Event Management Solution System

Request for Proposal

Support Functions Project Management Office

(Support Functions PMO)

8-July-2025
Version: V1.0

Proprietary and Confidential

© Copyright 2025 Bahri.

All rights reserved. All information contained in this document is confidential and proprietary to Bahri. No part of this document may be
photocopied, electronically transferred, modified, or reproduced in any manner without the prior written consent of Bahri.
All brands or product names are trademarks or registered trademarks of their respective companies or organizations.
 Created By
Name Role

Noura Alrakban System Analyst I

Ahmed Almasrahi Events Sr. Manager

Reviewers
Name Role

Ali Alrezgan Digital Solutions Analysis and Design Manager

Rawan Alghithy Procurement and Contracts Sr. Specialist

Key Deadlines:
Event Target Date

Send the letter of intent with high scope 21-7-2025

Submission and sign the letter of intent 22-7-2025
RFP distribution to vendors 23-7-2025
Q&A by vendors 28-7-2025
Q&A answered by Bahri 30-7-2025
Submission of technical and commercial proposals 6-8-2025
Presentation by the shortlisted vendors 10-8-2025
Negotiation and agreement 12-8-2025
Awarding the selected vendor 14-8-2025
Expected project kick-off 17-8-2025

Template Name & Version: Bahri Support

Bahri Support Functions PMO Bahri Restricted
Functions PMO - Request for Proposal Template
Project Management Methodology © Copyright 2025 Bahri
(Ver. 1.0)
Project Name: Event Management Solution
Page No. 2 of 10
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 Table of Contents

1. INTRODUCTION AND BACKGROUND ............................................................................................ 4

1.1 About Bahri .................................................................................................................................................................... 4

1.2 RFP Summary ................................................................................................................................................................ 4

1.3 Current Situation .......................................................................................................................................................... 4

2. GENERAL DESCRIPTION OF WORK ................................................................................................. 4

2.1 Objective ......................................................................................................................................................................... 4

2.2 Scope ................................................................................................................................................................................ 4

2.3 Project Delivery Framework ..................................................................................................................................... 5

2.4 Governance .................................................................................................................................................................... 5

2.5 Quality Assurance ........................................................................................................................................................ 6

3. PROJECT ORGANIZATION ............................................................................................................... 6

3.1 Bahri’s Project Team ................................................................................................................................................... 6

3.2 Vendor’s Project Team ............................................................................................................................................... 6

3.3 Work Location ............................................................................................................................................................... 6

4. INSTRUCTORS TO THE VENDOR ..................................................................................................... 6

4.1 Rejection of Responses ............................................................................................................................................. 7

4.2 Subcontracting to third parties .............................................................................................................................. 7

4.3 Technical expertise ...................................................................................................................................................... 7
4.4 Cost of responding to this RFP .............................................................................................................................. 7

4.5 Disclosure of proposal contents ............................................................................................................................ 7

4.6 Communication protocols ........................................................................................................................................ 7

4.7 Submission of the bid ................................................................................................................................................ 8
4.8 Technical proposal requirements .......................................................................................................................... 8

4.9 Commercial proposal requirements ..................................................................................................................... 9

5. SELECTION PROCESS ........................................................................................................................ 9

5.1 Schedule of events ...................................................................................................................................................... 9

5.2 Technical evaluation ................................................................................................................................................... 9
5.3 Selection of the Vendor .......................................................................................................................................... 10

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Functions PMO - Request for Proposal Template
Project Management Methodology © Copyright 2025 Bahri
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Project Name: Event Management Solution
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 1. Introduction and Background
1.1 About Bahri
The National Shipping Company of Saudi Arabia (Bahri) was established in 1978 with an initial
focus on the general cargo sector and the company has developed significantly during its
tenure, diversifying into transportation of oil, chemicals, general cargo, dry-bulk, ship
management, freight forwarding and management of its own container service yard.
Bahri is a global leader in logistics and transportation, operating one of the largest fleets of
VLCCs and chemical tankers in the Middle East. We support Saudi Vision 2030 by
transforming the Kingdom into a strategic logistics hub. Our events range from internal
celebrations to international exhibitions and sponsorships.

Or you can refer to the website for more details.

1.2 RFP Summary

Bahri, the National Shipping Company of Saudi Arabia, is seeking proposals from qualified
vendors to provide a comprehensive Event Management Solution System. This system will
support the planning, execution, and analysis of both internal and external events, enhancing
operational efficiency and stakeholder engagement.

1.3 Current Situation

Bahri currently operates without a dedicated events management system. Consequently, all
aspects of events – from initial planning and coordination to execution and post-event
analysis for both internal gatherings and external engagements, are handled through entirely
manual processes.

2. General Description of Work

2.1 Objective
The Events Department requires a digital solution to streamline event planning, execution,
and post-event analysis. The system should support:
• Internal Events: Religious holidays, international days, employee engagement
activities.
• External Events: Exhibitions, sponsorships, delegate visits, and strategic partnerships.

2.2 Scope
The proposed system must include the following functionalities:
A. Event Planning & Project Management
• Task checklists and assignment tracking
• Timeline and milestone management
• Budget tracking and resource allocation
• Multi-event dashboard
B. Registration & Invitation Management
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 • Customizable registration forms
• Automated invitation and RSVP system
• QR code and badge generation
• On-site check-in and attendance tracking
C. Communication & Engagement
• Email campaign
• Push notifications and reminders

D. Data Collection & Analytics

• Pre- and post-event surveys
• Real-time reporting dashboards
• Exportable data formats (Excel, PDF, etc.)

E. Security & Compliance

• GDPR and Saudi data protection compliance
• Role-based access control
• Secure cloud hosting options

F. Integration Capabilities
• Integration with Microsoft 365, Outlook, and Teams

G. Vendor Requirements
Vendors must demonstrate:
• Proven experience in delivering event management solutions
• Local and international client references
• Technical support and training capabilities
• Ability to customize and scale the solution

2.3 Project Delivery Framework

Bahri Event Management Solution System is expected to be completed by the end of quarter
3 of 2025.

2.4 Governance
The selected vendor will carry out the review under the direction of the steering committee.
The steering committee will consist of selected members of the Bahri’s team and will:
• Provide strategic direction to the vendor throughout the project including allocation
of the senior member of the executive team as the sponsor.
• Receive reports and recommendations from the vendor including progress-
monitoring sessions based on the pre-approved list of milestones.
• Review recommendations and make final decisions on any changes.

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 2.5 Quality Assurance
Given the significance of this project, the vendor should set out its quality assurance approach
for overseeing its staff and how it will interact with Bahri’s representative and the steering
committee. Minimum standards include weekly status reports provided by the vendor
explaining the project’s progress status.

3. Project Organization
3.1 Bahri’s Project Team
The project will be conducted under the direction of the project sponsor who will be kept
informed about all the major developments and important discussions and/or information
exchange between Bahri and the vendor.
Bahri’s project manager will be supported by a team consisting of employees from the various
subsidiaries and functions of Bahri.

3.2 Vendor’s Project Team

The vendor will provide qualified and competent personnel capable and empowered to
manage and deliver the required work as named in the proposal and subsequent contract.
The vendor’s personnel will be dedicated to the work as outlined in the technical and
commercial proposals (capacity and location wise).
Changes to the personnel capacity and work location require prior approval by the steering
committee. The vendor shall not replace, remove or transfer agreed personnel assigned to
this project without formal consent of the steering committee. However, Bahri reserves the
right to request replacement of personnel this it considers unsuitable or fails to deliver the
required quality of service. The vendor shall be obliged to replace such personnel and submit
a detailed recovery plan to ensure timely delivery of the services by the agreed timeline.

3.3 Work Location

The implementation and support will be a mix of both onsite and offsite. Depending on the
need, onsite visits to Bahri HO in Riyadh can be arranged.

4. Instructors to the Vendor

For purposes of this document, the party completing this request for proposal (RFP) shall be referred
to as vendor and any technical materials submitted in response to this RFP shall be referred to as
the vendor’s technical proposal. The financial offering of the vendor for the submitted technical
proposals shall be referred to as the vendor’s commercial proposal.
The instructions for vendor provided herein should be fully considered and understood when
responding to this RFP. Any difficulty with understanding or conforming to these requirements shall
be brought to the attention of Bahri as per the Schedule of Events in section 5.1.
Submission of a proposal (technical and commercial) and selection by Bahri does not bind any
agreement of service between Bahri and the selected vendor before a contract is signed.

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 4.1 Rejection of Responses
Bahri reserves the right to reject any and all technical proposals received from vendors as a
result of this response to the RFP.

4.2 Subcontracting to third parties

Vendors are not allowed to work with subcontractors without prior approval from Bahri.

4.3 Technical expertise

The vendor should develop a team with the required functional and technical expertise. This
includes, but is not limited to, Subject Matter Experts (SMEs) who possess significant technical
experience

4.4 Cost of responding to this RFP

Bahri is not liable for, and will not reimburse, any costs the vendors incur in preparation and
submission of its proposal, in participating in the RFP process or in anticipation of award of
contract including, without limitation, for attendance at any conferences and/or bidding
meetings related to this RFP process.

4.5 Disclosure of proposal contents

All technical proposals submitted by vendors to Bahri will be held in confidence and must not
be revealed or discussed with third parties, unless disclosure is required to be made by rule
or order of any court of competent jurisdiction in the Kingdom of Saudi Arabia.
All material submitted with the technical proposal become the property of Bahri and may be
returned only at the steering committee’s discretion. Technical proposals submitted to Bahri
may be reviewed and evaluated by any person other than the technical evaluation team at
the discretion of the steering committee. The steering committee has the right to use any or
all ideas presented in any proposal. Selection or rejection of the technical proposal does not
affect this right.

4.6 Communication protocols

To assure good coordination and communication throughout the bidding period, the vendor
should appoint one primary RFP point-of-contact. Communications shall only include
questions related to the RFP. The name of the individual who is the vendor’s primary RFP
point-of-contact shall be provided, together with the individual's email, and mobile number.

All communications with regard to this RFP has to be directed to, and will come from, Bahri's
sole point-of-contact for this RFP:
Commercial Communication:
• Ahmed Sadiq A. Alawadh (Procurement and Contract Manager)
Tel #: +966 11 478 5454 x 298
Email: [email protected]
• Rawan Alghithy (Procurement and Contracts Sr. Specialist)
Tel #: +966 11 478 5454 x 298
Email: [email protected]

Technical Communication:
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 • Khalid Albakr (Digital Solutions Director)
Tel #: +966 11 478 5454 x 373
Email: [email protected]

• Ali Alrezgan (Digital Solutions Analysis and Design Manager)

Tel #: +966 11 478 5454 x 623
Email: [email protected]
• Noura Alrakban (System Analyst I)
Tel #: +966 11 478 5454 x 609
Email: [email protected]

All questions shall be directed via email to this point-of-contact.

Contact to any other Bahri employee with regard to this RFP my lead, at the sole discretion
of the steering committee, to the disqualification of the vendor.
Bahri's point-of-contact will transmit in writing to all vendors any modifications to the RFP
that become necessary during the bidding period.

4.7 Submission of the bid

The vendor should submit its bid by email, including both the technical and commercial
proposals. The vendor must make no other distribution of technical or commercial proposals.
Each proposal page should be numbered for ease of reference.

4.8 Technical proposal requirements

A. Executive Summary
• Detailed solution overview.
• Company profile and relevant experience.
• Vendor’s understanding of Bahri’s needs and objectives.
• Client references and case studies
• Scope of services being proposed with list of deliverables.
• Brief list and description of similar projects completed (client, scope, duration
and outcome).
• High-level project execution plan.
B. Detailed Technical Proposal
• Project schedule in a Gantt chart format, with indications of key milestones,
deliverables, key meetings and review sessions with the steering committee
• Detailed resource deployment plan including project administration office,
organizational chart with governance roles, staff roles and responsibilities,
capacity assigned to the project as well-planned work locations on a weekly
basis
• Vendor’s staffing details clearly separating consultant employees form third
party (subcontracted) SMEs with description of roles and responsibilities;
each person designated to the project should have a short biography with
indication of experience, expertise and projects delivered in the Middle
Eastern region
• Change request policy and daily rate should be clearly defined in the
proposal

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 • Risk management based on the scope of work, in addition to change
management plan.
• Support plan.

4.9 Commercial proposal requirements

• The proposed fee shall be offered as one lump sum, excluding expenses; however, if
the vendor decided in the technical proposal to offer options those can be priced
separately (also as lump sums excluding expenses)
• Expenses to be estimated and a cap identified
• Payment schedule (to be linked with the project’s deliverables’ milestones).
• Pricing model (license, subscription, support)

5. Selection Process
The selection process for this is a two-step process – first a technical qualification followed by a
combined (technical and commercial) evaluation for those vendors qualified technically.

5.1 Schedule of events

To ensure an efficient and effective selection process all vendors are required to adhere to
the timetable outlined below:

Event Target Date

Send the letter of intent with high scope 21-7-2025
Submission and sign the letter of intent 22-7-2025
RFP distribution to vendors 23-7-2025
Q&A by vendors 28-7-2025
Q&A answered by Bahri 30-7-2025
Submission of technical and commercial proposals 6-8-2025
Presentation by the shortlisted vendors 10-8-2025
Negotiation and agreement 12-8-2025
Awarding the selected vendor 14-8-2025
Expected project kick-off 17-8-2025

5.2 Technical evaluation

A technical evaluation team (TET) of qualified personnel selected by the steering committee
will review all technical proposals received in line with the instructions of this RFP. This review
will specifically consider:
• Functionality and feature set
• User experience and interface
• Customization
• Cost-effectiveness
• Vendor support after sale
All vendors who submit technical proposals may be required to make an oral or written
clarification of their approach to the steering committee to ensure thorough mutual
understanding and consultant responsiveness to the solicitation requirements. The orals'
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 process or request for clarification, if necessary, will be initiated by the steering committee,
and all vendors should be informed one week prior to the selected time.

5.3 Selection of the Vendor

To be eligible for selection, a proposal should be timely (see schedule) received from a vendor.
After the technical review, and potential clarifications by the vendors, the TET will evaluate
and rate the qualified submissions. The TET will present the results of the evaluation and
rating to the steering committee that will establish an order of ranking and recommend for
selection the proposal that most closely meets the requirements of the RFP and satisfies
Bahri’s needs. The steering committee reserves the right to select a proposal based upon all
the factors listed below and will not necessarily choose the vendor offering the lowest price.
The steering committee will select the vendor with the proposal that best meets its needs, at
the sole discretion of the steering committee.
The following criteria will be used, in order of relative importance from the highest to the
lowest, in evaluating each technical proposal:
• Soundness of proposed approach – emphasis here is on the tools and techniques for
collecting and analyzing data, sequence and relationships of major steps, and
methods for managing the project including description of the proposed deliverables
• Understanding of the business operation model review goals – this refers to the
vendor’s description of Bahri’s needs that generated the RFP, required services and
scope of the work involved
• Project team qualifications – this refers to the competence of professional personnel
who would be assigned to the job by the vendor; qualifications of professional
personnel will be measured by experience and education, with specific reference to
experience on services delivered similar to those described in the RFP; particular
emphasis is placed on the qualifications of the senior team designated to assessment
of the current state and evaluation of the feasibility of recommended solutions
• Vendor’s international and regional credentials – this refers to the ability of the
consultant to meet the terms of the RFP, especially the time constraints and the
quality requirements, relevancy and similar studies and projects completed by the
vendor’s staff; this also includes the vendor’s financial ability to undertake a project
of this size to mobilize resources on-site at Bahri’s premises
• Estimated project cost – while this area may be weighted heavily, it will not normally
be the deciding factor in the selection process.

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