UNDP/Ukraine: Conceptual Design, Organization and Implementation of Hackathon on ICT Solutions

Deadline: 9-Aug-21

The United Nations Development Programme (UNDP) hereby invites you to submit a Proposal for Conceptual design, organization and implementation of a hackathon on ICT solutions related to local development issues with a focus on community security and social cohesion (Hack for Locals 3.0).

The overall goal of this assignment is to organise a hackathon for at least 100 participants/25 teams (including, but not limited to: development of the event concept, branding, marketing, organising pre-hackathon events, getting the venues and tools ready, as well as providing travel, accommodation and catering services during the pre-hackathon events and final event if necessary) and provide follow-up mentorship support to the winners (e.g. in the form of voucher for mentorship services).

Final Hackathon event should be organised online or in the combined offline-online format following actual quarantine restrictions. Prehackathon events could be implemented either online or offline following actual quarantine restrictions and protocols.

Tasks

Specifically, the Contractor shall implement the following tasks:

Develop the concept, including the event design and promotional materials, informational brief for partners and participants and to provide the full event branding that reflects the views and expectations of the UN RPP (in Ukrainian and English). This requires organising regular preliminary online meetings with the UN RPP specialists. All branding materials and production should be agreed and approved by a responsible UN RPP Communications Specialist. The concept of the event should be gender responsive and inclusive towards the most vulnerable groups (IDPs, minorities, ex-combatants, persons with disabilities etc.).
Ensure relevant partners’ engagement (including national, regional and local government institutions, business and civil society structures) and activities’ coordination in partner’s ecosystem.
Develop and agree with the UN RPP responsible representative a calendar plan for all the activities (pre-hackathon events) necessary for successful and efficient implementation of the final hackathon event.
Announce and promote the event including developing and launch of a standalone website, which provides and gathers all the relevant information about the event (e.g. agenda, announcements, challenges and ideas, information about the event, lists of mentors, organisers, partners, sponsors, participants’ registration etc.) in Ukrainian and English languages. The website must be powered on an open-source CMS (e.g. WordPress, Tilda), all uploaded information (graphics and texts) should be consistent throughout the website (fonts, colour scheme, page-structure etc). The website must adhere to HTML and proper CSS coding standards to facilitate cross browser compatibility. The website should also display correctly in mobile devices running Android and iOS.
In close coordination with the Communications Specialist and respective team, announce the event (Ukrainian language) on UNDP in Ukraine Facebook page by creating event with co-hosting, posting news, announcements and updates about the hackathon, promoting it using Facebook Ads, work with bloggers, IT-specialists, community leaders and/or opinion makers in respective event and contractors Facebook page. In addition, the Contractor must ensure continuous updating of the Facebook event with regard to pre-hackathon activities, key topics and issues raised, the event announcement, reminders about the deadline, contact address for questions and replying to participant enquiries etc.
Ensure broad dissemination of information about the hackathon among the stakeholders, including female participants and the most vulnerable groups representatives.
Provide the relevant management to the event’s preparation and implementation, which includes all the communications and coordination activities with all the necessary stakeholders prior, during and after the event; implementing pre-hackathon activities; participants, moderator and mentors finding and briefing; detailed agenda development and hackathon conducting; evaluation criteria development; work of Selection Committee proper organization, incl. minutes of the Selection Committee preparing; other activities necessary for the successful event organisation.
Provide marketing management to the event, including sufficient marketing efforts done towards:
- gathering more participants (local stakeholders’ outreach);
- spreading the general awareness on the topic and goals of the hackathon (outreach to local, national and crucially international media and stakeholders);
- business engagement for sponsorship and mentorship (where relevant) for the hackathon.
Organise follow-up mentoring for 3-5 best teams:
- to develop their prototypes into a viable product/project during 3 weeks after the end of the hackathon and
- in the process of projects implementation, e.g. in the form of mentorship vouchers (at least three 1 hour online consultations to each of the winning teams).
Find new partners and establish new partnerships with NGOs, private sector companies and relevant IT communities and networks to ensure sustainable development of the projects developed during the hackathon.

Requirements

Administrative Requirements
- Submitted offers will be reviewed on “Pass” or “Fail” basis to determine compliance with the below formal criteria/ requirement/s:
  - Offers must be submitted within the stipulated deadline.
  - Offers must meet required Offer Validity.
  - Offers have been signed by the proper authority.
  - Offers include requested company/organization documentation, including documentation regarding the company/organization’s legal status and registration.
  - Offers must comply with general administrative requirements.
Experience and Qualification Requirements
- The requirements for the organization submitting the proposal:
  - An officially registered legal entity (commercial, non-profit, nongovernmental, public, private entrepreneur etc.).
  - Proven experience in organising and implementation of start-up programmes and/or hackathons “turnkey” basis (including full support to event design, branding, marketing, organisation, implementation and follow up mentoring) both in Ukraine and internationally (at least 5 projects within past 3 years).
  - Proven experience in the development and implementation of hackathons on the specific topics related to e-governance, e-participation, civil society IT solutions, empowerment, community security and social cohesion (at least 5 projects).
  - Number of the success stories (prototypes built and developed into IT products; start-ups initiated) as the follow up of hackathon event (at least 3 proven stories).
  - The project team should include a Team leader and Experts’ Group (at least Marketing specialist and Facilitator) with the necessary competencies and qualifications.