UPDATE: The deadline for submissions has been extended due to insufficient number of bids received. This request for submissions now closes 4pm, 3rd July.
UNFPA hereby solicits a quotation for the following service:
“Provision of event management and production services for Premiere of Kalcha Blo Mi Documentary Series”.
UNFPA requires the services of an experienced event management company to delivery a high-level premiere for UNFPA and Pidgin Production’s Kalcha Blo Mi documentary series. This premiere will be held at APEC Haus with extensive thematic staging. The premiere is tentatively scheduled for the evening of July 11, 2023.
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 child birth 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)
Objectives and scope of the services
Kalcha Blo Mi is a documentary series examining the meanings behind some of PNG’s rituals, customs, arts, and traditions. The series looks at the intergenerational exchange of knowledge and the platforms for dialogues about the past and present. This premiere invites development partners, students, and government to view the two premiere episodes and partner with UNFPA on advancing strategic investment in the population of PNG, to ensure that traditions are preserved and that development is inclusive. The successful bidder will be invited to an advance screening of the documentary series to inform their production and theming for the event.
The event management company will be responsible for delivering a high-quality premiere, complete with appropriate staging, that supports UNFPA’s positioning as a leader in population dynamics and culturally-informed communications.
The proposal and quotation must include the following:
- Venue hire cost for up to 150 seated guests (APEC Haus, theatre-style set up).
- Catering for up to 150 people (standing, including beverages).
- Audio-visual equipment for premiere screening (Large screen suitable for the large conference room in APEC Haus, appropriate sound and lighting, exterior or side-of-stage screens if appropriate).
- Staging for remarks/speeches.
- Thematic staging/set design inside the event space and in hallway/stairs.
- MC and performers (performers to be approved by UNFPA).
- Print materials including programs/agendas, banners, and invitations.
Questions
Questions or requests for further clarifications should be submitted in writing to the contact person below:
Name of contact person at UNFPA: Rachel Donovan
Email address of contact person: donovan@unfpa.org
The deadline for submission of questions is 21 June 2023. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.
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 legal capacity to enter into a contract with UNFPA to deliver 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 UN Supplier Code of Conduct.
Content of quotations
Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain:
Technical proposal, in response to the requirements outlined in the service requirements / TORs.
Price quotation, 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.
Instructions for submission
Proposals should be prepared based on the guidelines set forth in Section III 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: 3pm on Tuesday, 27 June. Late bids will not be considered.
Name of contact person at UNFPA: Procurement Officer
Email address of contact person: png-procurement@unfpa.org
Please note the following guidelines for electronic submissions:
The following reference must be included in the email subject line: RFQ Nº UNFPA/PNG/RFQ/23/023. 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.
Please do NOT send the emails containing your offer to any other email address (not even as a copy (CC) or blind copy (BCC)); otherwise UNFPA will not be able to guarantee confidentiality and fair and transparent handling of your bid. UNFPA reserves the right to reject bids sent via the appropriate channel but copied or blind copied to other email addresses.
Overview of 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.
Award Criteria
In case of a satisfactory result from the evaluation process, UNFPA intends to award a Purchase Order to the Bidder(s) that obtain the lowest-priced technically acceptable offer.