Technical Specifications Document

For the Implementing Agency of the National Forum for Local Democracy 2026

Topic: “Mapping the Future: Local Democracy of Albania 2026”

Date: 11 March 2026 | Venue: Tirana | Duration: half a day (orientation 09:00–13:30)

Organizer: National Association of Municipalities of Albania (NAMA)

Co-organizer: With the technical and financial support of the “Strong Municipalities” Project, a project of the Swiss Agency for Development and Cooperation (SDC) and the Government of Sweden implemented by Helvetas.

1. Purpose of the contract
To engage a specialized event organization and management agency to plan, coordinate and implement in a professional manner the National Forum for Local Democracy 2026, ensuring high logistical, technical, communication, organizational and documentation standards, in accordance with the program and requirements of the organizer.

2. Event profile and basic parameters

Format: Conference/Forum with panels, presentations and discussion.
Participation: around 100 participants, “theater” style.
Main panel: 5+1 configuration (5 panelists + moderator) + podium.
Language: Albanian/English with simultaneous translation (two directions).
Outputs: photo/video documentation, public communication, branded materials, summary of recommendations (by the organizer; the agency supports with materials/formatting).
3. Scope of Services
The agency will provide the following services, from the planning phase to the post-event:

3.1. General Management and Coordination
Appointment of an Event Manager (point of contact) and at least 2 dedicated people for the day of the event.
Drafting of a work plan with deadlines, responsibilities and dependencies.
Coordination with SHKBSH, co-organizers and supporters for decision-making, approvals and protocol.
Management of suppliers/subcontractors (AV, print, interpretation, catering, etc.).
Risk management plan (backup for power, audio, interpretation, streaming, etc.).
3.2. Location and infrastructure (Venue & Set-up)
Identification/reservation and coordination with the hotel/hall (orientation: half day, theater style, ~100 participants).
Providing set-up according to requirements:
Stage (stage) about 15 m²
Carpet for the stage about 20 m².
Podium (plex/structure) with branded Forex panel with the Forum logo.
Outdoor backdrop with lighting (for the entrance/photo area).
Organization of the “registration desk”, signage and flow of participants.
3.3. Audio-visual equipment and lighting
4m x 2.8m LED screen, suitable for presentations, video loop, partner logos, connection to online conference and graphics.
Audio:
central audio system,
“ice cream” microphones for the audience (Q&A),
“lavalier”/fly microphones for the panelists,
microphone for the podium,
professional mixing, testing and monitoring during the event.
Lighting (TeDex format or equivalent):
additional lighting for the hall,
dedicated lighting for panelists and the podium,
pre-opening testing and operator during the event.
3.4. Simultaneous translation (Albanian–English / English–Albanian)
Provision of:
translation booth/stand,
equipment (receiver/headset) for participants,
(minimum) 2 professional translators (according to standard event practice).
Technical testing before the event; technical staff during the event.

3.5. Graphic materials, branding and print production
The agency must produce/coordinate (with the organizer’s approval) the following materials, in line with the event identity:

Roll-up banner: 2 pieces per entrance.
A4 flyer with info about the forum and panelists.
Branded A4 folders.
A5 spiral notebook.
Branded pens.
Small pins with the Forum logo.
Newsletter printing (Albanian-English) for participants (if confirmed by the organizer).
Creation of materials for LED: presentation formatting, branded loops/slides, logo inserts, slates “starting soon/agenda”, etc.
Brand identity package (if required as part of the contract): logo/element adaptations, simple guideline, slide template, etc.
Note: all materials are finalized only after approval by SHKBSH.

3.6. Hospitality and catering
Organization of:
coffee break (coffee/tea/biscuits/water) for the opening,
fingerfood at the end,
extra water for panelists (on stage and backstage).
Coordination with the venue for the menu, diets and service flow.
3.7. Registration, protocol and management of participants (on-site)
Organization of registration (list and orientation).
Management of VIP/panelist seats and protocol (in coordination with the organizer).
Coordination of session times, moderator/panelist turn, management of Q&A.
3.8. Photo/video documentation and multimedia products
Photographer (half day) with delivery of selected and complete photo set (high-res + web).
Videographer + post-production (summary video/after-movie) according to the organizer’s brief.
Social Media Products (Real-time): 5 short videos (15–30 seconds) in vertical format (9:16), optimized for Instagram/Facebook Reels, delivered in real time during the event for immediate publication.
Post-production video package add-on: short materials (e.g. IG/FB story) with key statements from the main panelists.
Forum family photo: print and distribute to participants (with branding), according to the organizer’s specification.
3.9. Landing page update and digital communication.
Update/maintenance of the dedicated landing page for the event (https://demokracialokale.org), linked to the SHKBSH website (shkbsh.al) as a separate icon/page.
Minimal structure: agenda, concept, speakers, logistics info, RSVP/contact, partner logos.
Ensuring the delivery of access/backup and technical documentation.
4. Minimum technical requirements

The agency must guarantee:

LED8m with secure input (HDMI/SDI) and operator.
Audio with professional mixing + microphones according to the above-mentioned configuration.
Lighting for panelists/lecterns (shadow-free and with appropriate temperature).
Functional simultaneous translation system with preliminary testing.
Backup plan (backup microphone, backup laptop for presentations, cables/adapters, UPS if possible).
Quality control of all prints (color, cut, resolution, correctness of logos).
5. Branding standards and rules for using logos

Use of the logos of SHKBSH, SDC, “Strong Municipalities” only according to the manuals/instructions that will be provided by the organizer.
No material is published/printed without approval from the organizer.
The agency delivers source files (e.g..ai/.psd/.pptx) and final versions (.pdf/.png/.jpg) according to the agreement.
6. Deliverables
Minimum deliverables include:

Work plan + supplier list + logistics plan.
Hall layout + stage/AV scheme.
Set of branded materials (print & digital) according to the list above.
LED content pack (loop, standard slides, presentation templates).
Event photo set + summary video + short social clips + live recording (if realized).
Short post-event report: what was realized, what was delivered, recommendations for next time + links/deliverables.

7. Indicative deadlines
T-3 weeks: planning, venue, AV, interpretation, communication concept.
T-2 weeks: finalization of designs, product launch.
T-1 week: supplier confirmations, landing page, PR plan.
T-1 week: technical proof, final content for LED, final lists.
Event day: implementation + full coordination + submission of photos for publication.
3 working days: submission of all photos and draft video;
7 working days submission of the final report (according to the agreement).
8. Request for quotation
The interested agency must submit:

Implementation methodology (how it will organize the event, team structure, risk management).
Operational plan (timeline + milestones).
Technical description of equipment (LED, audio, lighting, interpretation) and human capacities.
Portfolio/experience in similar events (min. 3 references).
Detailed financial offer by service items (no ceiling; only units/parts).
Delivery time and quality guarantee conditions.
9. Evaluation criteria
Technical compatibility and methodology (high weight).
Experience and references.
Team capacity and access to suppliers.
Planning and risk management.
Cost-effectiveness (no fund limit, but with transparency and justification of prices).

TECHNICAL SPECIFICATION DOCUMENT (LOGISTICS & MANAGEMENT LOT)

Project: National Forum for Local Democracy 2026
Contracting Authority: National Association of Municipalities of Albania (NAMA)

TECHNICAL SPECIFICATION TABLE (MINIMUM VS. DESIRABLE REQUIREMENTS)

No. Category / Service Technical Specification (Minimum Requirements – Mandatory) Desirable Requirements (Desirable / Bonus)
1 Event Management Dedicated Event Manager + 2 on-site support staff. Detailed work plan (Gantt). Proven experience in donor events (SDC, EU, etc.).
2 Hall & Infrastructure Hall for 100 people (theater), 15m² stage, 20m² carpet, branded podium. Options for dividing the hall into “breakout rooms” if needed.
3 Audio System (Phonia) Central system, 2 wireless microphones (handheld), 6 lavalier microphones, 1 podium microphone. Audio system with separate channel recording (multitrack).
4 Visual (LED & Video) 4×2.8m LED screen (P2.5 or better), presentation laptop, video switcher. “Comfort” monitors (prompter) for panelists on stage.
5 Lighting Basic lighting for the stage and panelists (no shadows on the face). Decorative lighting of the hall (uplighting) with brand colors.
6 Simultaneous Translation Isolation booth, 2 translators (AL-EN / EN-AL), 20 headsets/receivers. Possibility for “remote” translation as backup or for online participants.
7 Short videos & Live in Stream in real time from the SHKBSH Instagram channel + production of 5 short videos per story 15-30 sec. Real-time streaming of the event from the SHKBSH channel.
8 Video Production 1 Summary video (After-movie) 2-3 minutes, Full HD. 3-5 short clips (Reels/Stories) optimized for Social Media.
9 Photography 1 Professional photographer, min. 100 photos edited within 48 hours. “Instant Photo Print” service (family photo printed on-site).
10 Branding & Print 2 Roll-ups, 100 Folders, 100 A5 Pads, 100 Pens, 100 Pins. Ecological materials (Recycled paper/Eco-pens) according to SDC standards.
11 Catering Coffee break (coffee/tea/water/biscuits) + Fingerfood lunch for 100 people. Diversified menu (Vegan/Gluten-free) and local products.
12 Landing Page Dedicated web page (interface with shkbsh.al), info & RSVP. Automatic registration system with QR Code for entry.

DELIVERABLES AND DEADLINES
The winning agency must deliver the following products according to the specified deadlines:

Stage Product (Deliverable) Delivery Deadline
I. Preparatory Detailed Operational Plan & Floor Plan 5 days after signing the contract
I. Preparatory Proposals for Design Update (Branding Package & Landing Page) 10 days after signing the contract
II. Implementation Technical Installation (Setup) and General Rehearsal (Rehearsal) 1 day before the event (or the morning of the event)
II. Implementation On-site Event Management, Catering and Protocol Event Day (March 11, 2026)
III. Post-Event Full Set of Photos (High-Res) 3 days after the event
III. Post-Event Final Cut Video & Social Media Clips 3 days after the event
III. Post-Event Final Activity Report (Narrative & Technical) 7 days after the event

TECHNICAL BID EVALUATION CRITERIA
Bids will be evaluated based on a scoring system (e.g. 100 points total):

Methodology and Work Plan (30 points): Clarity of the process, time management and logistical solutions.
Technical Capacity and Equipment (30 points): Quality of AV (LED, Audio, Lighting) and proposed staff.
Experience and Portfolio (20 points): Similar events successfully implemented (references).
Creativity and Branding (20 points): Visual proposal and innovative approach for landing page and PR materials.

NOTES FOR THE BIDDING AGENCY
Limit Fund: The agency must offer the best market prices for the required quality.
Intellectual Property: All materials (photos, videos, designs, RSVP database) remain the exclusive property of SHKBSH.
Donor Standards: The Agency must strictly comply with the visibility manuals of the Albanian Association of Civil Society Organizations and donors.
Application Deadline: The documentation must be physically submitted by Friday, March 11, 2026, to the Association’s offices at the address: “Ibrahim Rugova” Street, “Green Park” Complex, Tower 2, Floor 6.

Fund Limit: 2 200 000 ALL (VAT included)