Hollanda Başkonsolosluğu Türkiye

30 Mayıs 2013 Perşembe Terms of Reference Consultancy company for matchmaking during official trade missions of the Dutch Ministry of Economic Affairs. Background Once a year (sometimes more often), the Consulate General of the Netherlands in Istanbul hires a consultancy firm for matchmaking services for Dutch companies participating in a trade mission to Istanbul. These trade missions are (mostly) organized by AgentschapNL, an agency of the Netherlands Ministry of Economic Affairs. On the basis of company profiles/intakes by AgentschapNL (submitted 4-6 weeks before the trade mission), the Consulate General through a consultancy company organizes 6-10 meetings with potential partners/clients/agents/distributors/suppliers depending on the plans/wishes of the participating companies. Matchmaking meetings as a rule are organized at a hotel in Istanbul during a period of 1 or 2 days. General The Consulate General of the Netherlands is looking for companies that have demonstrable experience in providing matchmaking services and arranging seminars for larger trade missions (i.e. at least 20 companies). The Consulate General of the Netherlands will select one company and two reserve companies. When a trade mission is announced by the Dutch Ministry of Economic Affairs, the Consulate General of the Netherlands will start negotiations with the selected company on a contract for that trade mission. If the trade mission is too large for the selected company or in case the negotiations are not successful, further negotiations can be initiated with the reserve companies. Matchmaking services expected from the consultancy company include: - Identifying a long list of suitable meeting partners (Turkish companies) on the basis of the company profiles/ intakes provided by AgentschapNL - After receiving the feedback of each individual Dutch company on the long list of suitable meeting partners, building a final shortlist and a matchmaking program schedule. - Conducting the preliminary research and selection of meeting partners in co-operation with the commercial section of the Consulate General of the Netherlands. - The ability to provide the above services for 20-40 companies within a period of 4-6 weeks. - Providing organizational assistance during the matchmaking meetings in cooperation with the Consulate General of the Netherlands staff (i.e., overseeing individual programs, helping Dutch and Turkish counterparts find each other, checking whether interpretation support is necessary in advance, noticing changes and informing both sides in advance, solving practical problems on spot, etc.). Matchmaking sessions usually take place in a meeting room in a hotel where the trade mission delegation stays. Earlier experience suggests that at least two staff of the consultancy company should be present besides the Consulate General of the Netherlands team and several students who also help with the organization and serve as interpreters. The consultancy company is also expected to arrange seminars with the Consulate General of the Netherlands during trade missions, usually for groups of companies that are from the same sector or deal with the same subject. Such seminars are used to present the trade mission participant’s products to a larger audience. The consultancy company’s role is to: - Prepare a list of invitees for the seminar - Send out invitations (prepared by the Consulate General) - Prepare a list of participants on the basis of the replies received - Call invitees if no reaction is received. - Be present during the seminar to assist in receiving guests and solving any issues during the seminar. Selection criteria The consultancy company will be selected on the basis of the following criteria: 1. Past performance/quality: demonstrable ability (e.g. through references of organizations for which matchmaking services have been provided) to provide quality matchmaking for minimum of 20 Dutch companies. At least one example of matchmaking contacts provided to a company shall be submitted. 2. Current capacity: overview of permanent staff, with areas of expertise, and free-lance staff available for match making research as well as arranging seminars and organizational support. 3. Price Selection process Interested companies should submit their documentation before the deadline by mail to ist-ha@minbuza.nl or in writing to: Consulate General of the Netherlands, att. Mr. M. Elgersma, Istiklal Cad 197, Beyoglu, 34433, Istanbul. Required documentation: 1. Description of experience in matchmaking, including references that can be contacted. 2. Company brochure/description of the company, including a description of matchmaking process and the number of staff available. 3. One example of matchmaking contacts provided to a company; in view of confidentiality issues, no name, only description of requesting company needed; on the matchmaking side only name and description of Turkish companies needed, no further details. 4. A price quotation for the current period. In order to make prices comparable, the price quotation should consist of the following parts: a. Basic fee for trade mission matchmaking, including matchmaking services for 10 companies. b. Fee per additional company (above the 10 companies included in the basic fee). c. Fee for logistic support during the matchmaking session d. Fee for seminar organization as described, for a seminar with up to 100 participants. As mentioned above, the price quotation is an indication of the current price level. Before each mission, an actual contract will have to be negotiated based on the actual number of companies and a realistic fee at that time. On the basis of the documentation, a first selection of consultancy companies will be made. Consequently, the preparations and cooperation with the commercial section of the Consulate General will be further discussed in an introductory meeting. After that meeting, a final selection will be made. The Consulate General reserves the right not to select any firm from those applying.