Updated: UNICEF Moldova LRPS-2024-9189037 Provision of event management services supporting the organization of an event "Family Festival” 2024 in Ungheni city



UPDATE 01.04.2024

The QA file LRPS-2024-9189037 with questions from the bidders and UNICEF answers was updated.

 

UNICEF Moldova invites interested companies to submit their proposals for the Provision of event management services supporting the organization of an event "Family Festival” 2024 in Ungheni city.

 

Purpose of the contract  

UNICEF Moldova intends to hire a company to provide full cycle event management support in organization of the event "Family Festival" under the "EU4Moldova: Focal Regions" Programme and Europe Day 2024.  

Participants: around 3000 people - children, youth, parents, people from Ungheni and Chisinau regions.  

Date and duration: 26 May 2024, 11:00 – 18:00.  

   

Objectives of the contract    

Based on the concept and guidance provided by UNICEF Moldova the company will provide full cycle support for the smooth organization and running of the event, including:    

  • Develop a scenario for the event with detailed descriptions of activities, customer journey, necessary equipment, and consumables. 
  • Design and production of visibility materials for the event according to EU4Moldova guidelines and Europe Day brand book.
  • Promotion of the event on the appropriate channels for the best engagement at the most cost-effective cost.  
  • Procurement of materials necessary for the successful implementation of the event, including logistics (including installation and de-installation of equipment).
  • Ensure on-sight moderation and facilitation services at 9 thematic zones.  
  • Production of post-event promotional materials.  
  • Produce final report on the activity.  

 

Details of how the work should be delivered      

To achieve the above-mentioned objectives, the event management company, in close consultation with UNICEF, European Delegation in the Republic of Moldova and Ungheni Mayoralty will ensure the successful organization of the event "Family Festival". The company will ensure that they follow all national standards and recommendations received to organize the event safely, mobilize as many people as possible (about 3000), promote UNICEF values and strictly respect the contract requirements.    

The selected company will:  

  • produce creative materials for the successful promotion of the event;  
  • promote the event on the appropriate channels for the best engagement at the most cost-effective cost.  
  • choose the right equipment to ensure the successful running of the event;  
  • follow health recommendations to ensure the safe running of the event;  
  • collaborate with local public authorities and other institutions to organise the event at the highest level;  
  • suggest adjustments and modifications to the contract requirements if these are necessarily required for the qualitative organisation of the event.  

The post-event report will clearly present a wide spectrum of recommendations necessary to keep in mind when organising similar events.  

 

The concept of the event, deliverables required under this assignment are detailed in the Annex B, Terms of Reference attached in the RFP document (LRPS-2024- 9189037).

 

Qualifications and experience of the Institution/company:   

  • The contractor must be a reputable logistic or/and event management company with 5 years prior experience in organizing and successfully conducting cultural and sport events. 
  • The contractor must have community/youth mobilization experience.   
  • Contractors must guarantee timely and qualitative delivery of products.   
  • Contractor must have the ability to work under pressure and enough flexibility to adjust to UNICEF needs and expectations.   

 

How to apply for the tender: Interested companies will submit two separate proposals- a Technical Proposal and a Financial Proposal. 

Content of technical proposal

The Technical Proposal should be succinct, informative and include the description of the experience, the proposed approach/methodology, and a portfolio of previous works.  Documents to be submitted:

  • Completed and signed REQUEST FOR PROPOSAL FOR SERVICES FORM (pages 3-5 of the RFP document).
  • Company’s Registration Certificate.
  • Company profile: 
  • Provide examples of similar projects (one short 100-200 words paragraph for each), highlighting experience in organizing sport and cultural events. Including the number of people participating, media coverage ensured visualization of the event. Compile a selection of up to 5 relevant examples.    
  • Details on core team members proposed to be involved in this initiative and their qualifications are required.   
  • Proposed approach and methodology, including:   
  • Detailed description of the proposed deliverables.   
  • Detailed description of the way your company would respond to the ToR.
  • Risk and mitigation measures.
  • Ethical considerations and how you will address them.   
  • Work samples:  
  • Provide 1-3 examples of your most successful projects from the last 5 years. You may include creative concepts, short events descriptions, agenda, visibility materials, media coverage, pictures from the event, or any other materials that illustrate your event organizing capacities and your creativity. Please include references and contact information.    
  • Recommendation letters are not mandatory, but positive references will be an asset.  

Financial Proposal   

The financial proposal shall indicate budget estimated in MDL without VAT (Value Added Tax), as well as a detailed breakdown of costs for all activities, products and services included in the technical proposal. The bidder should include specifications for all services and products, such as quantities, sizes of printed materials, quality of materials, types of visibility materials produced, etc. 

 

Submission instructions

  • Bid Submission Deadline: 9 April 2024 11:00 (EET/Moldova time), please note any Bids received after the Submission Deadline will be invalidated.
  • Bid clarifications. Proposers are required to submit any questions in respect of this RFPS by e-mail to Cristina Dorogan at cdorogan@unicef.org. The deadline for receipt of any questions is 5 April 2024, 17:00 (EET/Moldova time). 
  • Q&A document can be accessed here: QA file LRPS-2024-9189037 and will be periodically updated.
  • The only official tender e-mail address for proposals submission is: chisinautenders@unicef.org, no other UNICEF e-mails must be cc-ed.
  • Proposals sent in 2 separate e-mails: one e-mail with Technical Proposal and another separate e-mail with the Financial Proposal.
  • No price information should be contained in the Technical Proposal.
  • Request for Proposals for Services Form (pages 3-5 of the LRPS-2024-9189037 document) must be filled and signed and included in the Technical Proposal e-mail.
  • Please pay attention: by answering YES to the Declaration statements (included in the Request for Proposals for Services Form) it means you didn't participate in the listed actions, by answering NO it means you did participate in the listed actions.
  • All Technical/ Financial Proposals files included in the e-mail, no external links.
  • Proposals clearly marked with the RFPS number: LRPS-2024-9189037 in the e-mail title or on the envelope.
  • Validity period of the proposal - not less than 120 days.
  • Joint venture/consortium/subcontractor arrangements are addressed in the Technical Proposal.
  • Currency of the proposal- MDL.

For additional details on the proposal submission rules please refer to the point 1. Bid Submission Schedule page 7-9 from the RFPS document. For details on deliverables and minimum requirements, criteria of selection, please refer to the Terms of References-Annex B enclosed in the RFPS document number LRPS-2024-9189037. The RFPS document is published at: https://sc.undp.md/tnddetails_un2/2840/.







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