1. Background
The African Capacity Building Foundation (ACBF) was established in 1991 to build sustainable human and institutional capacity to support Africa’s development. ACBF’s Strategic Plan 2023–2027 focuses on four key impact areas: (i) Climate Change and Energy for Productive Use; (ii) Agribusiness and Food Sovereignty; (iii) Trade as an Engine of Economic Development; and (iv) Economic and Social Governance. Through these pillars, ACBF supports capacity development across Africa via investments in knowledge generation, policy engagement, technical assistance, and convening of high-level policy dialogues and learning events.
In the implementation of its mandate, ACBF regularly organizes a wide range of physical, virtual, and hybrid events, including but not limited to high-level summits, policy dialogues, workshops, conferences, training programs, and stakeholder consultations. These events vary in scale, geographic location, duration, and complexity, and are implemented at continental, regional, and national levels.
To ensure efficiency, consistency, value for money, and adherence to international standards in the planning and delivery of its events, ACBF intends to establish a Framework Agreement with qualified Event Management Agencies. The framework will allow ACBF to draw on a pre-qualified pool of service providers over a defined period, as and when specific event needs arise
2. Objective(s) of the Assignment
The overall objective of this call is to identify and pre-qualify competent and experienced Event Management Agencies to be engaged in and provide event management services to ACBF on a call-off basis.
Specifically, the framework agreement aims to:
- Ensure timely, professional, and high-quality delivery of ACBF events
- Establish a reliable pool of event management partners capable of supporting diverse event formats and contexts
- Improve efficiency and cost-effectiveness in procuring event management services
- Ensure compliance with ACBF’s quality, sustainability, and reporting standards.
3. Scope of Services, Tasks (Components) and Expected Deliverables
3.1 Scope of Services
Under the framework of agreement, selected Event Management Agencies may be required to provide end-to-end event management services for a variety of ACBF events. The scope outlined below is indicative; specific tasks and deliverables will be detailed in individual call-off assignments.
3.1.1 Pre-Event Phase
Agencies may be required to but not limited:
- Develop comprehensive event management and delivery plans, including timelines, budgets, roles, and risk mitigation measures
- Coordinate with venues, hotels, service providers, and local authorities
- Support the implementation of event communication and visibility plans
- Manage participant registration processes (physical and/or virtual), including invitation dissemination, RSVP tracking, confirmations, and updates
- Coordinate with speakers, moderators, panelists, and VIPs/VVIPs, including agenda confirmations and logistical arrangements
- Support visa facilitation, travel coordination, accommodation bookings, and local transportation, where required
- Prepare draft correspondence and logistical notes for signature by ACBF management
- Participate in regular planning and coordination meetings with ACBF teams and event organizing committees.
3.1.2 Event Implementation Phase
During events, agencies may be required to but not limited:
- Provide stage, branding/design and printing services for the event
- Set up and brand venues in line with event themes, ACBF branding guidelines, and protocol requirements
- Arrange seating and provide audio-visual equipment, interpretation systems for exhibition areas, and break-out rooms
- Manage on-site logistics, including registration desks, participant flow, security coordination, and protocol support
- Provide equipment for hybrid or virtual event components
- Monitor online platforms and provide technical support
- Provide interpretation and translation services including equipment, as required
- Coordinate side events such as media briefings, exhibitions, dinners, networking sessions, and field visits
- Ensure smooth execution of the event program in close collaboration with ACBF, IT, and communications teams
- Provide on-site troubleshooting and real-time problem resolution.
3.1.3 Post-Event Phase
Agencies may be required to but not limited:
- Submit a final service delivery report highlighting achievements, challenges, lessons learned, and recommendations.
3.1.4 Expected Deliverables
Depending on specific call-off assignments, deliverables under the framework agreement may include:
- Event management and implementation plans
- Detailed budgets and cost breakdowns
- Successfully delivered physical, virtual, or hybrid events in line with agreed terms
- Daily or periodic event briefs and updates, as required
- Event proceedings, participant lists, and attendance records
- Audio-visual packages (photos and videos)
- Final service delivery reports.
The framework agreement will be established for an initial period of two years with the possibility of extension subject to satisfactory performance and ACBF’s requirements.
3.2 Sustainable Procurement Requirements
ACBF is committed to managing its business and executing contracts in an environmentally and socially responsible manner. Bidders should set out how they will deliver the contract in a sustainable manner.
3.2.1 Economy:
Consultants are expected to observe the possibility of reducing cost and ensuring that value for money is extended ACBF.
4. Reporting Requirements
The Event Management Firm and/or Consultant will report to the Head of Communications and Influencing and any other staff as may be designated.
5. Evaluation Criteria.
The proposals will be evaluated based Least cost-based selection criteria. The technical evaluation committee shall consider the technical proposals based on their responsiveness to the Terms of Reference, with a minimum technical score required of 70 points.
Table 2. Criteria, and point system for the evaluation of the technical proposals
| Criteria | Max Points (100) | |
| 1 | Criteria, sub-criteria, and point system for the evaluation of the Full Technical Proposals: Points Specific experience of Consulting (as a firm) on relevant Assignments | 20 |
| 2 | Adequacy and quality of the proposed methodology, and work plan in responding to the Terms of Reference (TORs): {Notes to Consultant: the Client will assess whether the proposed methodology is clear, responds to the TORs, work plan is realistic and implementable; overall team composition is balanced and has an appropriate skills mix; and the work plan has right input of Experts} | 30 |
| 3 | Proposed consultants’ General qualifications (general education, professional certificate, training, and experience): and competence for the Assignment in response to the TOR: The minimum technical score required to pass is 70 | 50 |
| Total Points | 100 |
6. Team Composition & Qualification Requirements for the Key Experts
The Events Management Company shall have the following qualifications and experience:
- At least six years of experience organizing international high-level conferences, executive meetings, workshops, and seminars with at least 200 participants.
- Experience working with international organizations, with senior officials at the highest levels of government, civil society, international organizations, and the private sector.
- Demonstrated ability to lead teams physically and remotely and manage and follow through while working under pressure.
- Excellent organizational skills with the ability to plan and meet deadlines through and with teams of people and individuals from diverse, cross-cultural backgrounds.
- Excellent communication skills (oral and written) in English and French. The ability of the firm’s team to communicate in other languages, such as Amharic Portuguese and Arabic, will be an added advantage.
- Ability to influence and negotiate with different service providers and deliver and work within the provided budgets.
- Proven full-time in-house multi-disciplinary events team (both technical and logistical) with good interpersonal skills and the ability to interact with senior officials at the highest levels of government, civil society, international organizations, and the private sector.
- Must be a self-initiating team, be able to work independently, and should have high personal work standards organizing, work planning, and scheduling skills, capable of handling large volumes of assignments accurately and thoroughly without losing focus.
- Ability to make objective decisions and resolve problems, exercising the highest responsibility to handle confidential and sensitive issues reasonably and maturely.
- Exceptional customer service orientation.
7. Submission Process
Interested Event Management Agencies are invited to submit:
- A company profile outlining relevant experience and capacity
- Evidence of similar assignments undertaken in the last five years
- Contact details of at least three (3) referees
Kindly provide your submission, expressing your interest in undertaking the consultancy. Submission should be with subject clearly marked, “REOI Process No.: Framework contract,” to email address submission@acbf-pact.org on or before 17.00 hours (local Harare time), on 20 February 2026.