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									         ECIC HOLDINGS LIMITED
                      A Company of Caribbean Indigenous Banks




Enhancing financial services in the Eastern Caribbean through
  the consolidation of synergies among indigenous banks-
                     Validation Workshop


                 Revised Inception Report
                       13 July 2012
                              June 2012
Enhancing financial services in the Eastern Caribbean through the consolidation
         of synergies among indigenous banks- Validation Workshop




                            Contract No: TD12040-070
                            Project No: WP1.10.1-7.070


                              Region: OECS Countries


                                Draft Inception Report

                                      Prepared by

                    HCL Consultants and Dr. Christine Walwyn




                                     Submitted by

                              HCL Consultants Limited




  BizClim is a programme of the ACP Secretariat funded by the European Union. This
 document has been produced with the financial assistance of the European Union. The
   views expressed herein can in no way be taken to reflect the official opinion of the
                      European Union nor the ACP Secretariat.
REPORT COVER PAGE


Project           Enhancing financial services in the Eastern Caribbean through the
Title:            consolidation of synergies among indigenous banks- Validation
                  Workshop
Project No.       WP1.10.1-7.070- TD12040-070
Country:          OECS States

                  Contracting Authority           Project Partner          Contractor
Name:             BizClim - Programme             ECIC Holdings Limited    HCL Consultants
                  Management Unit                                          Ltd

Address:          Rue Belliard, 205               St Kitts & Nevis-        Kallipoleos &
                  1040 Brussels                   Anguilla National Bank   Iphigenias 1
                  Belgium                         Limited, P O Box         1055, Nicosia,
                                                  343,Central Street,      Cyprus
                                                  Basseterre, St Kitts,
                                                  W.I.

Tel. number:      +32 2 669 9825                  +869 466-2367            +30 210 9240885

Fax number:       +32 2 669 9786                  +869 465-5035            +30 210 9240 769

Email             Dominique@ACPBusinessCli        miltonlawrence@gmail     Emilia.skourla@hcl
address:          mate.org                        .com                     -consultants.com

Contact           Ms. Dominique Bourgault         Mr Milton Lawrence       Ms Emilia Skourla
persons:                                                                   and Mr Nick Craze


Date of report:                       July 2012

Authors of report:                    HCL Consultants and Dr. Christine Walwyn

Date of contract signature:           21 May 2012

Project completion:                   21 September 2012




 The content of this report is the sole responsibility of the authors. The views expressed
  herein can in no way be taken to reflect the official opinion of the beneficiary or the
                                    BizClim programme.
Table of Contents

I.    TECHNICAL PART ................................................................................ 7
      1.    Introduction ................................................................................ 7
      2.    Methodological approach ............................................................... 7

            2.1     PRE-CONFERENCE TASKS ............................................................. 10

            2.2     RUNNING OF THE WORKSHOPS .................................................... 12

            2.3     POST EVENT ............................................................................... 13

      3.    Other key issues ........................................................................ 14

ANNEX 1 – INDICATIVE WORKPLAN............................................................ 16

ANNEX 2 – INDICATIVE ACTIVITY PLAN ...................................................... 18

ANNEX 3- FEEDBACK RECEIVED FROM THE BENEFICIARY ON
    DELIVERABLES ................................................................................. 22

ANNEX 4- PROPOSED BANNER ................................................................... 24

II.   FINANCIAL PART ............................................................................... 25

ANNEX 1: INDICATIVE INCIDENTAL BUDGET BREAKDOWN ........................... 26
               Revised Inception Report | July 2012

               Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
               among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




EXECUTIVE SUMMARY

ECIC Holdings has requested assistance from the 10th EDF funded ACP Business
Climate Facility (BizClim) to empower key stakeholders in undertaking business
environment reforms and creating more favourable business and investment
conditions in Eastern Caribbean, through maintaining the safety of depositors’
funds in OECS indigenous banks, improving shareholder value and enhancing the
contribution of the banks to the economic development of the OECS. The result
of this collaboration is the launch of a project entitled: “Enhancing financial
services in the Eastern Caribbean through the consolidation of synergies among
indigenous banks- Expertise”.

The outcome of this project will be the production of a diagnostic study based on
the review of current available documentation on banks in the OECS region, as
well as meetings with bank officials and other stakeholders in the region.

A 2-day validation workshop will be organised at the end of the study. The
workshop will constitute the platform which will allow the technical team of
experts hired for the implementation of this assignment to present and discuss
their findings and create awareness among the various stakeholders who will
attend the event.

A coordination meeting between the beneficiary, HCL Consultants, the Event
organiser and the Team Leader took place on 2nd July 2012 in Saint Kitts and
follow up action is being undertaken since then. Following discussions with the
beneficiary (ECIC Holdings), the 2-day workshop for 30(out of which 25 are
sponsored) senior-level decision makers is provisionally scheduled to take
place on either Friday 7th or 14th September, or Monday 10th September at the
ECCB premises in St Kitts. The workshop will be private, limited to central bank
and the indigenous banks' CEOs and Chairmen and government. It should be
noted that due to the sensitive nature of the material to be discussed in the
workshop, there is no need for elaborate publicity. The date and place are yet to
be firmly confirmed following feedback from the Governor of the ECCB.

The following inception report provides a detailed overview of the logistical
implementation of the 2-day validation workshop, which will be carried out in
close cooperation with the technical expertise hired for the preparation of the
diagnostic study and with the guidance of both the beneficiary and the ACP
Business Climate Facility (BizClim).

The report is divided into two sections: i) technical part and ii) financial part.
The technical part contains:
      the Consultant’s methodological approach
      an indicative activity plan and a tentative workplan

The financial part will include an indicative budget breakdown of the incidental
part of the budget.




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               Revised Inception Report | July 2012

               Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
               among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




  I.     TECHNICAL PART

   1. Introduction

The main purpose of this project is to empower stakeholders to undertake
business environment reforms and create better business and investment
conditions in Eastern Caribbean, through maintaining the safety depositors’ funds
in OECS indigenous banks, improving shareholder value and enhancing the
contribution of the banks to the economic development of the OECS. Success will
be measured by how much the indigenous banking sector is equipped to better
serve the needs of the OECS economies. The findings and results of these
activities will be presented and discussed during a 2-day validation
workshop.

The following draft inception report presents HCL’s methodological approach for
the implementation of the validation workshop, in the context of this project and
outlines any issues the Consultant is currently faced with and possible ways of
addressing them.

An indicative activity plan for specific workshop logistics, a broad work plan
tentative schedule and an indicative budget breakdown are presented as annexes
of the report.

Following the signature of the project’s contract on the 21st of May, HCL
proposed to hold a first coordination tele-conference for discussion of the
logistical aspects of the project. However, it was decided that this discussion
should be better held once the first inception field visit of the technical team of
experts is concluded. This meeting was held on the 2nd of July 2012 between the
beneficiary, HCL Consultants, the Event organiser and the Team Leader.

It must be noted that the present inception report is revised following the
coordination meeting held at St Kitts and feedback received from the beneficiary.
It is subject to further changes which are expected following the comments
received and final approval from the beneficiary (ECIC Holdings) and the ACP
Business Climate Facility (BizClim) PMU.

   2. Methodological approach

The Consultant appreciates that the success of the project depends on a smooth
and coordinated communication between all stakeholders (i.e. the experts in
charge of the diagnostic study, the event organiser, the beneficiary and the PMU)
throughout the project implementation.

In addition, HCL is very well placed given that it is also the Contractor of the
Expertise Contract. HCL Consultants backstopping staff will maintain close
contact throughout the project with all project stakeholders and with the experts
of the study. The Event organiser is proficient at executing similar exercises as
demonstrated by the last project for this beneficiary, where she worked with the
current team leader and delivered in a rather efficient and effective manner. The
Event organiser is already in contact with the technical team of experts.



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                Revised Inception Report | July 2012

                Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
                among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




The methodology will be based on best practices and on HCL’s successful past
experience as Contractor for similar tasks.

As per the ToRs, the expected results are the following:

Result 1: Key stakeholders from indigenous banks in the OECS, Eastern
Caribbean Central Bank, as well as Depositors and Shareholders of participating
banks, OECS Governments, Caribbean Development Bank are gathered to attend
the stakeholder workshop.

Result 2: organisation of an engagement and validation workshop to present
and discuss on the study outcome, creating awareness among stakeholders.

HCL’s Project Manager, Ms Emilia Skourla travelled to St Kitts during the
inception field phase of the technical team. HCL’s presence in St Kitts provided
an excellent opportunity to hold the coordination meeting for the validation
workshop together with the beneficiary and the Event Organiser, Dr. Christine
Walwyn, who is also based in St Kitts. The coordination meeting was held on the
2nd of July 2012.

During the meeting, priority issues such as setting the actual date and location of
the validation workshop was treated with priority. Moreover, the appropriateness
of Dominica to hold the 2- day validation workshop was discussed, as there were
some thoughts that it might not be the best location to organise the event.
Indeed, the following considerations were taken into account:

      The distance of the airport (Approximately 2 hours in rough terrain)
      Limited amount of conference facilities on island
      Limited regional flights (more than 1 stop for most connections)
      No direct international flights

Saint Lucia and Antigua were initially considered as alternative and more
convenient locations to hold the 2-day workshop. However, while in St. Kitts, a
meeting was held with Sir Dwight Venner, the Governor of the Eastern Caribbean
Central Bank, and he along with Sir Edmund Lawrence, Chairman of the ECIC,
discussed the option of holding the event in St. Kitts at the ECCB premises. The
thinking is that having such a meeting at head office would immediately serve to
give automatic prestige to the event. Additionally, the attendees of the
conference are already accustomed to travelling to Head Office in St. Kitts, so
this would not be a deterrent in anyway.

The 7th, 10th and 14th of September 2012 were proposed as the most convenient
dates to hold the workshop, with a preference for the 10th of September. The
final confirmation on the exact date and venue to have the event, is subject to
feedback from the Governor of ECCB.

BizClim should advice whether the original ToR of the project should be revised
in order to include the change of the location of the workshop.




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              Revised Inception Report | July 2012

              Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
              among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




The aforementioned results and how we will achieve them are contained in our
methodological approach below which is divided into three sections:

      Pre-Conference Tasks
      Running of the Workshops and
      Post-Conference Tasks




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               Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
               among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




   2.1   PRE-CONFERENCE TASKS

Pre-Conference tasks will be divided into three                          phases:       Research        and
Organisation, Participant Management and Field phase

RESEARCH & ORGANISATION


Set up internal communication channels: for the smooth implementation of the
assignment, it is deemed necessary that the Event organiser and when required
HCL Consultant backstopping staff- will maintain close contact throughout the
project with the beneficiary, BizClim and the technical team of experts of the
expertise contract.

Decisions such as final confirmation of the dates to hold the event should be
reached as soon as possible so that workshop material and hotels/catering
arrangements may be proposed and finally selected accordingly. It is important
to note that these decisions should be reached and approved early on. While
setting the date, the Consultant and beneficiary should have in mind that the
event should not clash with any other regional or national event which will
impede the organisation of the event.

The event organiser appointed to undertake this assignment is Dr. Christine
Walwyn who is based in St Kitts & Nevis., Dr. Walwyn has already identified and
got tentative quotes for the following: printing facility providers, audio-visual
equipment providers, catering providers, hostesses, secretaries (for detailed
transcript of proceedings), florists, suitable hotels and rates Based upon the
latest information, the St. Kitts Marriott Resort is being looked at as the possible
venue for accommodation at the rate of US$121 plus 24.5% taxes making a total
of US$150.65 which would include room and breakfast. We were also able to
negotiate a meeting rate of US$45.00 per person which would include lunch, two
breaks, meeting rooms, LCD projector, podium and microphone. The rates for
the meeting are being sought from the St. Kitts Marriott Resort as an alternative
in case the event in not hosted at the premises of the ECCB.

HCL has already started designing together with HCL’s in house graphic designer
the workshop’s visual identity (workshop logo, organisation logos to be included,
colors/graphics theme, banners, badges, conference kits, invitation lay out) in
accordance with BizClim’s visibility guidelines. A proposal for the visual identity
of the banner is included in Annex 3.

Website design: The beneficiary has indicated that there will not be a need for
a website. It was pointed out that due to the sensitive nature of the items to be
discussed, this information should not be put out to the public arena. All
workshop material (i.e. concept paper, agenda and other background docs) as
well as relevant docs for dissemination (i.e. summary of proceedings and action
plan) should be done via e-mail and where applicable, in hard copy at the
workshop. In addition, registration and confirmation of participants should also
be done electronically through email communication and continuous follow up.




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                Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
                among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




The Consultant will identify and mobilise a DVD production team. The lay-out and
general structure of the DVD will be decided following feedback from the
beneficiary and BizClim.

Preparation of Conference material: the technical team of experts will be
responsible for drafting a concept note, invitations and agenda in close
cooperation with the beneficiary. Before dissemination the content of the
material has to be approved by the beneficiary and BizClim.

Preparation of promotional material: promotional material will be based on
the visual identity approved by the PMU and will include banners, a communiqué,
summary of proceedings, leaflets, presentations. Should the PMU and/or the
beneficiary wish to develop further promotional material they should inform the
Consultant in advance, allowing sufficient time for preparation, approval and
production.

The event kits should include the following documents which will be in
accordance with the EU’s visibility guidelines:

      Final agenda
      Concept note
      Logistics info
      Background   documents,     technical   papers    and    other    relevant
       documentation provided by the EC, the Beneficiary, the experts or BizClim
      A presentation of the beneficiary (if required)
      A presentation of BizClim (if required)

Documents will not be printed before receiving authorisation from BizClim
PMU.

PARTICIPANT MANAGEMENT

      According to the ToR the 2-day validation workshop will gather up to 30
       regional participants out of which 25 resource persons will be sponsored.
      Preparing the list of participants: Following confirmation received from
       BizClim the list will be prepared by the Consultant in close collaboration
       with the beneficiary and should be approved by BizClim. The approved list
       will be transmitted by the PMU as the official list.
      The list of participants should be issued at least 1 month in advance of the
       event and preferably 1.5 months prior the event. Based on this list,
       invitations will be sent out by emailWhile sending invitation letters to the
       participants, the following documents will also be attached: i) logistical
       note for participants about travel, daily allowances modalities, hotel
       reservation, the address of the conference venue and transportation
       organisation; ii) information on visa included on the logistical note (when
       needed) iii) if possible the first draft of the event agenda iv) concept
       note



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                 Revised Inception Report | July 2012

                 Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
                 among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




        Supporting participants in getting their visa: the participants will be senior
         officials coming from the Caribbean region. Therefore, there will be no
         need for visa arrangements and assistance.
        A regular follow-up of communications will be carried out in order to
         ensure that the required number of participants is reached. Final
         participant lists and possible replacements will then be consolidated.
        Based on the participant’s list, travel and accommodation will be
         booked by the Event Organiser as well as airport pick-up if required. Flight
         booking will be done in Economy class most direct route.
        The beneficiary will be regularly updated on the number of confirmations
         received. The beneficiary should provide the Consultant with alternative
         participants’ names in case of non-attendance.


FIELD PHASE


This phase concerns the time in the field prior to the 2-day validation workshop.
We suggest that both the event organiser and HCL should be present in the field
at least 3 days prior to the workshop in order to ensure the success of the event
and allow sufficient time for fine-tuning, venue set-up etc.

During this phase, the final details will be arranged and checked (catering,
accommodation, airport shuttles, venue lay-out and preparation, preparation of
conference kits, printing of required documents, set-up of banners etc). A. The
audio-visual recording equipment will be set-up and a coordination meeting will
be organised on the eve of the event to ensure that all necessary logistic
arrangements are in place.

   2.2      RUNNING OF THE WORKSHOPS
        The event organiser will ensure the smooth running of each event: This
         involves participant registration on each morning of the event (2 days),
         signing of attendance lists, distribution, of conference kits and badges,
         overseeing of catering activities (morning coffee, coffee breaks am and
         pm, lunch and cocktail (day 1) and coordination of hostesses (welcome,
         badge distribution, passing round the microphone, etc.).
        Speakers and moderator coordination: the moderator will keep track of
         the duration of the sessions. He will make sure that the speakers are set
         up prior to the workshop, know their speaking order and have provided
         the organisers with their power point presentation, if any.
        Interviews of key stakeholders will be carried out throughout the workshop
         (this point to be confirmed). The DVD production team will be involved in
         this activity. The photographer will be on hand to produce the official
         photographer with all participants on the first day and will take random
         shots throughout the period with emphasis on key events like the
         presenters and reception.
        Based on the Consultant’s experience, the per diem (for which, according
         to the ToR only sponsored participants attending the event and who spend


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              Revised Inception Report | July 2012

              Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
              among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




      the night out of their duty location will be eligible) will be distributed to
      eligible sponsored participants on the last day of the event (unless they
      leave earlier) on venue premises. This will ensure full attendance of the
      event, rather than just the first day. The per diem will be distributed in
      exchange of photocopy of ID and signature of per diem receipt (prepared
      in advance by the Consultant). Boarding passes will also be gathered at
      this point (the participant will have been instructed to bring all these
      documents in the instructions sheet included in his/her invitation).
     Organise press conference and media coverage: The beneficiary is of the
      view that a press conference and media coverage would not be necessary
      at this point given the sensitive nature of the technical project. An
      announcement would be made that the event would have taken place, but
      exact details would not be given until sometime later when the
      stakeholders would have been given the opportunity to review and give
      additional feedback.

2.3      POST EVENT

The post-event follow-up activities for the event will include the following:

     The summary of proceedings and action plan (drafted by the technical
      team and approved by PMU and beneficiary) will be disseminated by the
      Consultant (HCL) to all the attendees of the workshop. According to the
      beneficiary, translation of these two outputs in French will not be required
      for ECIC purposes. BizClim should advice whether the documents should
      be translated in French anyway.
     A high quality and precise communiqué will be produced to be used as a
      marketing and educational tool to be shared with key stakeholders to
      garner buy-in for the project.
     Touch up-final documents: update the participants’ list
     The questionnaire evaluation: the expert will analyse the evaluation forms
      distributed to the participants. The exact format of the evaluation form will
      be agreed with the PMU.
     The website, if agreed upon, will also be updated with media coverage,
      summary of proceedings and any other information of relevance/
      importance.
     Produce a video aiming at disseminating the information about the
      conference and the project through key messages given by key
      stakeholders during the interviews. The video’s length will be less than 10
      minutes and will be circulated to specific participants, in a controlled way,
      following instructions from the beneficiary.
     Draft final report: the Final report will summarise all activities carried out
      in the course of the project, all outputs completed, the results achieved,
      any gaps between the specifications as per the ToR and final results
      achieved. A section on “budget consumption” and “lessons learnt” will be
      also included. The report should be in English. The timing of its submission
      should be confirmed with both the PMU and the beneficiary.


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            Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
            among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




3. Other key issues
   The Team Leader together with Sir Edmund Lawrence will visit during the
    second half of August each Eastern Caribbean indigenous bank and discuss
    with the board of directors the ideas and suggestions which will be
    presented in the study aiming to attain the maximum consensus possible
    about consolidation through synergy options.
    We would like to suggest Sir Edmund Lawrence to be nominated as
    facilitator during the workshop preparation phase and therefore fund his
    flight and accommodation costs under the Workshop contract. An
    estimation of these costs is included in the tentative incidental budget
    breakdown which is presented as Annex 1 in the financial part of the
    report. It should be noted, that these costs will not affect the current
    overall budget of the workshop contract.
   As mentioned above, the first half of September was identified as the most
    convenient time period to hold the 2-day workshop. Potential dates are the
    7th, 10th and 14th of September, with a preference for the 10th of
    September. However, if we have the workshop any of these dates, we will
    need at least 1 month in order to produce the required post-event
    deliverables (i.e. preparation and approval of final report, editing and
    approval of summary of proceedings and action plan, production and
    approval of video and DVD), which will take us after the end of the 21st of
    September (closure date of the contract). In light of these considerations,
    could you please clarify whether all deliverables and dissemination
    material should be completed within the timeframe of the contract or is it
    sufficient to have draft reports (of administrative nature) and invoices
    prepared and issued by the end of the contract which is the 21st of
    September?
   Approval of documents: a prompt feedback will be needed from the
    PMU and the beneficiary regarding approval of outputs for this contract. A
    suggested time frame for approval of reports and material is included in
    the indicative schedule in Annex 2 of this report.
   Creation of a website: as mentioned above, due to the sensitive nature
    of the project, the information of the material to be produced should
    preferably not be published on a public area. The beneficiary prefers that
    all the material relevant to the workshop to be send via email to specific
    stakeholders.
   Registration of participants: email, fax and telephone should be used in
    order to ensure no fallouts.
   List of Key Speakers: this list should                    be agreed upon as soon as
    possible. Potential speakers should be                    notified the soonest, since
    knowledgeable and experienced speakers                   will ensure the motivation of
    participants and therefore contribute to the             success of the workshop
   List of invitees: According to the ToR a maximum of 30 participants is
    allowed to attend the workshop. Based on our previous experience, we
    suggest to identify 45-50 invitees- 30 of those as priority invitees. Then
    based on confirmations, replacement invitees will be invited as necessary,
    in order to ensure that the required number of participants is secured.

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            Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
            among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




   Number of workshop participants: According to the ToR the 2-day
    validation workshop should gather up to 30 participants. However, the
    number of participants is to be differentiated from the number of
    attendants. Persons attending the workshop who do not count as
    participants include the team of experts (technical and logistics), the
    beneficiary and support staff to name a few. These persons should be
    included in the provisions for badges, conference kits, catering etc.
    Therefore the budget will include these items x 40 persons, rather than x
    30, as long as the extra cost stay within the budget limits.
   PMU/beneficiary promotional material: if required, the Consultant will
    need any promotional material (leaflets, information packs, banners etc)
    from both the PMU and the beneficiary sufficiently in advance to be
    included in the event kits and venue set-up. These should be preferably
    couriered directly to the venue by the PMU/beneficiary.
   Considering that most participants will be coming from predominantly
    English speaking countries, it has been confirmed by the Beneficiary that
    interpretation services would not be needed. Moreover, translation of the
    dissemination material (i.e. invitations, agenda, concept note, summary of
    proceedings, action plan) is not required by the beneficiary, since this
    material is proposed to be circulated to specific and identified stakeholders
    in the Caribbean region.
   Number of copies for the dissemination material: the number of
    copies should be clarified by the beneficiary and BizClim
   Communication expert: Given the nature of the material to be discussed
    in the workshop, there is no need for elaborate publicity. The Event
    organiser will ensure that the appropriate release and signage is prepared
    to announce the workshop and will ensure that the appropriate visibility is
    given in keeping with the security issues in the banking community.




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            Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
            Validation Workshop| 10 ACP RPR 15 - TD12040-070




  ANNEX 1 – INDICATIVE WORKPLAN


  Date                      Task                                                       Description                                  # of Days
June 2012           Pre-Event Tasks                                        Research and Organisation                                   5
                                                   Inquiry at hotels
                                                   Estimates from support services
                                                   Inception report
  July             Pre- Event Tasks                                        Research and Organisation                                   5
                                                   Confirm conference facility
                                                   Contracts with local services
                                                   Website and registration facilities- (if required)
 August             Pre-Event Tasks                                         Participants’ Management                                   10
                                                   Sending out invitations
                                                   Registration
                                                   Confirmations
                                                   Booking air travel
                                                   Hotel registrations
                                                   Event kit
                                                   Promotional material
September           Pre-Event Tasks                                                    Field Phase                                     3
                                                   Finalisation of Arrangements
                                                   Airport meet and greet
                                                   Hotel receptions
September               Workshop                                              Running the workshop                                     2


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            Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
            Validation Workshop| 10 ACP RPR 15 - TD12040-070




   Date                     Task                                                       Description                                  # of Days
                                                   Daily registration
                                                   Catering coordination
                                                   Meeting management
                                                   Interviews
                                                   Evaluations
September      Post-Event Tasks                    Update Website- (if required)                                                       1
September      Post-Event Tasks                    Gather invoices/receipts                                                            2
September      Post-Event Tasks                    Produce documentation                                                               1
September      Post-Event Tasks                    Final report                                                                        1
Total No. of working days                                                                                                              30




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                   Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
                   Validation Workshop| 10 ACP RPR 15 - TD12040-070




        ANNEX 2 – INDICATIVE ACTIVITY PLAN




TASK/ OUTPUT/ EVENT                                                    TEAM/                           PERSON         INDICATIVE DEADLINE
                                                                       RESPONSIBLE
Inception coordination meeting/discussion                              Event       Organiser,                HCL,     02 July 2012 – (As agreed, it took place after
                                                                       beneficiary, BizClim                           completion of the 1st field visit of the technical
                                                                                                                      team of experts)
1st Draft Inception Report                                             Event organizer and HCL                        21 June 2012
Revised Draft Inception Report                                         Event organizer and HCL                        13 July 2012- (It should take place after
                                                                                                                      completion of the 1st field visit of the technical
                                                                                                                      team)
Country and Venue decision for the 2 day                               Beneficiary                                    St Kitts at the ECCB premises or alternatively
validation workshop                                                                                                   at Marriott Hotel
Comments/      Approval          of     revised      Inception         BizClim and beneficiary                        1 week after submission of the revised report
Report
Visual identity (workshop logo, logos to be                            Logistics (HCL)                                10 days after the coordination meeting takes
included, banner)                                                                                                     place
Draft Agenda submission                                                Technical Team                                 Beginning-mid July 2012
Draft Concept note submission presenting the                           Technical Team                                 Mid-July 2012
Workshop
Comments/ Approval of Workshop Agenda                                  Beneficiary and BizClim                        1 week after submission- to be confirmed
Comments/ Approval of visual identity                                  Beneficiary and BizClim                        1 week after submission- to be confirmed
Comments/Approval of Draft Concept note                                Beneficiary and BizClim                        1 week after submission- to be confirmed
List of key note speakers / moderators                                 Beneficiary – technical team                   Mid July 2012
List of invitees                                                       Beneficiary – technical team                   Mid July 2012
Draft   of   invitations          and      submission          for     Technical team- beneficiary- HCL               End July 2012


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               Revised Inception Report | July 2012

               Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
               Validation Workshop| 10 ACP RPR 15 - TD12040-070




TASK/ OUTPUT/ EVENT                                                TEAM/                           PERSON         INDICATIVE DEADLINE
                                                                   RESPONSIBLE
approval
Website launch (with respective concept                            Event Organiser/HCL                            Beginning of August 2012- (if required)
papers, key note speakers’ bios and all
relevant docs uploaded, as well as online
registration system)- to be confirmed
Comments/ Approval of key note speakers to                         Beneficiary and BizClim                        1 week after submission
be invited
Comments/ Approval             of    list    of     invitees       Beneficiary and BizClim                        1 week after submission
(national and regional)
Comments/ Approval of invitations                                  Beneficiary and BizClim                        1 week after submission
Invitation dissemination to key note speakers/                     Event Organiser                                1 month before the event (the latest)- if
moderators                                                                                                        required
Dissemination of invitations (national and                         Event Organiser                                1 month before the event (the latest)
regional invitees, excluding key note speakers)
Key note speakers’ short bio draft – if required                   Logistics (HCL)                                2 weeks before the event – if required
Event kits submission for approval                                 Logistics (HCL)                                End July 2012
Comments/ Approval of event kits                                   BizClim and beneficiary                        1 week after submission
Invitation of media – (if required)                                Event Organiser                                1 week before the event –(if required)
Publication of concept papers and all docs                         Logistics (HCL)                                End August 2012
relevant to the workshop
Communiqué publication                                             Event Organiser                                A week before the event




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               Revised Inception Report | July 2012

               Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
               Validation Workshop| 10 ACP RPR 15 - TD12040-070




DURING THE VALIDATION WORKSHOP


TASK/ OUTPUT/ EVENT                                                 TEAM/                           PERSON           DEADLINE
                                                                    RESPONSIBLE

Ensure all logistics in relation to the Event                       Event Organiser/ HCL                           On the day of the event- date t.b.c.

Provide assistance to participants: welcoming,                      Event     Organiser                 /HCL/      On the day of the event- date t.b.c.
distributing badges, registration etc.                              Hostesses
Provide ad hoc on the ground actions:                               Event     Organiser/                 HCL/      On the day of the event- date t.b.c.
disseminate and recuperate evaluation forms,                        Hostesses
sessions coordination, microphones, catering
etc.
Facilitate the participation of Key note speakers                   Moderator                                      On the day of the event- date t.b.c.
and moderators




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              Revised Inception Report | July 2012

              Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
              Validation Workshop| 10 ACP RPR 15 - TD12040-070




POST WORKSHOP


TASK/ OUTPUT/ EVENT                                               TEAM/ PERSON RESPONSIBLE                        DEADLINE

Communiqué publication                                            Event Organiser                                 Right after the workshop

Website update following the workshop- (if                        Event Organiser                                 Continuous update following the end of the
required)                                                                                                         event- (if required)

Draft summary of proceedings and action plan                      Study Team                                      10 days after the workshop- to be confirmed
draft submission
Logistics draft report submission for approval                    Event Organiser/HCL
                                                                                                                  2 weeks after the event- to be confirmed
Comments/     approval    of            Summary             of    BizClim and beneficiary                         1 week after submission
Proceedings and action plan
Comments/ Approval Logistics Final Report                         BizClim and beneficiary                         1 week after submission
Summary of proceedings translation and action                     Logistics (HCL)                                 15 days after approval- if required
plan – (if required)
Summary of proceedings dissemination                              Event organizer                                 Deadline to be confirmed- if required
Design, Editing and Dissemination of other                        Event Organiser/ HCL                            To be confirmed
material




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                 Revised Inception Report | July 2012

                 Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
                 Validation Workshop| 10 ACP RPR 15 - TD12040-070




       ANNEX 3- FEEDBACK RECEIVED FROM THE BENEFICIARY ON DELIVERABLES

The table below presents the feedback received from the beneficiary on a variety of issues related to the implementation of
the workshop


              Activities                            Required              Not required                                              Comments



The workshop will be a 2-day event                       √                                     We can have all speeches, presentations, etc on the first morning; then
                                                                                               a working session in the afternoon – probably involving some group
                                                                                               work; followed by a final plenary and conclusions the next day.


Include a presentation         of    ECIC                √                                     Hard copies of all documents sent in advance by e-mail.
Holdings in the Event Kit


Set – up a Website to post concept                                               √             Will be done via e-mail and in hard copy at workshop.
paper,     agenda      and      other
background      docs.   Upload     all
relevant docs for dissemination and
use it also as an online registration
system



If a website is after all required,                                              √             See above
please advise where it should be
hosted



Press Release/Communiqué?                                √                                     Communique to be circulated to specific and identified stakeholders –
                                                                                               not for public consumption




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                Revised Inception Report | July 2012

                Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
                Validation Workshop| 10 ACP RPR 15 - TD12040-070




Press Conference at the end of the                                              √             We are unlikely to have gotten to a point for a press conference after
2nd day of the event                                                                          this first workshop.



Photographer                                            √



Production of a DVD from the event                      √                                     For circulation to specific and identified stakeholders



Upload DVD on the website                                                       √



Organisation of a Cocktail                              √                                     On the evening of the first day.          The hotel is an alternative (and
                                                                                              probably preferable) location.


Translation   of    the documents                                               √             Not required for ECIC purposes
produced      after the event in
French(summary of proceedings
and plan of action)



Disseminate      summary       of                       √                                     Sent via email ONLY to specific and identified stakeholders.
proceedings and plan of action to
the participants




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      Revised Inception Report | July 2012

      Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
      Validation Workshop| 10 ACP RPR 15 - TD12040-070




ANNEX 4- PROPOSED BANNER




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               Revised Inception Report | July 2012

               Enhancing financial services in the Eastern Caribbean through the consolidation of synergies
               among indigenous banks - Validation Workshop| 10 ACP RPR 15 - TD12040-070




  II.    FINANCIAL PART

The financial part of the report consists of the indicative budget breakdown of the
incidental part of the budget along with its summary- annex 1. Prices are
estimated based on the ToRs. All quotations for material are indicative based on
the specifications assumptions for each case. All products and services are
subject to deadlines for ordering or booking, which are imposed by third parties
and therefore, should be taken into account. The total amount for incidental
expenditure as defined in the ToR and the approved budget included in our offer
is 89,000 €.




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           Revised Inception Report | July 2012

           Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
           Validation Workshop| 10 ACP RPR 15 - TD12040-070



ANNEX 1: INDICATIVE INCIDENTAL BUDGET BREAKDOWN


    Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks-
                                                     Validation Workshop

                                                    Type of contract: fee based

                                                     2. Reimbursable costs in €
Organisation of workshop (30 participants)                                                       Unit              Unit    Quantity Total
                                                                                                                   Cost
Costs for the facilitator for the workshop preparation phase- to be confirmed                    Max.                5500         1  5500
Regional Travels (25 sponsored participants)                                                     Average per           400      25 10000
                                                                                                 trip
Carbon offsetting                                                                                                       5%         10,000     500
Per diem (average 3 nights) for participants                                                     Night                 192             75   14400
Rent Venue (to be confirmed) & audio-visual equipment & technical equipment                      2-day                2000              2    4000

Refreshments, coffee breaks, lunch for 2 days (40 persons)                                       /person                 40           80    3200
Cocktail (day 1) for 40 persons                                                                  /person                 40           40    1600
Editing, Printing and dissemination costs ( Action Plan, Proceedings,                            Max.                 7,000            1    7,000
Dissemination, etc)
Conference Kits, Badges & Preparation (inc. banners, website, etc)                               Max.                5000              1  5000
Photo and Video production and post-production                                                   Max.               10,000             1 10,000
Communications (telephone, fax, correspondence)                                                                                             500
Translation Costs - to be confirmed                                                                                                      10,000
backstopping services (hostesses, PR, flower arrangements)                                                                                1,500
TOTAL Reimbursable Cost in €                                                                                                             73,200
Maximum Reimbursable Cost in €                                                                                                           89,000
Revised Inception Report | July 2012

Enhancing financial services in the Eastern Caribbean through the consolidation of synergies among indigenous banks –
Validation Workshop| 10 ACP RPR 15 - TD12040-070

								
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