Request for Proposal: Provision of Rapporteur Services

About inABLE

inABLE.org is a nonprofit organization based in Kenya with a mission to empower persons with disabilities in Africa through assistive technology. Over the past five years, inABLE has hosted the Annual Inclusive Africa Conference which has created a platform to promote the advancement of digital accessibility and assistive technology for persons with disabilities in Africa. The 6th Inclusive Africa Conference will be held on June 3rd – 5th 2025 in Nairobi, Kenya. This will be a hybrid event that will host 300 delegates in-person and with over 2,000 people livestreaming from across the globe.

Description

This Request for Proposal (RFP) document is intended to lead to the identification of vendors that can demonstrate having sufficient capacity and experience in note taking during the Inclusive Africa Conference. inABLE is therefore soliciting from interested companies/individuals a request for proposal clearly showing the following:

• A company profile detailing the years of experience in note taking and other related services.
• Approvals or Licenses from the relevant authorities to offer note taking services (Provide evidence of compliance with statutory requirements, certification and all other relevant licenses).
• Provide a minimum of 5 client references of projects of similar size and scope that were successfully completed. Each reference’s information shall include the reference company or organization, contact person’s name, title and contact details, and details about the number of note takers, services staff etc.
• Geographical presence i.e. the regions that the vendor has offices/presence. (Please provide any other additional information that inABLE should be aware of.
• Experience in sign language interpretation is an added advantage.

Key Responsibilities

• Take notes of all presentations made by all speakers present at the conference for 4 days, from 3rd – 5th June 2025.
• Take notes of all responses and comments made by the facilitators and audience at the conference.
• Review material and information relevant to the presentations made by the speakers.
• Develop a template that will be used as a guide for note taking at the Inclusive Africa Conference.
• Capture the main points of all speaker’s presentations including the main topic, their name, title, and organization.
• Submit an accurate report of the session discussions and include agreed action points, recommendations, conclusions, and next steps.
• Communicate effectively with speakers and participants to clarify points or gather additional information.
• Compile and organize notes into coherent and well-structured reports. Ensure that reports are comprehensive, accurate, and reflective of the event’s proceedings.
• Provide post-event analysis and summaries, highlighting key outcomes and recommendations.
• Be adaptable and able to handle changes in the agenda or unexpected developments during the event.
• Familiarity with digital note-taking tools, recording, or any specific software used for reporting.
• Maintain confidentiality when required, especially in sensitive discussions or closed-door sessions.
• Integrate feedback from stakeholders and organizers to improve the reporting process for future events

Submission process

Interested suppliers should submit their response to this RFP in a soft copy addressed to vendors@inable.org not later than 20th December 2024 by 5 p.m (EAT)

inABLE is an Equal Opportunity Employer. We, however, strongly encourage applications from Persons with Disabilities