Terms of Reference (ToR)
Organization of Environmental Days
Youth Empowerment in Green Energy (YEGE) Project
Introduction
Caritas Switzerland in Kosovo (CACH) is implementing the project “Youth Empowerment in Green Energy (YEGE)”, which aims to enhance climate action and support the green energy transition by empowering youth, high school teachers, environmental officials, and environmental journalists across Kosovo. The project focuses on strengthening capacities in climate change and energy transition, supporting youth participation in Municipal Energy and Climate Action Plans (MECAPs), promoting green school initiatives, and implementing climate and green project awards in high schools.
As part of the YEGE project, ten (10) Youth-led Environmental Awareness Days will be organized in the selected municipalities to raise environmental awareness. The ten Environmental Awareness Days shall be implemented as one coherent YEGE awareness campaign with common messages and visual identity, while allowing adaptation to local municipal priorities and audiences. These events will serve as public platforms to promote climate action, renewable energy, environmental sustainability, and youth engagement, while showcasing the achievements of Eco Clubs and youth-led initiatives supported through the project.
To ensure professional planning, visibility, and implementation of these events, CACH seeks to contract a qualified consultancy company for the provision of event management and logistical services. The assignment will be implemented through a service contract based on approved deliverables and agreed event schedules during the project implementation period.
- Objective of the Call
The objective of the required services is to provide professional event management services for the organization and implementation of Youth-led Environmental Awareness Days in 10 selected municipalities under the YEGE project, including mobilizing youth, community members, and decision-makers to actively participate in and support environmental awareness and climate action.
Specifically, the service provider shall:
- Organize and implement ten (10) environmentally responsible, youth-centered Environmental Awareness Days.
- Promote climate change awareness, environmental protection, and green energy transition. • Coordinate and facilitate the participation of Eco Clubs, schools, municipalities, environmental journalists, and local communities, including stakeholder outreach, invitations, communication and logistical arrangements.
- Provide complete participation, visibility, and activity data required for monitoring the relevant YEGE project indicators.
- About Caritas Switzerland in Kosovo
Caritas Switzerland in Kosovo (CACH) is an international non-governmental organization engaged in Switzerland and more than 15 countries worldwide, including Kosovo where it has been active since 1999.
CACH implements programs focused on sustainable socio-economic development, social inclusion, environmental sustainability, climate resilience, youth engagement and institutional strengthening. Emphasis is placed on empowering youth and women, promoting participatory governance and supporting sustainable development initiatives.
All activities are guided by CACH's commitment to reducing poverty while promoting environmental protection and climate action, in line with its organizational values and the requirements of key donors.
- Scope of Work
The consultancy company will support the YEGE project through the following tasks:
3.1 Governance and Responsibility
- CACH/YEGE project will provide technical guidance and approve environmental content; the company remains responsible for integrating the approved content into event concepts, materials, and delivery.
- Coordinate with CACH, project partner CEDE, municipalities, schools, Eco Clubs and other stakeholders the event preparation.
- Participate in planning and coordination meetings with CACH and project implementing partner CEDE.
3.2 Planning, Coordination and Implementation
- Develop a detailed concept and implementation plan for ten (10) Environmental Awareness Days in the ten selected municipalities, including objectives, themes, target groups, activities, schedules, responsibilities, and required resources;
- The concept shall identify the primary, secondary and institutional target audiences and propose appropriate engagement approaches for each group.
- At minimum, the target audiences shall include high-school students and Eco Clubs, youth, teachers, municipal education and environmental officials, environmental journalists and NGOs, local communities, and the public, as appropriate to each event.
- Where feasible, align event timing and themes with relevant major international environmental days and propose effective approaches for mobilizing youth, community members, and decision-makers.
- Where consistent with the approved schedule, relevant observances may include Energy Efficiency Day and World Teachers’ Day (5 October), International Day of Climate Action (24 October), International Day of Clean Energy (26 January), World Water Day (22 March), Earth Hour, Earth Day (22 April), Endangered Species Day (3rd Friday of May), International Day for Biological Diversity (22 May), and World Environment Day (5 June), or other dates approved by CACH.
- Indicative event formats may include workshops, public meetings, exhibitions, Eco quizzes or competitions, school discussions and Eco Talks, clean-up actions, composting, recycling and waste separation activities, plastic-reduction campaigns, and walking or cycling initiatives. The final format for each municipality shall be agreed with CACH and adapted to the approved budget, target audience, venue, and local priorities.
- Prepare event agendas and implementation schedules.
- Organize and implement the ten (10) Environmental Awareness Days.
Geographic Coverage: Services will be provided in the ten (10) selected municipalities under the YEGE project: Fushë Kosovë, Drenas, Obiliq, Klinë, Istog, Skënderaj, Shtërpcë, Gjilan, Ferizaj, and Gjakovë. One Environmental Awareness Day shall be implemented in each of the ten listed municipalities. The service provider must mobilize staff and equipment across these municipalities and implement events according to the event schedule approved under the contract.
3.3 Event Logistics and Management
Provide all necessary logistical arrangements including:
- Venue preparation and setup. Draft concepts, agendas and visibility materials shall be submitted to CACH for review and approval before production or implementation.
- Event equipment.
- Registration desk and participant management.
- Delivery of materials where required.
- On-site management and coordination during events.
Event venues will be provided free of charge by participating in municipalities or schools. Participant refreshments, participant transportation, security, permits and similar costs are excluded from the service provider’s responsibilities and financial offer.
The service provider will be responsible for the complete logistical and operational delivery of all ten events, subject to CACH’s approval of the event concept, schedule, content, and visibility materials.
3.4 Minimum Environmental Standards
The consultancy company shall apply environmentally responsible event practices, including:
- Minimize the use of single-use plastics and avoid them wherever practical.
- Use reusable, recyclable, or biodegradable materials wherever possible.
- Minimize unnecessary printing and prioritize digital communication and materials. • Ensure appropriate waste collection and separation during and after events.
- Prioritize locally sourced materials and services where feasible to reduce transportation and environmental impact.
- Avoid unnecessary promotional materials and prioritize durable and reusable visibility materials.
- Ensure that the event venue is left clean and all event-related waste is properly managed after completion.
3.5 Visibility, Communication and Documentation
- Develop event branding and visibility materials in accordance with CACH and donor requirements.
- Develop concise, coherent and action-oriented key messages for each event, adapted to the local environmental, cultural and socio-economic context.
- Subject to CACH’s prior written approval, design and produce the visibility materials required for each event. The final type and quantity will be agreed with CACH to avoid unnecessary production, in line with Section 3.4.
- Support media outreach and event promotion.
- Support social media visibility before, during and after events.
- Propose an appropriate outreach mix for each audience, which may include social media, school-based discussions and Eco Talks, local radio or television, public meetings, exhibitions, community events and other approved non-media channels.
- Take professional photographs and videos during events in accordance with CACH safeguarding and data-protection requirements.
- Maintain attendance sheets and participant records using CACH-approved templates. The records shall include only the data required for project monitoring, including gender, age group, municipality, participant category/role, and school or organization.
- Collect testimonials and stakeholder statements where relevant.
3.6 Safeguarding, Monitoring and Reporting
- Use CACH-approved consent/assent forms and do not publish or share identifiable photographs or videos of minors without the required consent.
- All personal data shall be collected, stored, transferred, and accessed in accordance with CACH data protection requirements.
- Prepare activity reports for each Environmental Day organized.
- Use a simple CACH-approved participant-feedback tool for each event and summarize the main findings, lessons and recommendations in the corresponding activity report.
- Report anonymized and aggregated participation data, disaggregated at minimum by gender and, where required by the project indicators, by age group, municipality, and participant category/role. • Document media coverage and social media outreach. Social media reporting should include available reach, engagement and content-performance data relevant to each event.
- Submit complete narrative and visual documentation packages to CACH.
Performance Review: CACH will monitor performance against agreed deliverables, timelines, and quality standards. All deliverables will be subject to review and approval by CACH.
- Deliverables
The consultancy company is expected to deliver:
4.1 Event Implementation Plan
A detailed concept and implementation plan for all ten Environmental Awareness Days, including: event objectives, themes, and target groups; workplan and event schedule; stakeholder coordination and mobilization approach; roles and responsibilities; logistics and resource plan; environmental and safeguarding measures; risk mitigation measures; and visibility and documentation plan.
4.2 Event Materials Package
- Event agendas;
- Visibility materials;
- Event key-message and common visual-identity package, including an approved tagline, color scheme and reusable templates for posters, social-media posts and other event materials;
- Promotional materials;
- Participant registration templates.
4.3 Ten Environmental Awareness Days
Successful organization and implementation of all planned Environmental Awareness Days including provision of logistical and technical support.
4.4 Event Documentation Package
- Activity report;
- Attendance records;
- Photographs/videos;
- Media/social-media evidence.
- Participant feedback summary.
4.5 Final Assignment Report
A consolidated final assignment report covering activities implemented, results, indicator-related data, participant statistics, communication reach, materials produced, challenges, lessons learned, recommendations, and supporting evidence.
- Timeline and Milestones
Duration, Budget and Payment
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- Duration and Budget
The assignment will run from the contract-signature date until acceptance of the final report, and in any event no later than 31 July 2027.
The assignment shall be implemented under a maximum contract value of EUR 10,000 excluding VAT. The price excluding VAT must include all costs required to deliver the assignment.
- Payment Schedule and Acceptance
Payments shall be made in four instalments against CACH’s written acceptance of the relevant deliverables and receipt of a valid invoice. Each instalment shall be calculated as a percentage of the approved contract price:
CACH shall review each submitted delivery and communicate its acceptance or requested revisions in writing. Where revisions are required, the service provider shall submit the corrected deliverable within five (5) working days, unless otherwise agreed in writing. Payment shall become due only after the relevant deliverables have been satisfactorily completed and accepted by CACH and a valid invoice has been received. No payment shall be made solely upon contract signature.
- Required Qualifications and Experience
Company Profile
- Legally registered company in Kosovo.
- Minimum five (5) years of experience in event management, public campaigns, and communication services.
Experience
Proven experience in:
- Organization of conferences, public events, awareness campaigns, and community activities;
- Organization of activities and events involving youth and children, particularly in educational or awareness-raising contexts;
- Working with international organizations, donors, municipalities, and NGOs;
- Event logistics and visibility management;
- Media and communication activities.
CACH/YEGE project will provide technical guidance and approve environmental content; the company remains responsible for integrating the approved content into event concepts, materials, and delivery.
- Quality Assurance and Liability
- Performance Review: CACH will monitor performance against agreed deliverables, timelines, and quality standards. All deliverables will be subject to review and approval by CACH. • Confidentiality: The service provider shall maintain confidentiality regarding all project-related information and documentation.
- Ethical Compliance: The service provider must adhere to the Caritas Switzerland Code of Conduct, including a zero-tolerance policy for fraud, corruption, exploitation, and abuse.
- Conflict of Interest: Applicants and service providers must disclose any actual, potential or perceived conflict of interest, including any involvement by the company, its affiliates or personnel in preparing the requirements, specifications or cost estimates used for this ToR.
- Subcontracting is not permitted without CACH’s prior written approval. Any approved subcontracting will not relieve the service provider of full responsibility for performance and compliance.
- Mandatory Application Documents and Eligibility
Mandatory Documents
To be considered, applicants must submit:
- Valid company registration certificate;
- Company profile;
- Portfolio of similar assignments;
- References from at least three comparable projects;
- Description of technical and logistical capacities;
- Financial offer.
Eligibility Check
In addition to submitting all documents listed above, applicants must demonstrate the following: For the eligibility check:
- Legal Status: The applicant must be a legally registered company in Kosovo and authorized to provide event management, communication, and logistical services.
- Relevant Experience: At least five (5) years of proven experience in event management, public awareness campaigns, or communication services, supported by a portfolio and references from at least three comparable assignments. Experience in organizing activities involving youth or children and in working with international organizations, donors, municipalities, or NGOs will be considered an advantage.
- Technical and Logistical Capacity: Adequate qualified personnel, logistics, and capacity to implement events across the selected municipalities.
Technical Proposal Requirements
For review of the technical proposal:
The Technical Proposal shall include the following:
- Methodology and workplan: A clear and feasible event concept, implementation methodology, activity schedule, workplan, division of responsibilities, and approach to delivering all required outputs within the agreed timeframe.
- Stakeholder mobilization and coordination: A practical approach for coordinating with CACH, CEDE, municipalities, schools, Eco Clubs, media, local communities, and other relevant stakeholders, including the mobilization of youth, community members, and decision-makers.
- Proposed personnel: The composition of the proposed team, including CVs, relevant qualifications and experience, assigned roles and responsibilities, and confirmation of availability during the assignment period.
- Technical resources and logistics: A description of the equipment, event materials, technical inputs, and other logistical resources available for the assignment, whether owned or secured through rental or other documented arrangements.
- Operational and geographic capacity: Evidence of the company’s capacity to coordinate and implement ten (10) events across the ten selected municipalities, including staffing, venue setup, participant management, and on-site coordination.
- Quality assurance: A description of the internal quality-control procedures, supervision arrangements, review processes, and measures for ensuring the timely and professional delivery of all events and deliverables.
- Safeguarding and consent: The proposed measures for complying with CACH safeguarding requirements, including the use of approved consent and assent forms and the protection of children and other vulnerable participants.
- Environmental measures: A description of how the company will apply the minimum environmental standards specified in Section 3.4, including waste reduction, responsible use of materials, and avoidance of unnecessary single-use or promotional items.
- Risk management: Identification of the main operational and implementation risks, including delays, adverse weather, low participation, venue or equipment issues, and safeguarding concerns, together with appropriate mitigation and contingency measures.
- Visibility and communication: The proposed approach to event promotion, media outreach, social media visibility, branding, and production of visibility materials in accordance with CACH and donor requirements.
- Event documentation and reporting: The proposed system for collecting attendance and participation data, maintaining consent records, producing photographs and videos, documenting media and social-media coverage, and submitting complete event reports and supporting evidence.
All information shall be supported by relevant evidence in the Technical Proposal and will be assessed in accordance with the evaluation criteria and maximum points presented in Section 10. Financial Offer: A complete, itemized financial offer showing the major cost categories and all costs required to deliver the assignment. Prices shall remain fixed for the contract duration. No price adjustment will be permitted unless CACH approves a written contract amendment in accordance with applicable procurement procedures.
The total offer shall not exceed EUR 10,000 excluding VAT.
- Evaluation of Offers
Caritas Switzerland in Kosovo (CACH) will evaluate only applications that pass the administrative and eligibility check. The appointed Evaluation Committee will apply a weighted scoring system totalling 100 points. Each committee member will assess the offers independently, based solely on the information and evidence submitted, and will provide briefly written justification for the points awarded. The consolidated scores will be recorded in the evaluation report.
- Evaluation Criteria and Maximum Points
Technical and Logistical Capacity (40%)
How to Apply
Technical Proposal
The Technical Proposal should include:
- Company profile;
- Proposed personnel, availability and CVs;
- Relevant experience, portfolio and three references, with links to relevant examples where available; • Technical/logistical resources and geographic capacity;
- Detailed event concept, methodology, workplan, schedule, proposed total workdays and team level of effort;
- Quality assurance, safeguarding/consent, and environmental measures;
- Visibility/documentation approach.
Files should be clearly named: Technical Proposal – Company Name.
The offer remains valid for 30 days from the submission deadline.
Financial Proposal
The Financial Proposal should include:
- Detailed price offer;
- Breakdown of major cost categories, quantities and unit costs, based on current local market prices; • The total price excluding VAT; the applicable VAT amount as a separate line item; and the total price including VAT.
- The fixed offer includes all costs required to deliver the assignment.
Files should be clearly named: Financial Offer – Company Name.
Important: Only applicants that submit all mandatory documents listed in Section 9 and meet the eligibility requirements will proceed to the weighted evaluation under Section 10.
- Submission Details
Format: Applications must be submitted in PDF format, organized into two separate files: one for the Technical Proposal and one for the Financial Offer. The Technical Proposal PDF must combine all administrative and technical documents, while the Financial Offer must be a separate PDF.
Signature: The Technical Proposal and Financial Offer must be signed and stamped by the applicant’s authorized representative.
Submission: Applications should be sent electronically to the following email address: kosovo@caritas.ch, with the subject line: “Application for Organization of Environmental Days – YEGE Project.”
Deadline for Submission: Applications must be submitted no later than 06 October 2026 at 16:00.
All applicants will be informed in writing of the outcome of their application.
Late or incomplete applications will not be considered.
Disclaimer: By participating in this call, bidders acknowledge that they have read and agreed to the terms and conditions outlined in this document. Caritas Switzerland in Kosovo reserves the right to cancel the call or not award a contract if no satisfactory offers are received, in compliance with its donor-aligned procurement policies. CACH will not reimburse any costs incurred by applicants in preparing or submitting an offer.
