Event management coordination and logistics services

Transcription

1 United Nations Population Fund (UNFPA) Address, Kabul, Jalal Abad Road, UNOCA Compound Tel: + Fax: Website: Date: 13/07/2015 Dear Sir/Madam, Request for Proposal (RFP) No. UNFPA/KBL/15/02 We hereby solicit your best technical and financial offer for the supply of the following items/services: Event management coordination and logistics services If you are interested in submitting a bid for these items/services, kindly fill in the attached submission form and submit it in a sealed envelope to the address indicated below not later than 23 rd July 2015, 01:00 pm local time. Through hand delivery or Courier services Please ensure to mark your envelop with the RFP reference number and the words Sealed bid. Attention: Abdul Jalil Kamawi UNFPA Afghanistan County Office, Kabul Jalal Abad Road, UNOCA Compound, Kabul, Afghanistan Please remember, the bid shall consist of two parts: the technical and the financial bid. The technical bid containing the technical specifications for services/products/works and the financial bid containing price information shall be submitted separately in two different sealed envelopes. For questions in regards to the RFP please write to akamawi@unfpa.org Documents comprising the bid: a. Completed and signed Bid Submission Form b. Bidders Identification Form c. Bidder s previous experience and clients d. Technical bid of not more than 20 pages, including documentation to demonstrate that the bidder meets all requirements. The technical bid should be concisely presented and structured to include but not necessarily be limited to the information listed in the ToR. e. Financial bid in a separate sealed envelope Partial bids are not allowed under this RFP. Evaluation of Proposals:

2 A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the technical bids being completed prior to any financial bid being opened and compared. The financial bid will be opened only for those bidders, whose technical bids reach 52.5 points, meeting the requirements for the RFP. The total number of points which a bidder may obtain for technical and financial bids is 100 points. Technical Evaluation The technical bid is evaluated on the basis of its responsiveness to the Terms of Reference shown in the bidding documents and the evaluation criteria. The maximum technical score is 70 points. Financial Evaluation The financial bid will only be evaluated if the technical bid achieves a minimum of 52.5 points. Proposals failing to obtain this minimum threshold will not be eligible for further consideration. The financial bid is evaluated on the basis of its responsiveness to the Price Schedule Form. The maximum number of points for the price bid is 30. This maximum number of points will be allocated to the lowest price. All other proposals will receive points in inverse proportion according to the following formula: Points for the Price Bid of = [Maximum number of points for the Price Bid] x [Lowest price] a Proposal being evaluated [Price of bid being evaluated] Total Score The total score for each bidder will be the weighted sum of the technical score and financial score. The maximum total score is 100 points. Contract Award UNFPA shall award the contract to the bidder who obtains the highest combined score of the technical and price evaluation. Note: Current UNFPA supplier policies apply to this solicitation and can be found at: Attachments: - Bid Submission Form - Bidders Identification Form - Terms of Reference - Technical Bid - Price Schedule Form

3 1. Bid Submission Form Name of Bidder: Contact Person: Title: Address: Telephone Number: Date of Bid: Bid No: Currency of Bid price: Delivery time (days from receipt of order till dispatch): (Note: maximum number of days is: XX days) Expiration of Validity of Bid/Proposal (The bid shall be valid for a period of at least XX months after the Closing date.): Vendor s Comments: I hereby certify that this company, which I am duly authorized to sign for, accepts the General Terms and Conditions of UNFPA and we will abide by this bid/proposal until it expires. We undertake, if our bid/proposal is accepted, to commence and complete delivery of all items in the contract within the time frame stipulated. We understand that you are not bound to accept any bid you may receive and that a bidding contract would result only after final negotiations are concluded on the basis of the technical and price bids proposed. Name and title Date and Place

4 1. Organization 2. Bidders Identification Form Bid No. UNFPA/KBL/15/02 Company/Institution Name Address, City, Country Telephone/FAX Website Date of establishment Legal Representative: Name/Surname/Position Legal structure: natural person/co.ltd, NGO/institution/other (please specify) Organizational Type: Manufacturer, Wholesaler, Trader, Service provider, etc. Areas of expertise of the organization Current Licenses, if any, and permits (with dates, numbers and expiration dates) Years supplying to UN organizations Years supplying to UNFPA Production Capacity Subsidiaries in the region (please indicate names of subsidiaries and addresses, if relevant to the bid) Commercial Representatives in the country: Name/Address/Phone (for international companies only) 2. Quality Assurance Certification

5 International Quality Management System (QMS) List of other ISO certificates or equivalent certificates Presence and characteristics of in-house quality control laboratory (if relevant to bid) 3. Expertise of Staff Total number of staff Number of staff involved in similar supply contracts 4. Client Reference List and letters of recommendations Please provide references of main client details. Name of company Contact person Telephone Contact details of persons that UNFPA may contact for requests for clarification during bid evaluation Name/Surname Telephone Number (direct) address (direct) P.S.: This person must be available during the next two weeks following receipt of bid

6 Event Management Background Annex1 Terms of Reference (TOR) Globally, 2015 is the year where the world is moving on from the Millennium Development Goals to the Sustainable Development Goals (SDGs), and initiatives such as the data revolution and the preparations for the 2020 World Population and Housing Census Programme are taking place. Afghanistan should be part of this international effort to bring population data to the forefront of the political agenda in order to plan the future development of the country in a sustainable manner. Following this urgency, the Central Statistics Organization (CSO/ will lead the way towards this goal so Afghanistan will not fall behind this global commitment. Bringing its potential forward, Afghanistan will mark its pledge on the first-ever Afghanistan Statistics Conference in Joining the global celebration of the World Statistics Day, the CSO will commemorate on 20 and 21 October 2015 the importance of planning future policies and strategies on evidence-based and reliable data. The occasion will show several initiatives on this field taking place in the country such as the National Strategy for the Development of Statistics, the Afghanistan Living Conditions Survey and the Socio-Demographic and Economic Survey Monographs. Objectives of the Conference: The objectives of the Afghanistan Statistics Conference 2015 are: To advocate for evidence-based policy making and the need of reliable country statistics and data utilization To disseminate relevant available data on the topics of: fertility, mortality, education, migration, labor force, gender, disability, youth, humanitarian To promote an understanding on data and its utilization for policy making purposes among decision makers To identify key areas to invest on for the development of the data and information systems and focus the effort of the Government and development partners to invest and prioritize in the development of national statistical systems Target group: The target audience of the Conference will be ministers, deputy ministers, senior level officials from relevant ministries, provincial governors, technical experts from statistics sectors, partner organizations, academic institutions, civil society and the media. It is expected that approximately 200 to 250 people will join the event. The event is expected to take place in Kabulon 20 and 21 October 2015 Objectives of the assignment - To manage media invitation, media advisory dissemination, media confirmation and preparing a media list and manage the media during the event to facilitate interviews

7 - To develop a microsite linked to CSO website that will work as a repository for all the documents related to the conference. - To manage the logistics of the Conference participants list, invitations, welcoming guests, seating arrangements, catering, branding, simultaneous translation services. Tasks Plan and manage media presence: - Ensure media coverage of the conference, including preparation of media advisory, media invitation, and conformation of media participation and facilitation of interviews with the media by Central Statistics Organization; - Prepare and set-up a one-stop general information support service/information kiosk for participants; - Arrange photographic services to cover the Conference. Preparation and Management of the Conference: - Review of the Conference concept note to recommend improvements on the articulation and format of the conference. Design and develop microsite: - Design and develop a user-friendly site in three languages (Dari, Pashto and English) that will be linked to the CSO website; - The CMS used by CSO should be the one chosen to develop the specific pages to advertise the Conference; - Include plug inns - Prepare a structure to organize all the information related to the conference; - Launch the website and update it on a regular basis before, during and after the Conference; - Ensure all the relevant materials to the Conference are uploaded. - Participants management: - Establish in consultation with CSO the list of participants; - Send out invitations to ALL participants, including meeting chair(s), speakers, facilitators, etc.; - Follow up on invitations via telephone, , fax; - Administer registration through website and compile confirmed registration list of participants, speakers, support staff, event management team, ushers, etc; - Identify and secure accommodation block booking for self-paying participants at alternate hotels and manage travel bookings/reservations for speakers, including transportation from/to hotel/airport for visitors visiting from out of Kabul or overseas; - Send out Information Note to all participants (arrival details, hotels, visa requirements, general city info; etc.); - Facilitate arrangements for visas for participants, as needed. Conference venue arrangements: - Arrange and ensure all meeting rooms (for plenary and thematic break-out sessions) are arranged and ready for the meetings as required (as per specified meetings schedule); - Ensure all required audiovisual equipment is available in all the rooms as required; - Ensure light catering (water, tea, coffee and cookies station) as well as service maintenance are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms;

8 - Arrange and manage participants registration on site; - Design and make up name tags/badges for all participants, speakers, Media, VIPs, etc; - Support the preparation, production and efficient distribution of materials that will be used at the conference. Photo exhibition: - Organize photo exhibition capturing Socio-demographic and Economic Survey (SDES) activities during the conference; - Develop a display proposal based on the different stages of the SDES; - Manage print process of photos, captions, and information panels (at least five) for the public to understand the steps and goals of the survey; - Around 25 photos will be provided by UNFPA in high resolution and should be printed in big format of at least 1 meter width. Other general logistical arrangements and event management: - Set up a secretariat room incl. adequate staff; - Arrange simultaneous interpretation for all sessions as required (English/Dari/English); - Planning and organization of all the meals during the Conference; - Printing and placement of banners for the Conference in the venue; - Preparing and distributing appropriate documentation and materials to all conference participants as required, in advance of and during conference. Work Setting and Reporting Arrangements The firm will work in close coordination with and under the supervision of the Central Statistics Organization and the Advocacy Communications Specialist and Communications Officer of UNFPA in Afghanistan. All the communications with the UNFPA team will be in English so fluency in English is a requirement of the creative team. The creative team should be available for meetings with the UNFPA team as required to develop the materials and approving the chosen creative direction as well as the visual design. The UNFPA team will be responsible for the approval of the final version of all the communication products. Experience and qualifications: - The bidder must have internal editorial and production capacities in all national languages and English; - The bidder must be a reputable company with prior experience in organizing similar conferences or events; with capacity to organize event management of the conference - The bidder should be registered as a company or NGO with the Government of Afghanistan; - The bidder must be operational in Afghanistan for at least 3 years; - The bidder needs to have previous similar experience working with international institutions please provide recommendations letters to support the same - The bidder must have well recognized brand in Afghanistan and must be compliant with the United Nations values.

9 Technical Evaluation Criteria Summary of Technical Proposal Evaluation Forms 1. Expertise of Firm / Organization submitting Proposal 2. Proposed Work Plan and Approach (Methodology) Points Obtainable Company / Other Entity A B C D E 3. Personnel Evaluation forms for technical proposals follow on the next two pages. The obtainable number of points specified for each evaluation criterion indicates the relative significance or weight of the item in the overall evaluation process. The Technical Proposal Evaluation Forms are: a. Completed and signed Bid Submission Form b. Bidders Identification Form c. Bidder s previous experience and clients d. Technical bid of around 20 pages, including documentation to demonstrate that the bidder meets all requirements. The technical bid should be concisely presented and structured to include but not necessarily be limited to the information listed in the ToR. e. Financial bid in a separate sealed envelope 3. Technical Bid The technical bid should be concisely presented and structured in the following order to include, but not necessarily be limited to the following information listed below. 1. Description of the firm and the firm s qualifications: A brief description of your firm/institution and an outline of recent experience on projects of a similar nature, including experience in the country and language concerned. You should also provide information that will facilitate our evaluation of your firm/institution s substantive reliability, such as catalogues of the firm, and financial and managerial capacity to provide the services such as audited financial statements.

10 2. Understanding of the requirements for services, including assumptions: Include any assumptions as well as comments on the data, support services and facilities to be provided as indicated in the TOR or as you may otherwise believe to be necessary. 3. Proposed Approach, Methodology, Timing and Outputs: any comments or suggestions on the TOR, as well as your detailed description of the manner in which your firm/institution would respond to the TOR. You should include the number of personmonths in each specialization that you consider necessary to carry out all work required. The level of total professional/personnel inputs required has been estimated to be about person-months. 4. Proposed Team Structure: The composition of the team which you would propose to provide in the country of assignment and/or at the home office, and the work tasks (including supervisory) which would be assigned to each. An organogram illustrating the reporting lines, together with a description of such organization of the team structure should support your bid. 5. Proposed Project Team Members: Please attach the curriculum vitae of the senior professional member of the team and members of the proposed team. 6. If the requested service is a creative one, the bidder can submit drawings, schemes, pictures or samples. 4. Price Schedule Form Name of Bidder: Date of Bid: Bid No: Currency of Bid price: Delivery time (days from receipt of order till dispatch): (Note: maximum number of days is: XX days) Expiration of Validity of Bid/Proposal (The bid shall be valid for a period of at least XX months after the Closing date.): Item Description Number & Description of Hourly Rate USD Hours to be Committed Total USD

11 Staff by Level 1. Steps TOTAL PROFESSIONAL FEES 2. Estimated out-of-pocket expenses TOTAL OUT-OF-POCKET EXPENSES TOTAL FEES (Professional + out-of-pocket expenses) Vendor s Comments: Name and title Date and Place