Achiziții de bunuri și contractări de servicii

UNICEF Moldova invites interested companies to submit their proposals for event management support in organizing 13 training sessions to strengthen capacities of ECE (Early Childhood Education) staff in acquiring new skills in playful pedagogy

Purpose of the contract  

UNICEF Moldova is currently seeking to engage the services of a national event management company to offer support in coordination and conducting of 13 training sessions (each session lasts 2 full consecutive days, 8 hours per day) for a total of around 1300 participants during the period March –August 2024. The estimated number of people per session is 130.

Objectives of the contract

Based on the concept and guidance provided by UNICEF Moldova, the company will provide support for the smooth organization and running of the 13 training sessions. One training session consists of two consecutive days:   

• Book the training rooms at Institutul Muncii for 8 hours per day (no.3, no.4, no.5, no.6) and arrange the tables in banqueting style. Return the rooms to the initial setups after each session. Total: 104 rents at Institutul Muncii;
• Book Single, Double and Triple rooms for accommodation of 1,300 participants at Institutul Muncii;
• Reimburse the travel tickets (bus) for 1300 participants coming from different districts of the country. Consider an average price in this regard – 100 MDL for both ways;
• Book from the Institutul Muncii and organize breakfasts, lunches and coffee breaks (one breakfast, two lunches, one dinner, four coffee breaks per session). Total: 1300 breakfasts, 3380 lunches, 52 coffee breaks, 1690 dinners;
• Prepare participant kits for 1300 participants and distribute the materials;
• Multiplication of the agenda and feedback forms materials (5200 black and white printed pages);
• Print tags for facilitators (10 facilitators) - 10 name tags;
• Register the participants – paper registration;
• Provide multimedia equipment and ensure its functionality during the trainings (4 laptops, 4 projectors, 4 flipcharts 4 microphones per training session);
• Provide the workshop set per each room. Total: 25 flip chart papers, 50 sets of markers, 50 post-it cards, 50 sets of colored paper, 8 scissors, 16 sticker glues;
• Provide 150 glass bottles of 0,5 still water per day for participants and a water cooler and cupboards in the hall. Total: 3900 glass bottles of still water and 13 sets of cups (100 pieces each);
• Pick-up 4 roll-up banners (850x2000mm) from UNICEF and a box with print materials and install them in the training rooms. Bring them back to UN house after finalization of last training;
• Provide a photograph for first day of session (8 hours) and last day of session (8 hours). A selection of 30 photos made after each of the mentioned days;
• Provide a videographer for first day of session (8 hours) and last day of session (8 hours). Production of 10 reels up to 60 seconds to be produced after each of the mentioned days. One final video of 90 seconds to also be produced;
• Design and print 1300 (A4, coloured, in frames) certificates and have them signed for participants;
• Provide event management and organisational support during and after the events;
• Pick up the LEGO sets from Step by Step (Chisinau) and deliver them to the conference training locations. After the last training session, bring the boxes back to the Step by Step center (Chisinau). 2 cargo buses might be needed;
• Produce visibility materials according to Annex 1 of the ToR/Annex B enclosed in the attached RFPS document.

Tentative training schedules

The training schedules will be coordinated with UNICEF and in accordance with the Institutul Muncii’s conference rooms and accommodation’s availability.

 Qualifications and experience of the company 

• Extended experience (at list 4 years) in organization and implementation of training events and workshops.
• Ability to deliver good products in short terms and work under pressure.
• Flexibility in responding to the needs of the UNICEF team.

Interested companies will submit two separate proposals: a Technical Proposal and a Financial Proposal. 

Technical proposal

Documents:

• Completed and signed REQUEST FOR PROPOSAL FOR SERVICES FORM
• Company’s Registration Certificate
• Bidder’s portfolio with proof of required years of relevant experience
• Qualifications of the team: Curriculum Vitae of the team leader and project manager who will lead and coordinate the campaign
• Work plan showing the detailed sequence and timeline for the assignment implementation and the overall approach to the implementation
• Detailed quality assurance mechanism and risk mitigation measures.
• References, if available.

Financial Proposal

The financial proposal shall indicate the total budget estimated in MDL, as well as a detailed breakdown of budget items.

Submission instructions

• Bid Submission Deadline: 27 February 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 23 February 2024, 17:00 (EET/Moldova time). Q&A document can be accessed here: QA file LRPS-2024-9188225.
• 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-2024-9188225 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-2024-9188225 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 please refer to the Terms of References-Annex B enclosed in the RFPS document. The RFPS document- LRPS-2024-9188225 is publishe on the following link: https://sc.undp.md/tnddetails_un2/2812/