Request for Quotation – IVLP Virtual Meeting Technical Support

Virtual Meeting and Platform Support

Meridian International Center is seeking quotes from individuals to provide virtual meeting and platform support for upcoming virtual International Visitor Leadership Program (IVLP) projects. Funded by the U.S Department of State, Bureau of Education and Cultural Affairs, these programs will be hosted virtually through Zoom and other platforms as needed. IVLP projects include a diverse group of participants from across the globe. All meetings are off-the-record with rare exceptions.

Technical and Functional Requirements

Upon identifying need, Meridian will contract an individual to provide technical support for various projects ranging in dates between January 31st and December 31, 2022. IVLP projects range in length but average between 2 – 4 weeks with maximum 15 meetings. The approximate number of contracted hours will range from minimum of 8 hours to a maximum of 24 hours. Due to the international nature of this work, meetings can range in time to accommodate a variety of time zones.

An individual in this role will be responsible for the following:

  • Attend pre-project meetings to identify specific needs and coordinate with project team.
  • Train interpreter/liaisons and participants on virtual meeting platforms (primarily Zoom).
  • Join all virtual meetings at designated time when program team members are online to meet speaker, address any needed items, and assist with testing technical functionality.
  • Work with interpreter/liaison team to support technical issues raised by participants.
  • Serve as production support for presenters, Q&A, and breakout room management to ensure professional meetings and informal sessions run smoothly based on runs of show.

Deliverable and Timing

The selected individuals will be responsible for submitting the following to Meridian at the conclusion of each IVLP project for which they are contracted:

  • A formal invoice including fixed fees

Fees and Expenses

An individual in this role will be paid an hourly rate for services provided.

Awarding the Quote

Meridian will select individuals on an as-needed basis based on the competitiveness of the quotes provided, availability, as well as past performance. Quote packages should include:

  • Requested hourly rate.
  • Past performance details, including any experience with virtual meeting platforms, Zoom, and interpretation functions on Zoom; online learning platforms such as Canvas; and remote project management.
  • References who may be contacted regarding past relevant performance.

Quotes should be submitted by 5:00 pm Eastern time on Friday, January 21st, 2022, via email to Claire Schafer (cschafer@meridian.org). Selections will be made on an as-needed basis. Any questions regarding the program or RFQ should be submitted to cschafer@meridian.org.

General Terms

General terms for this RFQ are as follows:

  • Your quote must remain valid for a period not less than 90 days after January 21st, 2022.
  • Meridian reserves the right to accept or reject any quotations, cancel the bidding process, and reject all quotations at any time prior to the award of the contract.