REQUEST FOR QUOTATION (RFQ) Organizing and Facilitating UN Women ROAP 2015 Retreat

Transcription

1 REQUEST FOR QUOTATION (RFQ) Organizing and Facilitating UN Women ROAP 2015 Retreat Dear Sir / Madam: DATE: 13 March 2015 REFERENCE: RFQ ROAP Revised V.1 We are seeking the services of organizing and facilitating UN Women Regional Office for Asia and the Pacific (ROAP) 2015 Retreat and kindly request you to submit your quotation and service proposal as per terms of reference/specifications, detailed in Annex 1 of this RFQ. Your service proposal (limited to 4 pages) and quotation may be submitted on or before 23 March 2015 no later than 13:00 hrs., Thailand time, and via to procurement.bangkok@unwomen.org to the attention of Procurement Unit. Quotation submitted by must be limited to a maximum of 10 MB, virus free and no more than 3 transmissions. They must be signed and in.pdf format, free from any form of virus or corrupted contents, or the quotations shall be rejected. It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline. Quotations that are received by UN WOMEN after the deadline indicated above, for whatever reason, shall not be considered for evaluation. Conditions Payment Terms Validity of Quotation Preliminary Examination Completeness of quotation. Value Added Tax on Price Quotation Contact Person for Inquiries (Written inquiries only) General Conditions of Contract 30 days upon invoice 90 DAYS Partial bids not permitted Must be exclusive of VAT and other applicable indirect taxes ketsara.naunpunyong@unwomen.org For Services

2 At any time during the validity of the quotation, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UN WOMEN after it has received the quotation. At the time of award of Contract or Purchase Order, UN WOMEN reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions. Any Contract or Purchase Order that will be issued as a result of this RFQ shall be subject to the General Conditions attached hereto. The mere act of submission of a quotation implies that the vendor accepts without question the General Conditions of UN WOMEN herein attached. The UN Women has set out a vendor protest procedure intended to afford an opportunity to appeal to persons or firms not awarded a purchase order or contract in a competitive procurement process. It is not available to non responsive or non timely proposers/bidders or when all proposals/bids are rejected. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: us/procurement/vendor protest procedure Thank you and we look forward to receiving your quotation. Sincerely yours, Procurement Unit UN Women Regional Office for Asia and the Pacific

3 A. Project Description Annex 1: Terms of Reference Staff Retreat for UN Women Regional Office for Asia and the Pacific United Nations Entity for Gender Equality and the Empowerment of Women (UN WOMEN) Regional Office for Asia and the Pacific will organize a 2.5 days Staff Retreat on June 2015 in Kanchanaburi, Thailand for 60 UN Women staff based in Bangkok, Thailand, Philippines, Lao PDR, Myanmar, India and China. The retreat will include both indoor and outdoor activities that aim at strengthening communications, team work and improving work effectiveness and morale of UN Women staff. In this connection, UN Women would like to engage a consulting service provider to assist UN Women to design, organize and facilitate the retreat based on the solicited ideas and expectations of all staff. B. Scope of Work The service provider will work under supervision of the Regional Director, UN Women Regional Office for Asia and the Pacific to design the retreat programme combining indoor and outdoor activities that focus on following objectives: To strengthen relationship/team work and To improve work effectiveness and morale, and To improve internal communications The programme should cover the main organizational issues the staff has identified as priorities in a survey and should provide the staff with a space to discuss openly and constructively questions of our organizational culture (leadership, effective communications and conflict management) as well as to provide planning tools to improve internal coordination, time management and work life balance. The programme should include a clear action plan to be implemented after the retreat is over. C. Deliverables: The selected service provider will be given initial guidance for the following tasks: Tasks Expected Deliverables Time Frame To design and organize a full day team building workshop that will prepare the team to deal constructively with the rest of the programme. This full day should include some fun outdoor activities. To coordinate with local authorities in selected province/district on the use of workshop venue, if necessary To manage logistics of the outdoor event Draft Proposal with retreat programme 20 May 2015

4 Tasks Expected Deliverables Time Frame To provide an introduction of the team building workshop and programme overview to UN Women Staff at the reception dinner on 10 June 2015 To facilitate team building activities covering abovementioned objectives and topics To provide a brief reflection on the team building activities at the Theme Night Dinner To facilitate the retreat session during June 2015 To provide financial and narrative report on feedbacks and recommendations of team building workshop to UN Women Presentation at Reception Dinner Facilitated team building activities Presentation at the Theme Night Dinner on Facilitated retreat and documented discussion at the retreat Financial and Narrative Report 10 June June June 2015 D. Personnel/Qualifications: Any legally registered organization, Business Company, non governmental organization and academic institution are highly welcomed to apply. Minimum 10 year experience in design and organize management training with expertise in corporate team building and leadership management. Experience in consultancy works with multi national organizations, inter government organizations, business companies, and the United Nations Agencies is an advantage Evidences on past events managed E. Roles and responsibilities of the parties: UN Women will cover cost of transportation from Bangkok to the retreat venue, meeting package, and accommodation included in the contract given to the selected entity. The service provider will be responsible for costs of personnel, communications, IT equipment, stationeries and materials to be used at the retreat. The quotation submitted by service provider must include following items: Service fee for the design and facilitation of team building activities Service fee for facilitation of the retreat Round trip transportation to selected location for facilitators Accommodation for facilitators for total 2 nights Local transportation to transfer participants from hotel to the venue for outdoor team building if it will be organized outside the hotel premises Materials and equipment used for the team building activities Others, please specify if any Please note that UN Women will manage following costs internally:

5 Round transportation to from UN Building to selected location for the retreat Reception dinner Theme Night dinner Full day meeting package Accommodation for UN Women staff for total 2 nights The selected service provider will work under supervision of the Regional Director of UN Women. F. Timeframe and location: The service provider will be working closely with UN Women during the preparation of the retreat, and to travel with UN Women team to organize the retreat at selected venue outside Bangkok, Thailand on June The contract will start 15 May 30 June 2015 (tentatively). The service provider is required to meet with the Organizing Team of UN Women to present the design and format of the retreat prior the workshop date. G. Evaluation Criteria The institutional contract will be awarded to the supplier who meet the minimum qualifications and provide the lowest price technically compliant/responsive offer.

6 Questions and answers 1. Is the location of the retreat (not the team-building part) already known, or would we be required to organise this? Yes, the retreat and team building activities will be organized at a hotel called Dheva Mantra Resort & Spa in Kanchanaburi, Thailand. UN Women is entering into a contract with the hotel which cover the cost of meals and accommodation ONLY for UN Women staff. 2. Do we understand correctly that we would need to design and facilitate a full-day of team building (10/06), and subsequently facilitate 1,5 days of staff retreat designed by UN Women (11 and 12/06)? This would make the total, as mentioned in the ToR, 2.5 days. Yes 3. From the schedule mentioned on page 3 and 4 of the ToR, it seems like both the Reception Dinner and Theme Night Dinner are both on 10/06. Is one of those a lunch, or is the Reception Dinner on 09/06? We would require you to design team building activity during the PM on 10 June, retreat or team building activity on June for full day and a theme night party/dinner on 11 June It is stated that UN Women will cover the costs for those dinners, but would it need to be organised by the selected provider? No need, UN Women will respond for the cost of meals that will be included in the contract between UN Women and the hotel. 5. In the ToR a survey on the main organisational issues is mentioned. Does this survey still need to be designed and implemented, or has this already been done? No need because UN Women already did the survey and the survey result will be shared with selected facilitator later on. 6. To make sure I understand your reply correctly, could you please confirm: 10 June: AM: Travel from BKK to Dheva Mantra Resort (Transport for facilitators and participants will be provided by UN Women) Transportation will be provided for UN Women staff only because we believe that facilitators may need to travel to the venue at least one day earlier to prepare the retreat location and equipment for the retreat. PM: facilitate 0.5 day of team building exercises (designed by selected facilitator). This can be organised outside the Dheva Mantra Resort, location and transport to be organised and paid for by selected provider. Yes, it depends on how the facilitators will design. The cost will be paid by the facilitators.

7 11 June: AM + PM: full-day retreat including team-building exercises (designed by selected facilitator). Yes Late PM: theme-night dinner and party (designed and organised by selected facilitator, costs for dinner paid by UN Women). Yes 12 June: AM + PM: full-day retreat including team-building exercises (designed by selected facilitator) Yes Late PM: travel to BKK (transport for facilitators and participants provided by UN Women) Transportation will be provided for UN Women staff only. 7. Please advise if there is any UNWomen template for Financial Proposal and Offeror Letter to UN Women confirming interest and availability for the assignment. If there are such templates, could you please them as all I got from the RFQ is the Terms of Reference Thank you for interest in working with UN Women. Unfortunately, we don t have specific template for responding to the RFQ. A brief introduction to your organization, brief retreat proposal, and price quotation will be sufficient