. In relevance to pagination, the proposal should ensure the document is numbered sequentially using Arabic digits.
It would also be worthwhile for the proposer to include a financial pitch. This should essentially offer detailed information on the costs of the project. This means all information relating to remuneration of staff and reimbursable expenses should be included. Proposers on the other hand should avoid making conditions on this proposal part.
The institution will also reject proposals containing any financial requirement. All proposals should additionally be valid for hundred days after its submission to the institution.
Deadline for Receiving the Proposal
All applications should be received on or before 27th April, 2014 by the procuring department of the organization to the specified address. The proposer’s expense and upon request, the organization will respond to the applications received on the stated date. The company will also reject any late submission or applications that are submitted electronically only, by telephone or by fax.
During the evaluation and selectin session, all submitted applications before the deadline and subcontracting plans duly filled and signed, will be opened in public. After reviewing and opening all the documents, the organization will choose two applicants and invite them for oral presentation. This will be carried out randomly and without clarification, adjustments or discussion with applicants.
During the oral presentation session, the organization will also refrain from making any proposal and its contents public. Before the final decision of the proposer is made, the applicant will be given an opportunity to revise and review the proposal. The institution will also offer applicants equal opportunity to discuss their proposals and make necessary adjustments.
The successful applicant who will be chosen by the organization will have submitted a good proposal within the specified deadline. All applications will also be analyzed by a created team of professional and technical experts. The selection process will also be goal oriented and informed by different aspects including the proposal’s content. The factors in this respect that will inform decision making in this regard will include responsiveness, financial considerations of the application, references, abilities, proposer’s qualifications and the quality of services included in the proposal.
With reference to the variable costs, it will also be important for the applicant to include costs that the organization will incur in the long run. In regards to the application’s responsiveness, it is essential for the proposer to demonstrate the ability to offer services as presented in the application request.
Additionally, they should include any other vital information and relevant data that is in the best interest of the organization. during the proposer’s reference, qualifications and abilities evaluation, the organization will focus on aspects regarding to demonstration of competencies, experiences to offer the services requested, reference’s credibility, level of education, team members qualifications, experience and proposer’s ability to carry out tasks efficiently within the anticipated period of time as well as proposer’s awareness on market trends and football tournaments dynamics.
The assessment team will start by reviewing technical proposal parts as well as endorsements therein. This will also be completed before they continue to financial application analysis. In the initial evaluation stages, the organization will put more emphasis on responsiveness of the proposal.
In this regard, unresponsive applications will not be considered for technical evaluation. The evaluating team will also have the right to correct calculation mistakes in regards to financial bids. At this point, a successful applicant will therefore be the lowest bidder.