Annual Football Tournament for College Students in Qatar

Request for Proposal to Organize an Annual Football Tournament for College Students in Qatar

In the recent past, games including football have gained prominence in post-secondary institutions in Qatar. As one way of building awareness about the challenges that college students face and viable solutions to the same, this institution wishes to invite proposals from credible and competent entities to engage all students actively in a football tournament. The settings will encourage information sharing regarding the social, economic, and psychological issues that both local and international students struggle with. In addition, the interaction will allow for the initiation of lasting relationships that are essential for strengthening the social network of the students.

It is widely agreed that in addition to encouraging socialization and information sharing, sports provide college students with a chance to build self-confidence. In addition, it enables them to overcome discriminatory norms that prevent them from engaging in meaningful recreational activities. Thus, this institution solicits proposals from competent and willing bodies to organize the football tournament for the college students in Qatar. The implementation of this project will occur in two phases; the first phase will comprise planning and implementation while the second phase will entail supervision and management of the tournament. The tournament will involve six male teams and four female teams. These will be drawn from the two local universities and eight foreign campuses.


The goal of this assignment is to successfully organize a football tournament that:

  • Targets post-college students of Qatar
  • Collaborates with tournament officials and builds their capacities with respect to effective modes of communication amongst this facet of the population
  • Provides benefiting recreational activities for college students
  • Educates college students about the challenges they face and sustainable intervention measures
  • Partners with important stakeholders such as the media in raising awareness about the challenges

Scope of Work

Specifically, the contractor will perform the following responsibilities:

  • Train tournament officials and media personalities about effective methods of communicating important information
  • Undertake live broadcast of finals of the game through local radio stations
  • Provide uniforms and trophies for the winning teams
  • Undertake eligibility tests to determine the teams that qualify for participation in the tournament
  • Plan for the matches by identifying the time as well as venues that they occur
  • Invite various stakeholders whose contributions enhance the attainment of the goals of the tournament
  • Establish and maintain mutually benefiting strong relationships with support groups, public officials, and business entities and liaise with interested bodies and entities for sponsorship
  • Mobilize partnering bodies to provide materials and relevant resources
  • Assume oversight roles including maintenance of grounds, providing equipment, providing medical facilities, refereeing, undertaking dialogue, drama, and video activities especially during half time in an effort to involve the entire crowd, and so forth
  • Provide t-shirts to participating teams
  • Create, produce and present effective multimedia campaigns that support the tournament. These may include internet communications, video presentations, printing services, and graphic design amongst others.
  • Create marketing brochures and distribute informative printed materials during and after the event.
  • Provide technical expertise and technological tools that will be able to relay important messages regarding college challenges and coping strategies to the students
  • Provide any other additional public relations services as will be requested by the institution from time to time during the project.

Customer Requirements

The contractor needs to be knowledgeable about the job at hand. In this regard, s/he should have sufficient professional as well as technical expertise. The staff should have relevant expertise, knowledge, and experience in their respective fields of specifications. For instance, media individuals should have relevant experience that enables them to handle equipment effectively and relay important messages regarding viable coping strategies with ease. Fundamentally, the contractor’s experience should involve professionals in governmental processes, multicultural marketing, state relations, and community development.

Quality in this context is defined by the ability to perform relevant tasks effectively and within the specified period of time. Since the project requires contributions from different stakeholders, the contractor should exercise responsiveness to the cultural needs of diverse groups. This prevents conflicts that compromise effective performance. Then, successful proposers should demonstrate strong interpersonal skills at all levels. Thus, they must always cooperate with all stakeholders in an effort to fulfill the goals and objectives of the project. Contractors should be conversant with the Muslim culture and align its operations to its values and virtues. Further, s/he should be conversant with research methods such as data collection because the tasks require them to conduct preliminary research.


Before the tournament, the contractor will undertake primary research to identify the deserving team and present detailed information regarding this to the institution. Regular comprehensive reports should be submitted at different levels and should underscore the progress of each match. After the final match and completion of the project, the contractor should submit a final report within one month. Among other things, the final document should provide vital information regarding the successes and challenges of the project. Further, it should offer useful recommendations that future projects can benefit from. The contractor will also maintain public relations in support of the institution and its initiatives.

Type of Contract

This contract will be for a fixed cost for the entire assignment that the proposer accepts to execute.

Content and Format of the Proposal

In addition to being prepared and presented in the English language, the proposal should be comprehensive enough to cover the entire service. The organization will reject all proposals that cover only part of the expectations. In this respect, it is important for the contractor to review the forms, terms, and instructions accordingly. The organization will be willing to clarify any ambiguities that may undermine understanding of the offer. Its procuring department will commit to responding to all inquiries in writing and ensuring that the contractor receives the same. Once the contractor submits information to the institution, the respective information will be considered the institution’s property. In addition, the proposer will assume the entire costs as well as risks of preparing and presenting the proposal to this institution. Thus, the institution will not incur the cost of any liabilities that might accrue during the preparation, negotiation, and presentation of the project.

The proposing firm should provide background information regarding its qualifications. In this respect, it should explain its knowledge of aspects pertaining to the organization and management of football tournaments. Furthermore, it should provide credible information pertaining to the managerial and financial capability of the firm. Besides catalogs, important information may entail human resources reports and financial statements.

The proposers should underscore the approaches that they would use to undertake the project. Specifically, they should include information pertaining to the tasks of the project and ways through which each of them would be accomplished. Proposals should include the details of the staff that they wish to employ. Besides providing their resumes, they should highlight their experiences in their respective fields of specifications. This segment of the proposal should also outline specific tasks that each team member will undertake and the general structure of the team. Further, all proposals should provide factual information regarding the experience of the proposer. In this respect, proposers should furnish the institution with details about similar projects that they have undertaken in the recent past. To ensure accreditation, they should provide details of the clients including telephone numbers, names, and addresses.

The proposer should put particular emphasis on important aspects of clarity, responsiveness, and completeness. Besides the hard copy requirement, the proposer needs to make electronic submissions to the provided email address. It will be unnecessary to include graphic representations in electronic responses. Essentially, these should be purely in text form and should not incorporate pictorial or photographic information. All supporting information should be presented in printed form and not electronically.

Proposers should include supporting pre-printed materials as attachments and reference them accordingly. In order to make referencing easy, all sections should be divided using tabs. At the beginning of the proposals, the authors should provide a table of content that should be detailed and consistent with the format of the proposal. In this regard, a table of contents enhances easy reference to both the proposal and the attachments. With reference to pagination, the proposal should number the document sequentially using Arabic numerals.

Moreover, it would be worthwhile for the proposer to include a financial proposal. Essentially, this should provide vital information regarding the costs of the entire assignment. This should include information relating to employee remuneration as well as reimbursable expenses. Proposers should refrain from including any conditions in this part of the proposals. The institution will reject all proposals that contain any form of financial conditions. All proposals will be valid for a period of one hundred days after being submitted to the institution.

Deadline for Receiving the Proposals

All proposals need to be received by the procuring department of this organization to the specified address on or before 27 April 2014. Upon the request and expense of the proposer, the institution will return all the proposals that are received after the due date. The institution will reject late proposals, proposals that are presented solely electronically, and those that are submitted by fax or by telephone.

Evaluation Criteria

During the selection and evaluation session, all contracts that are submitted before the deadline and whose subcontracting plans are duly filled and signed will be opened publicly. After opening and reviewing all the documentation, the institution will select two proposers and invite them for oral presentations. This will be done randomly without modification, clarification, or discussion with the proposers. During these sessions, the institution will refrain from disclosing the content of any proposal to the public. Before the final choice of the contractor is made, proposers will be given a chance to review and revise their proposals. Also, the institution will give all proposers an equal chance to discuss their proposals and make amendments accordingly.

A successful candidate who will probably be chosen by the institution will have submitted an ideal proposal within the given deadline. All proposals will be analyzed by an established team of technical and professional personalities. The selection process will be objective and informed by various aspects including the contents of the proposal. The factors that will inform decision-making in this respect will include financial considerations, the responsiveness of the proposal, the abilities, references, and qualifications of the proposer, and the quality of the services offered in the proposal. With reference to the costs variable, it would be imperative for the proposer to include the entire costs that the institution will incur in the long run. Regarding the responsiveness of the proposal, it is vital for proposers to demonstrate an ability to provide the services as presented in the request for proposal.

In addition, they should provide any other information and data that they consider relevant and which is in the best interest of the institution. During the assessment of the references, abilities, and qualifications of the proposer, the institution will consider aspects pertaining to; demonstration of competencies and experience to provide the requested services; the credibility of references; education level, experiences and qualification of team members; the ability of the proposer to perform tasks within the stipulated period; and awareness of the proposer about the market trends and dynamics of football tournaments.

The evaluating team will begin by reviewing the technical parts of proposals and the recommendations contained therein. This will be completed before they proceed to analyze the financial proposals. During the initial stages of the evaluation, the institution will pay particular emphasis on the responsiveness of the proposals. In this respect, unresponsive proposals will not qualify for technical evaluation. Concerning the financial bids, the evaluating team will have the right to correct any computational errors. At this point, a successful proposer will be the lowest bidder