Request For Quotation (RFQ) for Provision of Service Provider for Event Management.

Transcription

1 Request For Quotation (RFQ) for Provision of Service Provider for Event Management. RFQ No: LKOH/NPL/93090/REQ Modernisation and Improvement of Policing Project (MIPP) Kathmandu Nepal

2 RFQ (LKOH/NPL/93090/REQ ) Request For Quotation (RFQ) for Provision of Service Provider for Event Management RFQ NO. (LKOH/NPL/93090/REQ ) For Service Provider to Event Management Date: 31 July 2015 UNOPS is accepting quotations from suppliers for provision of service provider to event management. All interested parties must complete and return the attached price sheet to the following address: 1

3 RFQ (LKOH/NPL/93090/REQ ) 1 Requirements and Price List (Annex A) Quotations must be submitted by using the Requirements and Price List contained in Annex A. 2 Eligibility Bidders must not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by UNOPS to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this request for quotation. All suppliers are expected to embrace the principles of the United Nations Supplier Code of Conduct, given that it originates from the core values of the Charter of the United Nations. UNOPS also expects all its suppliers to adhere to the principles of the United Nations Global Compact. Bidders must not be under a declaration of ineligibility for corrupt and fraudulent practices published by UNOPS on its website. Bidders must meet the eligibility criteria as published on the UNOPS website. 3 Currency All prices shall be quoted in NPR ( Nepalese Rupee ). UNOPS reserves the right not to reject any bids submitted in a currency other than the mandatory bidding currency stated above. UNOPS may accept bids submitted in another currency than stated above if the Bidder confirms during clarification of bids (1.18) in writing that it will accept a contract issued in the mandatory bid currency and that for conversion the official United Nations operational rate of exchange of the day of RFQ deadline as stated in the RFQ letter shall apply. Regardless of the currency of bids received, the contract will always be issued and subsequent payments will be made in the mandatory bidding currency above. 4 Evaluation UNOPS evaluates quotations based on the lowest priced technically compliant quotation received. 5 Mobilization and duration (for services) Service provision shall commence on 1 September 2015 days after contract signature. The successful supplier is expected to complete the services by 31 March Quotations due Bidders are responsible for the timely return of their quotation. All quotations must be received at the address stated below no later than: Date: 21 August 2015 Time: 3.00 pm (Nepal Time) bidslkoh@unops.org Any requests for clarification should be referred to Mr. Upesh Shakya - Project Support Assistant Quotations submitted shall be binding and valid for a period of forty (45) days from the due date stated herein. Any prices accepted during this period will be considered firm/fixed for the resulting purchase order. 2

4 RFQ (LKOH/NPL/93090/REQ ) UNOPS will award this requirement in total and will not accept any partial quotations. The supplier agrees to acknowledge the purchase order in the form provided upon award, under the terms and conditions stated therein, and for the agreed amount. 7 UNOPS General Conditions of Contract Any order resulting from this RFQ exercise will be subject to the UNOPS General Conditions of Contract available for goods, small services and services at the following addresses: 8 Clarifications Suppliers with questions or requests for clarification are encouraged to send questions by to the address above promptly in order to allow time for the provision of a written response. Explanations or interpretations provided by personnel other than the above named contact person, will not be considered binding or official. 9 Quotation form (Annex B) The attached Quotation Form must be completed and signed. Suppliers shall return the completed and signed Quotation Form with their quotation. Approved by: Date: Lou Luff, Head of Support Services 3

5 ANNEX A Requirements and Price List The following documents form part of this RFQ and must be completed and returned with your offer: CONTRACTOR AGREES TO SUPPLY ALL GOODS AND/OR PERFORM ALL WORK AS SPECIFIED IN THIS BID AND IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THIS BID AT THE PRICES QUOTED ON THIS FORM. TERMS OF REFERENCE 1. Introduction UNOPS Operational Hub in Sri Lanka (LKOH) provides technical, operational and administrative support to 5 countries in the South Asia region: Bangladesh, Bhutan, Maldives, Nepal and Sri Lanka. UNOPS work in this region focuses on the construction and operation of high quality sustainable infrastructure and sustainable procurement, timely provision of services, and the use of most relevant technologies. This includes construction of schools, hospitals, water networks, urban sewerage and drainage facilities, harbours and anchorages, waste management facilities, climate change mitigation, as well as a range of soft support in governance, management, and institutional development. In Nepal, UNOPS has been engaged with projects related to the rule of law sector and have constructed police help desks in four districts with DFID funding. UNOPS also completed a project to retrofit the UN House in Kathmandu. In December 2014 UNOPS signed a four-year project with DFID - the Modernisation and Improvement of Policing Project (MIPP) under the DFID Integrated Programme for Strengthening Security and Justice (IP- SSJ). The project envisages institutionalizing mechanisms within Nepal Police for improved security and rule of law services thereby, improving access to justice, especially for the poor and traditionally marginalized communities. UNOPS will implement works in up to 28 district related to infrastructure development, procurement of specialized and non-specialized equipment (including forensics), enhancing operations and maintenance of these facilities and performance improvement of policing. UNOPS will be carrying out a number (approximately 25 of consultation sessions, workshops, conference, training and similar events (hereafter referred to as the Event) during the implementation of the MIPP. As such, UNOPS intends to contract a suitable service provider to provide services with regard to organizing and managing of events for MIPP. 2. Objective To assist UNOPS-MIPP team in managing events to conduct consultation sessions, workshop, training, conference for the various project stakeholders including directorates and divisions of the Nepal Police Headquarters within Kathmandu, in the regional headquarters Kathmandu, Biratnagar, Pokhara, Hetauda, Nepalgunj, Dhangadhi, Surkhet and Doti and in the selected districts Siraha, Saptari, Dhanusha, Mahottari, Nawalparasi, Rupandehi, Kapilvastu and Dang. 3. Scope of Work In line with the introduction and objective, UNOPS will be implementing specific events with regard to the operations and maintenance, training and development and overall performance management processes 4

6 within the Nepal Police. The events will be facilitated by the UNOPS in-house advisers, their counterparts and other experts/consultants hired from time to time by the UNOPS. The successful service provider is therefore expected to provide services to organize the Events for UNOPS. Accordingly a specific task order for each event will be provided to the service provider by UNOPS at least a week in advance Detailed activities to be carried out under the above scope of work will be as follows: 3.1 Developing event plan as per the nature of the event and in consultation with relevant MIPP team member 3.2 Distributing the invitations and ensuring all participants are followed up and reconfirming participation and producing a final list of participants 3.3 Making appropriate and adequate arrangements for meeting and conference rooms 3.4 Arranging necessary equipment (like power-point projector) and supplies (flit chart paper, pen, note books, banner and other relevant stationery) 3.5 Arranging water, tea/coffee/biscuits and lunch for half-day and full-day sessions 3.6 Managing the event overall and providing a rapporteur to record the proceedings of the sessions and preparing a brief report for the UNOPS MIPP team 3.7 Carrying out any other activities for the effective organization of the consultation process in consultation with the UNOPS MIPP team Specific activities and deliverables will be provided in the task order for each event. The terms of the task order will be as follows: UNOPS will inform the service provider (SP) at least two weeks in advance of an event to be organized and invite the SP for a meeting. The meeting will include discussions on the type of event, location, venue options, date, participants, and other relevant details. The SP will then obtain all the information and provide in writing their options to organize the event including the aggregate cost based on the unit cost submitted to the UNOPS. The SP will take no more than two working days to respond to this following their meeting with UNOPS. UNOPS will confirm within the next two working days and issue the task order signed by the project manager. Sample task order is provider under Annex II below. 4. Activity details and advice The UNOPS-MIPP will be carrying out a number of Events over a one and half year period. The Events will normally last for half-day or one day. Two-day overnight sessions may also be organized. The Events may be organized within the meeting rooms of the Nepal Police or its district offices. However, in most cases these will be organized in a hotel or external conference facilities. Interested firms should send their proposal with unit costs. Options for overnight accommodation may be provided or established later in consultation with UNOPS team in line with the established procedures by the UN System for Nepal. The selected service provider will work under the direction of the UNOPS senior advisers, and on a day-to-day basis with the program associate of the UNOPS. Any variation to the stated TOR shall be done only after consultation with the MIPP Project Manager. 5

7 5. Selection Process The UNOPS MIPP team will select a panel to review all the proposals within the above criteria and will select the service provider based on the requirement and best value for money. 6. Proposal The technical proposal should be responsive to the requirement of this ToR scope of work, deliverables, and selection criteria. The technical proposal should be presented as brief as possible in word format. The Technical proposal should include firm s experience in managing events, firm s registration with relevant government entity, methodology to manage events and proposed staff to manage the events. Any comments on the TOR are also welcome. The financial proposals should also be responsive to the selection criteria and value for money considerations. The financial proposal should be presented based in Excel format for each location as per attached Templates. Standard number of participants could range from in most cases. And in some could go up to 50; and in rare cases more than 50. 6

8 Annex II: Sample Task Order UNOPS- MIPP Event Management: Task Order To: Copy: From: Subject: Date: Ref: [Service Provider] [UNOPS staff responsible for the Event] [UNOPS-MIPP Project Manager] [Title of the Event] [Date of issue] [Original contract or PO reference number] I refer to MIPP workshop/conference/consultation session/training event concept, our discussions and your event organization proposal for the subject event. Accordingly I would like to advise you to proceed with organizing the subject event for UNOPS-MIPP as follows: a. Location: b. Venue: c. Date of event: d. Starting and finishing time: [Event schedule should be attached] e. Banner title: f. Number of participants: [this could also include the facilitators and others needed to be present in the workshop] g. Invitation to be sent: [provide a list of participants to whom invitation will need to be sent and reconfirmation required] h. Details for the event: [Details to be specified for the event, i.e., how the room to be arranged, inauguration dais required or not, reporting and other management of the Event as per details under the Scope of Work main ToR] i. Telephone call to reconfirm participation: j. Value of this task order: NPR. k. Mobilization payment required: Yes/No; if Yes specify value: [Not more than 25% of the total value of the task order] l. Terms and condition for final payment: m. Other conditions: [specify any other conditions not reflected above and that is important for the successful arrangement of the Event] 7

9 Compliance Criteria Description Proposal is compatible and satisfactorily addresses the requirements of the TOR At least five years of experience of managing similar events with a satisfactory track record The proposed event manager would have demonstrated experience of organizing and managing similar events successfully during the least two years Proposal includes an effective methodology and appropriate event support staff. The firm is registered in Nepal and is able to provide evidence of meeting all legal, tax, audit and other statutory requirements Comply ( Yes/ No ) Yes / No Yes / No Yes / No Yes / No Yes / No 8

10 Financial Proposal Template in MS Excel for 16 different locations is attached Annex C. All service providers are requested to provide their financial proposal for all 16 locations. List of subcontractors or suppliers Bidder must identify the names of all subcontractors/suppliers who will be providing good/services under this contract and the type of work being subcontracted. (A) _Full legal name and address of subcontractors (B) (C) 9

11 RFQ - Quotation Form (ANNEX B) The Quotation Form must be completed, signed and returned to UNOPS. The quotations must be made in accordance with the instructions contained in this request. UNOPS General Conditions of Contract will apply to any resulting purchase order/contract. A link to the UNOPS General Conditions of Contract is included in the RFQ document. The undersigned, having read the terms and conditions of Quotation No. RFQ- LKOH/NPL/93090/REQ set out in the attached document, hereby offers to p r o v i s i o n o f S e r v i c e P r o v i d e r f o r E v e n t M a n a g e m e n t specified in the RFQ at the price or prices quoted, in accordance with any specifications stated, and subject to the terms and conditions set out or specified in the bid document. I, the undersigned, declare that: a) Our firm and our personnel have no conflict of interest in any activity that would put it, if selected for this assignment, in a conflict of interest with UNOPS. b) Our firm confirms that the offeror and sub-contractors have not been associated, or had been involved in any way, directly or indirectly, with the preparation of the design, terms of references and/or other documents used as a part of this solicitation. c) Our firm, its affiliates or subsidiaries including any subcontractors or suppliers for any part of the contract has not been declared ineligible by UNOPS, in accordance with clause 2, Eligibility. d) We have not offered and will not offer fees, gifts and/or favours of kind in exchange for this RFQ and will not engage in any such activity during the performance of any contract awarded. I, (name of signing official), certify that I am (position) of (legal name of company) ; that by signing this RFQ bid for and on behalf of (legal name of company) I am certifying that all information contained herein is accurate and truthful and that the signing of this bid is within the scope of my powers. (Signature) (Name) (Title) (Date) Provide the name and contact information for the primary contact from your company for this quotation: Name: Title: Mailing address (street name/number/city/town/province/state): Tel. no: Fax no: address: Offer valid until: (date) Currency of offer: (state currency) Must be at least _(X)_ days Payment terms 30 days accepted: Are you a UNOPS registered vendor? Yes No If yes, provide vendor number: 10

12 Quotation to be addressed to: Reference RFQ # LKOH/NPL/93090/REQ UNOPS SAOH Bid Opening Committee bidslkoh@unops.org BIDDERS ARE RESPONSIBLE FOR THE TIMELY DELIVER OF THE QUOTATION. Quotes are due on 3.00 PM, 21 st August 2015 (Nepal Time) 11

13 UNOPS Headquarters Marmorvej 51 P.O. Box Copenhagen Denmark Tel: Fax: