Request For Proposal (RFP) - Consultancy Services For Sustainable Event By The Malaysian AIDS Foundation
About the Organiser
Malaysian AIDS Foundation (MAF) was formed in 1993 and fully incorporated in 2003 under the Trustees Incorporation Act (1952) to carry out the following objectives: 1) Prevent the spread of HIV in Malaysia; 2) Provide education on matters pertaining to HIV/AIDS to the family and friends of people living with HIV, the general public and the authorities at the national and local level in Malaysia; 3) Render support to People Living with HIV; 4) Protect the human rights of people in Malaysia who may suffer discrimination due to their HIV status; and 5) Provide financial assistance or such other form of support to bodies, organisations and institutions, including the Malaysian AIDS Council, in carrying out the activities and services described above.
Task Overview
MAF is planning to organise a charity benefit called The Red Ribbon Gala to raise funds for the Medicine Assistance Scheme and Mental Well-Being Programme. This event will take place on 28th October, 2022 at Sunway Resort in Petaling Jaya under the distinguished presence of the Honourable Prime Minister of Malaysia and Minister of Health. The Gala will be attended by up to 450 guests, which include donors, philanthropists and key stakeholders in the national AIDS response. Sunway Group, a leading local conglomerate, is the Gala’s main partner.
Reflecting on MAF’s commitment to the Sustainability Development Goals and the principles of ESG, the Gala will be designed and held in a sustainable manner, aligned with the international standard ISO 20121 for sustainable events; and the sustainable performance to be measured against the ISO 14064 standards for GHG emissions.
Objective of the RFP
MAF is seeking a specialised consultancy firm to provide advice to enable the Red Ribbon Gala to be held in a sustainable manner. The objectives are;
1) Ensure that the event is held in a sustainable manner, aligned with the international standard of ISO 20121 for sustainable events
2) Ensure that the carbon footprint of the event is kept to the minimum 3
) Advise on key issues and impacts of the event, and assist in the communications and branding of POS Malaysia’s ESG commitment
4) Key datasets of the event are collected and performance reported based on materiality indicated in ISO 20121 5) GHG emissions (Scope 1 and 2) associated with the event is quantified and reported aligned with ISO 14064 standards.
Scope of Work and Requirements
It is anticipated that the following are major areas of issues and impacts associated with the events, which shall be covered as part of the service:
- Destination, site and / or venue / local environmental impacts
- Procurement / supply chain
- Waste
- Energy
- Transport
- Water and sanitation
SCOPE OF WORK
The scope of work has been split into the following phases:
Phase 1: Preparatory Work
Capability building – The COMPANY shall conduct a briefing to MAF team, on requirements of ISO 20121. The briefing shall be held in person. Additional briefing sessions to venue providers and service/product providers shall be conducted as required by MAF (may be conducted virtually).
Event management & collaboration – The COMPANY shall be responsible for ensuring the collaboration between all parties relevant to the event such as key teams at MAF, venue/hotel and service/product providers. Discussions may be held via virtual platform.
Venue preparation – The COMPANY shall assist POS Malaysia team to adequately prepare the venue on key activities that directly relate to ISO 20121 and ISO 14064 standards.
Phase 2: Event Day
Assessment – The COMPANY shall be physically presence on site to monitor and evaluate the execution and performance of the event using the pre-agreed checklist
Phase 3: Post Event
Data and information gathering – Data and information related to the event activities will be submitted by MAF and collated by the COMPANY for analysis
Desktop analysis – The data and information received shall be analysed using the metrics outlined by the ISO 20121 standards, and the ISO 14064-1:2018 Quantification and Reporting of Greenhouse Gas (GHG) Emissions for Organizations standards and guidelines and other related metrics on waste management
Report & Analysis – The COMPANY shall prepare a report on the sustainability performance of the event based on the ISO 20121 and ISO 14064 standards and recommend improvements for future events. The report shall be presented to POS Malaysia’s team either in-person or via online platforms as agreed.
Proposal Submission
Mandatory details to be submitted:
- Team Expertise and Qualification in ISO 20121
- Methodology
- Cost
SUMISSION DETAILS AND DEADLINE
If interested, please submit your proposal on or before 6:00pm on 31 August Apr 2020 to azahemy@maf.org.my, CC razif@maf.org.my
For more information, call Azahemy / 016-6465874.
