TENDERDOCUMENT

InvitationtoBid
TenderNoticeNo:AFCA/EVENTCOORDINATOR/23/3/2012 Appointment of Event Coordinator for the 10th African Fine Coffee Conference & ExhibitionUganda. AFCAinvitessealedbidinTwopartforappointmentofEventCoordinatortoprovide Event Coordination Services for the 10th African Fine Coffee Conference & Exhibition Uganda. The Tender Document can be viewed and downloaded from our website www.eafca.org. The hard copy of the same shall be available from 10th March 2012 to 16th April 2012 from 9.00 am to 5.00 pm. on working days (Monday to Friday) on payment of UGX 100,000/(nonrefundable)attheofficelocatedintheAfricanFineCoffeeAssociation AfricanFineCoffeeAssociationSecretariat AfricanFineCoffeesAssociation Plot958,GalukandeClose MuyengaHill Kampala,Uganda. The bid shall have to be submitted duly filled and signed at the abovementioned address. The Bidders who has downloaded the document from website should attach, along with the bid document, a copy of the payment receipt of UGX 100,000/ (Non Refundable)infavorofAfricanFineCoffeeAssociationSecretariat The Offers should be submitted in two sealed covers one superscribed Technical Bid andotherPriceBid.Bothcoversshallbeputinanothersealedcoversuperscribingthe envelope with Tender for Event Coordination Services for the 10th African Fine Coffee Conference&ExhibitionUganda. Thelastdateofsubmissionofbidis16thApril2012onorbefore1.00pm.TheTechnical bid will be opened at 2.30 pm. on the same day in the presence of attending bidders or their authorized representatives at the office located in the African Fine Coffee AssociationSecretariatBoardRoom"AfricanFineCoffeeAssociationSecretariat Forfurtherinfo:Tel:0414269140/1/7 1

Email:info@eafca.orgorkamau@eafca.org FollowingaretheQualifyingCriteria: 1)TheFirm/Companyshouldhavefullyfledgedestablishment/officeinKampala,Uganda andfacilitiesliketelephone,Computers,Printers,Fax,emailfacilities&SoftwaresuchasMS Office,MSProject,etc. 2)TheFirm/Companyshouldhaveaminimumof5Yearsstandingi.e.establishedatleaston orbefore112005 3)TheFirm/CompanyshouldhaverenderedservicespertainingtoEventCoordinationtothe Government/SemiGovernment/Reputedcorporateclients 4)ShouldhaverenderedEventCoordinationServicesforatleastoneprojectcostingnotless thanUSD200,000toInternationalclientele. 5.Shouldhaveavalidlicensefortheyear2012(2003/2004Ugandanfiscalyear),TIN,VAT certificates. 6.PerformancebondintheformofbankGuaranteefromanycommercialbank. TheBoardofDirectorsofAFCAreservestherighttoacceptorrejectanyoralltenderswithout assigninganyreasonthereof. 2

 TECHNICAL/COMMERCIALTERMS No.DetailsPage 1. Invitationtobid 2. INSTRUCTIONSTOTHEBIDDERS 3. DetailedTendernotice1 4. DetailstobesubmittedwithTechnicalBid3to4 5. TermsandconditionsProjectManagementConsultancy 6. Services 7. performancebond ContactDetails TheAfricanFineCoffeesAssociation(AFCA) Plot958,GalukandeClose MuyengaHill P.OBox27405Kampala Uganda Tel+256758888321 Tel+256773888321 Tel+256721888321 Tel+256414269140/1/7 Fax+256414269148 Email:info@eafca.orgorkamau@eafca.org Website:www.eafca.org;www.africanfinestcoffee.com

 INSTRUCTIONSTOTHEBIDDERS 1.Thebiddershouldsubmittheentiredocuments(TechnicalbidandPriceBid)withall thepagesofdocumentdulysigned. 2.TheOffersshouldbesubmittedintwosealedcoversonesuperscribedTechnicalBid andotherPriceBid.Bothcoversshallbeputinanothersealedcoversuperscribingthe envelopewithTenderforEventCoordinationservices,NoticeNo.anddue date. 3.IfanyclarificationisrequiredshouldbeobtainedbeforefillingTenderDocument 4.Ifanydiscrepancyistherebetweenfiguresandwordsforquotedpercentage,thewords prevail. 5.Thetendererswhodonotfulfillalloranyofthetenderconditionsorifthetenderis incompleteinanyrespect,willbesummarilyrejected. 6.TheAFCAisnotboundtoacceptthelowesttender. 7.Shouldhaveavalidlicensefortheyear2012(2003/2004Ugandanfiscalyear),TIN,VAT certificates. 8.10%PerformancebondintheformofbankGuaranteefromanycommercialbank. TheBoardofDirectorsofAFCAreservestherighttoacceptorrejectanyoralltenderswithout assigninganyreasonthereof.

 TECHNICALBID NameOfWork:

APPOINTMENTOFEVENTCOORDINATORFORTHE10THAFRICANFINECOFFEE CONFERENCE&EXHIBITIONUGANDA
TenderNoticeNo:AFCA/EVENTCOORDINATOR/23/3/2012 IssuedTo: ________________________________________ Address: ________________________________________ PhoneNo: ________________________________________ Date: ________________________________________ IssuedBy: ________________________________________ LastDateForSubmission:___________________________________

 DETAILSREQUIREDTOBESUBMITTEDWITHTECHNICALBIDFOR APPOINTMENTOFEVENTCOORDINATIONSERVICESFORTHE10THAFRICANFINECOFFEE CONFERENCE&EXHIBITIONUGANDA NAMEOFTHEFIRM: 1. OFFICESETUPOFTHEFIRM 1.1 OfficeAddress: 1.2YearofEstablishment: 1.3 PhoneNo.&ContactPerson WithDesignation .. . PhNo .. FaxNo. Email .. 1.4DetailsofBranchOfficesifany:. . . 1.5Organizationalsetupofthefirm TotalstaffstrengthbothtechnicalandAdministrationwiththeirname,age qualificationandexperience: 1.6Detailsofofficeequipments 1.7DetailsofcomputerizationinTheofficeandsoftwaresAdopted: .. .. .. .. 6

 2.DetailsofWorkscarriedoutandonhand,forwhichtheyhaveprovidedservicesas EventCoordinatorinlastfiveyearswithdetailssuchasnameofwork,yearofcompletion, clientnameandaddress,projectcost,timeperiodofevent,natureofwork,etc., 3.Anyotherdetailyouwouldliketointimateinsupportofyourapplicationforappointment: SignatureoftheauthorizedPersonwithsealofthefirm (Note:Attachseparatesheetforfurnishinginformationincasethespaceintheformatis insufficient) TERMSOFREFERENCEANDCONDITIONSFOREVENTCOORDINATIONSERVICESFORTHE10TH AFRICANFINECOFFEECONFERENCE&EXHIBITIONUGANDA AFCAisdesirousofappointinganAgencyforEventCoordinationServicesforthe10thAfrican FineCoffeeConference&ExhibitionUgandaforthepurposeofavailingservice/consultancy assistanceastheeventcoordinatortoplan,design,coordinate,andensurethesuccessofthe 10thConferenceinUganda. Specifictasks 1. Plan, design, and Coordinate. The Conference coordinator will oversee the event coordination effort from 1st June 2012 to 28th February 2013 (The initiation of the event through its close). Hold meetings with the HCCC (Host Country Conference Committee) andtheAFCAsecretariat,asperworkplan. Output:Adetailedworkplan,conferenceplanningscheduleandtimelines. 2. SolicitSponsorsandExhibitors. In partnership with Secretariat and the HCCC (Host Country Conference Committee), the event coordinator will spearhead the identification of exhibitors and sponsors for all conference activities, in line with the conference income budget. Search for sponsors (sponsorship opportunities and assignment of booth spaces) and exhibitors (research of exhibitors,exhibitoropportunitiesandassignmentofexhibitionspaces) 7

3. FinancesandBudgets. Adhering to the budget set forth by AFCAs Secretariat and approved by the Board of Directors. AllexpensesmustbeapprovedbytheChiefExecutiveOfficerbeforetheyareincurred.The event coordinator will NOT commit AFCA financially or otherwise without prior explicit approvalfromtheExecutiveDirector. 4. ConferenceSiteCoordinationandArrangements. Conference site coordination, based on meeting room(s), accommodations, catering, and equipment requirements and costs. Once the site is selected, the lead role will be taken in negotiating the following services (based on the AFCA budget provided) and maintaining thecontractualrelationshipwiththevenue. Meetingroomallocationneedsandsetup(audio/visual,chairs,tables,staging,etc.) Food and beverage, including menu selection and negotiations of food and beverage prices Audiovisualequipment Propertysecurity Signsdevelopmentandprinting TransportationandsetupforconferencematerialsandEquipment. 5. MarketingandPromotion.Markettheconference Provide input for the conference website update www.africanfinestcoffees.com and develop conference information package that includes conference registration forms, hotelinformation,transportation,exhibitorinformation,socialactivitiesetc Identifyalistofpossibleexhibitorstotargetfortheconference Mail,fax,and/oremailproposalstothesecompanies Providefollowupcommunicationtomailinglistorganizations Professional and diplomatic Public relations and communications before, during and aftertheconferencetoallstakeholdersinvolved. WorkwithAFCASecretariattonegotiateandprocurehighqualityconferencematerials andmerchandise. AFCAwillreviewthecontentforthewebsitebeforeuploading.

6. Speaker Coordination. Assist in the development of presenter/speaker and moderator lettersandforms.Coordinationmayinclude: Confirmationcontracts Audio/Visualrequests Biographicalinformation Sessionsetupanddesign Speakerhandoutsforproceedings Speaker logistics including accommodation, registration, transportation and expense reimbursement

7. PreRegistration.Registerattendees Updateandmanageconferenceregistrationform Updateandmanagewebbasedregistration. 8. TravelandAccommodationsLogistics.Assistwithair,groundandhotelarrangements Negotiatehotelconferencelodgingrateforattendees Work with the appointed travel agent and arrange ground transportation to/from airportandhotelforconferencedelegatesandguests. Update the conference website with details of the venue, accommodation venues, travelagentandotherkeyserviceproviders. Provide clear briefing to the host venue staff, AFCA staff and delegates regarding theprocedureofsettlingaccounts. 9. OnsiteConferenceManagement Providethefollowingservices Meeting room management including room set up, stagemanagement, a/v set up and adjustment. Presentationschedulingandtimekeeping Foodandbeveragemanagement. Establishandmonitoraspeakerroom Conferencehousekeeping Setupatourismandculturaldeskforflightconfirmationsandactivities 10. ExhibitionSetUpandManagement In conjunction with the secretariat, select, recruitment and contract tent providers, booth builders and furniture providers. These must be preevaluated for quality. The serviceprovidermustsetupaservice/information/technicalsupportdeskonsite. Ensure that all appropriate electrical requirements, water and waste disposal mechanismsareinplacebeforetheexhibitionisopentoexhibitorsforsetup.

 Ensure that there is an electrician on hand throughout the exhibition to assist in any eventualitiesthatmayoccurduringtheexhibition. Provide a help desk to address any issues that may occur at the exhibition. The stationed personnel must be fully briefed on the exhibition before, during and after theeventsothattheycanhandlealloccurrencesefficiently. Follow up with appropriate evaluation tolls after the event such as questioners, suggestion box etc, and provide detailed feedback on the exhibition outcomes to the executiveDirector. 11. Conference promotional materials and catalogue preparation. Assist in developing, findingsponsorshipandupdatingtheconferencepromotionalmaterialsandcatalogue. Develop a conference handbook with abstracts from speakers (as proceedings from speakers for publication) Prepare a brochure of the event for publication (contents, formats,proofcopies,etc) 12. Mediaandpublicity Assistindevelopingpublicitymaterialsincludingbannersandpromotionalitems. Providesuitablehostingareaformediacoordinationandmanagement. Promotetheevent. 13. Organize Social and Cultural Events for Attendees and Guests through the appointed vendor 14. PreandPostEventmanagementandcoordination. Organize and coordinate coffee safaris in collaboration with the HCCC and the Secretariat. Coordinate all conference events including general coordination of the scientific conference,farmerssession,cuppingandroasting,baristachampionshipsetc.And ensure that they are incorporated in the overall program by liaising with the respectivemanagers. Post conference follow ups ensure settlement of suppliers accounts, tear down of exhibition and meeting rooms after the conference and evaluation from delegates,staff,hostvenue,HCCCandotherstakeholders. 15. Report Monthlypreconferencereportsbythe5thofthefollowingmonth. DetailedFinalpostconferencereportby5thMarch2013,asperformats. 10

FEESANDTERMSOFPAYMENT TheAFCAherebyagreestopaytheEventCoordinatorsthefollowingremunerationfortheir services asunder, a)FeesquotedbythemandacceptedbytheAFCADirectors b)PaymentinMonthlyinstallment c)OncompletionofWork10%offeesandreceivingofthefinalreport. Theaboveprofessionalfeesisinclusiveofalltaxes CompletiontimeoftheprojectshallbeasindicatedinagreemententeredintobytheAFCA withtheEventCoordinators. EVENTCOORDINATORSOFFICEANDTELEPHONEFACILITY The Event Coordinator shall provide appropriate office space and meeting rooms and shall make their own arrangements facilities for their staff, furniture, telephone / fan, Computer, e mailfacility,Faxetc. OTHERTERMSANDCONDITIONS TerminationofContract 1. If the Event Coordinator fails to perform any of its obligations under this agreement or ifAFCAisdissatisfiedwiththeservicesoftheEventCoordinator,AFCAmayissueseven days written notice intimating the Event Coordinator of their failures or deficiencies andcallingupon EVENT COORDINATOR to rectify within such time as may be specified in the notice and if the EVENT COORDINATOR fails to perform such obligation or make good such deficiencies as pointed out to the EVENT COORDINATOR in the notice, AFCA may terminatetheservicesofEVENTCOORDINATORunderthisagreement. AFCAmayalsoterminatetheEVENTCOORDINATORsserviceshereunder: i)ifthefirmisadjudgedabankruptor ii)ifthefirmmakeageneralassignmentforthebenefitoftheircreditorsor iii)ifareceiverisappointedonaccountoftheirinsolvencyor iv)theydisregardlaw,ordinances,rules,regulationsorordersofanyGovernment authorityhavingjurisdictionontheConference. Theterminationshallbewithoutprejudicetoallrights,liabilitiesandremediesthat 11

have arisen or accrued till date of such termination or that may arise on account of such termination and AFCA may get the Conference completed by whatever method they may deem expedient. In such case, the EVENT COORDINATOR shall not be entitled to receive any further payment, if due, until the loss damage or expense incurred by AFCA due to breach of thisagreementbyEVENTCOORDINATORhavebeensettledbythem. 2. In case the EVENT COORDINATOR abandons the work during the course of the project, the AFCA has the right to appoint an alternate EVENT COORDINATOR or make an arrangement for carrying out the work of EVENT COORDINATOR, at the risk and cost of the EVENT COORDINATOR. 3. Traveling / daily allowances shall not be payable to the EVENT COORDINATOR, its representatives,officialsandEventCoordinatorsengagedbyitfortheirvisittoconferencesite, officesoflocalauthorities,EmployersofficeoranyotherplaceinUganda. 4. The scope of work broadly described herein and assigned to EVENT COORDINATOR, as their area of responsibility is inclusive of all consultancy and other services required in connection with the completion of work whether specifically mentioned herein or not and rendering such consultancy services will not entitle the EVENT COORDINATOR to charge any additional fees in asmuchasthesameareincludedintheoverallprofessionalfees payabletothem. 5.LiquidatedDamagesClause If any delay in execution of the works is attributable to the acts of omissions and commissions and poor management of EVENT COORDINATOR, AFCA shall be entitled to recover liquidated damages atthe rate of 0.5% of the total fees per week of delay limited to maximum of 10% of thetotalactualfeespayable. 6.Professionalindemnity EVENT COORDINATOR warrant that it shall exercise high degree of care and diligence in rendering the services pursuant to this agreement and that such services shall be of a high quality and standard satisfactory to AFCA. The EVENT COORDINATOR shall indemnify AFCA from any damage or loss arising from such lack of care and diligence or arising out of any unsatisfactory performance of service by EVENT COORDINATOR. For this purpose, EVENT COORDINATOR shall subscribe to a professional liability insurance policy with a nationalized insurance company for an amount equivalent to 2% of the total fee payable by AFCA to the EVENT COORDINATOR. EVENT COORDINATOR shall provide adequate evidence to AFCA, if asked for, showing that such insurance has been taken and being maintained and that all the premiumthereonhavebeenpaid. 12

DISPUTESETTLEMENT 1. In case of any dispute or difference arising between the parties during the progress of or after the conference or abandonment of the work as to the meaning of the Conference of this contract or to any other matter or thing arising directly or indirectly under this contract, then andinsuchaneventthesameshallbereferredtoDIRECTORS,AFCAwhoshallaloneconsider and determine the same, whose decision / award shall be binding and conclusive upon both thesaidpartiesandthisclauseshallbedeemedasubmissionwithinthemeaningofArbitration andConciliationAct1996orStatutorymodificationorreenactmentthereof. 2. It is specifically agreed that the EVENT COORDINATOR shall continue to render its services provided herein with all due diligence, professional skill and tact not withstanding that any matter,questionordisputehasbeenreferredtoarbitration. 3.ThevenueofArbitrationproceedingsshallbeAFCABoardofDirectors. SignatureoftheEventCoordinator Date: TheAfricanFineCoffeesAssociation(AFCA) Plot958,GalukandeClose MuyengaHill P.OBox27405Kampala Uganda 13

PRICEBID
NameofWork APPOINTMENT OF EVENT COORDINATOR FOR THE 10TH AFRICAN FINE COFFEE CONFERENCE & EXHIBITION TenderNoticeNo:AFCA/EVENTCOORDINATOR/23/3/2012 IssuedTo:________________________________________ Address:________________________________________ PhoneNo:________________________________________ IssuedOn:________________________________________ IssuedBy:________________________________________ LastDateForSubmission:16thApril2012upto1:00PM.

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 PRICEBID APPOINTMENT OF EVENT COORDINATOR FOR THE 10TH AFRICAN FINE COFFEE CONFERENCE & EXHIBITION TenderNoticeNo:AFCA/EVENTCOORDINATOR/23/3/2012 Note:AppointmentofaEventCoordinatorforEVENTCOORDINATORServicesissoughtforthe 10thAfricanFineCoffeeConference&Exhibition. The Completion period of entire project would be approximately 9 months and the payments shallbemadeasdetailedinTechnicalBid. Description Professional fee for the Professional Services as in tender for the provision of Event Coordinatorservicesover9monthscommencingon1stJune2012to28thFebruary2013. This includes Project Management and Event Coordinator Services for execution, of total projectduringtheperiodofexecutionincludingallactivitiesofplanningforexecutionofwork, scheduling, implementing programs, coordinating with all concerned, documentation of relatedmatters,preparationofperiodicalreports;supervisionofallagenciesatsite;takingand recordingminutesofallmeetings,Agreements,executedbyallagenciesandrecommending payments ensuring that service providers are duly following contractual, technical, quality, safety,proceduralandstatutoryrequirementsoftheexecutionofasuccessful10thAfricanFine CoffeeConference&Exhibition. TheEventCoordinatorisadvisedtoreviewthedetailedscopeofworkinthetechnicalBid. SignatureoftheEventCoordinator Date:

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Performance Bond Security Form [To be issued by Any Commercial Bank up on the request of the bidders' bank] To: TheAfricanFineCoffeesAssociation(AFCA) Plot958,GalukandeClose MuyengaHill P.OBox27405 Kampala,Uganda WHEREAS [insert complete name of bidder] (hereinafter "the Supplier") has undertaken, pursuant to Contract No. [insert number] dated [insert day and month], [insert year] to supply [brief description of the Related Services] (hereinafter "the Contract"). AND WHEREAS it has been stipulated by you in the aforementioned Contract that the Supplier shall furnish you with a security [insert type of security] issued by a reputable guarantor for the sum specified therein as security for compliance with the Suppliers performance obligations in accordance with the Contract. AND WHEREAS the undersigned [insert complete name of Guarantor], legally domiciled in [insert complete address of Guarantor], (hereinafter the" Guarantor"), have agreed to give the Supplier a security: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [insert currency and amount of guarantee in words and figures] and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract, without cavil or argument, any sum or sums within the limits of amount of guarantee as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This security is valid until the [insert number] day of [insert month], [insert year]. This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No 458. Signature and Seal of the Guarantors. _____________________________________________ [Name of Bank or Financial Institution] _____________________________________________ [Address] ____________________________________________

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[Date]

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