Related Tasks

1. Procurement is a lengthy process, and it is essential that relevant regulations and procedures are followed with no short-cuts. It is highly recommended that the procurement of any suppliers and services for the Annual Meeting be finalized by December of the year before the Annual Meeting. The procurement process should therefore commence early enough to follow the host country’s procurement procedures, with allowance for delays.  Once suppliers and service providers have been selected, they will need time to discuss exact requirements with ADB and the host country.  Final discussions, including selection of technical and audio-visual equipment, menus and catering, and other major supplier decisions should take place during ADB’s technical mission in February. The excel worksheet on procurement and onsite Gantt chart can be downloaded using this link.
   
   

2. Main Providers Required
   • Host Country: Major contracts will include the following:
     • Professional Congress Organizer (should be selected at least 18 months before the Annual Meeting)
     • Branding and graphic design agency (if not covered by PCO)
     • Transport
     • Tours (if any)
     • Construction of offices (if required)
     • Marquee construction (if required)
     • Furniture (if required)
     • Catering (at the meeting venue and any offsite events organized by the host country)
     • Local staff
     • Computers and other IT equipment
     • Webinar provision
     • Photocopiers
     • Cabling for computers, CCTV between buildings
     • Audio-visual provider including LCD screens, staging, video walls, filming, sound system and microphones
     • Florists
     • Theming and Styling 
     • Large and small format printing
       
       Refer to Supplier request for Tender/RFP Sample Letter
   • ADB:  Providers are required for the following:
     • Catering (for any offsite events organized by ADB)
     • Large and small format printing (for ADB photo exhibit and brochures)

ADB may use the same provider as the host country to simplify coordination onsite, especially for printing and catering. Where possible, ADB prefers to use suppliers with policies and established practices on environment, waste management, equal opportunity, and persons with disabilities (PWD). This will be considered in the supplier selection process.

3.   ADB prefers to use suppliers with policies and established practices on environment, waste management, equal opportunity, and persons with disabilities (PWD). This will be considered in the supplier selection process.
   To ensure that suppliers, service providers or sponsors are bound by the terms and conditions of their contracts and service level agreements, insurance should be added. 
4. Host country shall ensure that deadlines for procurement set by ADB are strictly followed. 
5. Monopolistic practices of vendors and suppliers at venue, hotels and others such as inflated prices, which may cause reputational risks to the host country and ADB involved shall be penalized.  A sample generic contract template is in Appendix 145.
6. ADB and the host country shall follow these guidelines on sustainable procurement:
   • ​Deal with local (where possible) credible suppliers who respect sustainability
   • Maintain a good and mutually beneficial relationship with suppliers
   • Ensure contracts / Terms of Reference (TOR) or Scope of Works (SOW) are clear, concise and mutually agreed upon by both parties in writing
   • Coordinate supplier development activities on events sustainability awareness, and provide practical tools for capacity development
   • Collaborate on the risk assessment for holding the annual meeting
   • Ensure all event partners have the insurances and risk policies as relevant to the annual meeting requirements
   • Consider suppliers that take into account labor and environmental factors such as the conditions under which their employees work and the environmental impact arising from their operation
   • Encourage suppliers to use local materials, produce and labor
   • Encourage suppliers to reduce, reuse and recycle waste
   • Encourage up skilling of local residents where feasible
   • Encourage transparency on all event-related planning activities through meetings and frequent information exchange