UNFPA hereby solicits a quotation for the following service:
“Provision of event management services for organization of the event: Life skills education in Vocational Educational and Training (VET) institutions: results and perspectives”.
UNFPA requires the provision of event management services for organization of the event in the project Develop life skills and healthy behaviors of students in Vocational Education & Training for their development and job readiness, as per the Service Requirements/Terms of Reference (ToR) below.
I. About UNFPA
UNFPA, the United Nations Population Fund (UNFPA), is an international development agency that works to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives. To read more about UNFPA, please go to: UNFPA about us
II. Service Requirements/Terms of Reference (ToR)
| UNFPA Strategic Plan 2022 – 2025, Output 1 | Enhanced life skills of adolescents and youth to make informed decisions about their bodies and lives and adopt healthy and safe behaviors. |
| UNSDCF 2023 - 2027 Outcome 1 | By 2027, institutions deliver human rights-based, evidence-informed and gender-responsive services for all, with a focus on those who are left behind. |
| National Development Strategy "European Moldova 2030" | By 2030 ensure that all pupils/students acquire the knowledge and skills needed to promote sustainable development and sustainable lifestyles, environmental protection, human rights, gender equality, the culture of peace and nonviolence, global citizenship and appreciation of cultural diversity and culture’s contribution to sustainable development (SDG 4.7.) |
| Beneficiary institution: | "Develop life skills and healthy behaviors of students in Vocational Education & Training for their development and job readiness, the project implemented by UNFPA Moldova. |
| Funding | Austrian Development Agency. |
Objectives and scope of the Services:
UNFPA seeks to identify a qualified company that will support in organizing the event: Life Skills Education in Vocational Educational and Training (VET) institutions: results and perspectives, 2023.
The event aims to achieve the following objectives:
Summarize and present programme achievements and results;
Providing a platform to share insights and experiences;
Presentation of future actions in promoting a healthy lifestyle in the VET system.
During the event’s focus will be to increase understanding and support for project interventions from targeted VET institutions, teachers of Decisions for a Healthy Lifestyle from VET system, business companies, MoER, VET donors, young people. The event will have approximately 4,5 hours duration for ~150 participants. During the event, the participants will speak up about the project results to increase the general public support for life skills education.
To achieve the overall scope of this assignment, the following objective is to organize the logistical arrangement for an offline event for participants: rent of venue, catering services, travel costs reimbursement services of transportation costs as per the tariffs in place in the RM.
In order to accomplish the above-mentioned objective, the contracted Company will have to perform the following activity - Event: Life skills education in Vocational Educational and Training (VET) institutions: results and perspectives.
The event is planned to be organized in November 23 (the exact date will be coordinated). The event will be organized offline and will include the participation of up to 150 participants. It is expected to ensure all issues related to event management as per the key performance indicators described below.
Key performance indicators for this activity include the development of the following:
● Ensure logistics for the offline event: rent of venue in the Chisinau downtown; rent of audio-visual services (PA system with five wireless microphones); in conference room laptop, video projector, screen; the venue should have a comfortable dedicated space for the speaker/s and moderator; airconditioning system and a Wi-Fi Internet connection, arrangement of the room with the possibility to adjustment.
● Catering services for all duration of the event as per the requirements mentioned above in the table of deliverables;
● Travel costs reimbursement services. Reimbursement of transportation costs, as per the submitted tickets or tariff for public transportation in the Republic of Moldova.
III. Questions
Questions or requests for further clarifications should be submitted in writing to the contact person below:
Ion Ratoi, Administrative and Finance Associate / Procurement Focal Point Email address of contact person: ratoi@unfpa.org
The deadline for submission of questions is Tuesday, 10 October 2023, at 16:30 (Moldova local time). Questions will be answered in writing and shared with all parties as soon as possible after this deadline.
IV. Eligible Bidders
This Request for Quotation is open to all eligible bidders; to be considered an eligible bidder for this solicitation process you must comply with the following:
● A bidder must be a legally constituted company that can provide the requested services and have the legal capacity to enter into a contract with UNFPA to perform in the country, or through an authorized representative.
● A bidder must not have a conflict of interest regarding the solicitation process or with the TORs / Technical Specifications. Bidders found to have a conflict of interest shall be disqualified.
● At the time of Bid submission, the bidder, including any JV/Consortium members, is not under procurement prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists and has not been suspended, debarred, sanctioned, or otherwise identified as ineligible by any UN Organization or the World Bank Group.
● Bidders must adhere to the UN Supplier Code of Conduct, which may be found by clicking on the UN Supplier Code of Conduct. V. Content of quotations Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain: a) Technical proposal, in response to the requirements outlined in the service requirements / TORs. Technical proposal shall contain:
V. Content of quotations
Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain: a) Technical proposal, in response to the requirements outlined in the service requirements / TORs.
a) Technical proposal shall contain:
Description of the proposed approach to meet the objectives/deliverables as per the ToR: Proposed venue, and conference rooms, description of offered equipment, sample menu for coffee breaks, lunch, etc.;
Copy of organization's registration certificate;
Organization's profile, including experience in similar assignments by outlining the organization's capacity to provide complex event management services.
b) Price quotation in MDL, to be submitted strictly in accordance with the price quotation form.
Both parts of the quotation must be signed by the bidding company’s relevant authority and submitted in PDF format.
VI. Instructions for submission
Proposals should be prepared based on the guidelines set forth in Section V above, along with a properly filled out and signed price quotation form, and are to be sent by email to the contact person indicated below no later than Friday, 13 October 2023, 16:30 (Moldova local time).
Name of contact person at UNFPA: Diana Condrat, Designated Bid Receiver
Email address of contact person: tender.mda@unfpa.org
Please note the following guidelines for electronic submissions:
● The following reference must be included in the email subject line: RFQ Nº UNFPA/MDA/RFQ/2023/005 – Event: Life skills education in Vocational Educational and Training (VET) institutions: results and perspectives. Proposals, including both technical and financial proposals, that do not contain the correct email subject line may be overlooked by the procurement officer and therefore not considered.
● The total email size may not exceed 20 MB (including email body, encoded attachments and headers). Where the technical details are in large electronic files, it is recommended that these be sent separately before the deadline.
● Any quotation submitted will be regarded as an offer by the bidder and does not constitute or imply the acceptance of any quotation by UNFPA. UNFPA is under no obligation to award a contract to any bidder as a result of this RFQ.
VII. Overview of the Evaluation Process
Quotations will be evaluated based on the technical proposal and the total cost of the services (price quote).
The evaluation will be carried out in a two-step process by an ad-hoc evaluation panel. Technical proposals will be evaluated for technical compliance prior to the comparison of price quotes.
VIII. Award Criteria
In case of a satisfactory result from the evaluation process, UNFPA intends to award a Professional Service Contract on a fixed-cost basis with a duration of 30 (thirty) days to the Bidder(s) that obtain the lowest-priced technically acceptable offer.
XI. Right to Vary Requirements at Time of Award
UNFPA reserves the right at the time of award of the contract to increase or decrease, by up to 20%, the volume of services specified in this RFQ without any change in unit prices or other terms and conditions.
X. Payment Terms
UNFPA payment terms are net 30 days upon receipt of invoice and delivery/acceptance of the milestone deliverables linked to payment as specified in the contract.
XI. Fraud and Corruption
UNFPA is committed to preventing, identifying, and addressing all acts of fraud against UNFPA, as well as against third parties involved in UNFPA activities. UNFPA’s Policy regarding fraud and corruption is available here: Fraud Policy. Submission of a proposal implies that the Bidder is aware of this policy.
Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the UNFPA Office of Audit and Investigations Services as well as with any other oversight entity authorized by the Executive Director and with the UNFPA Ethics Advisor as and when required. Such cooperation shall include, but not be limited to, the following: access to all employees, representatives agents and assignees of the vendor; as well as production of all documents requested, including financial records. Failure to fully cooperate with investigations will be considered sufficient grounds to allow UNFPA to repudiate and terminate the Agreement, and to debar and remove the supplier from UNFPA's list of registered suppliers.
A confidential Anti-Fraud Hotline is available to any Bidder to report suspicious fraudulent activities at UNFPA Investigation Hotline.
XII. Zero Tolerance
UNFPA has adopted a zero-tolerance policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to UNFPA personnel. Further details on this policy are available here: Zero Tolerance Policy.
XIII. RFQ Protest
Bidder(s) perceiving that they have been unjustly or unfairly treated in connection with a solicitation, evaluation, or award of a contract may submit a complaint to the UNFPA Head of the Business Unit, Dr. Nigina Abaszada, UNFPA Representative at abaszade@unfpa.org . Should the supplier be unsatisfied with the reply provided by the UNFPA Head of the Business Unit, the supplier may contact the Chief of the supply Chain Management Unit at procurement@unfpa.org.
XIV. Disclaimer
Should any of the links in this RFQ document be unavailable or inaccessible for any reason, bidders can contact the Procurement Officer in charge of the procurement to request for them to share a PDF version of such document(s).
Thank you, and we look forward to receiving your quotation.