UNICEF Moldova LRPS-2024- 9189036 Provision of event management services supporting the organization of the "EU4Cahul Marathon” in Cahul city



UNICEF Moldova invites interested companies to submit their proposals for the Provision of event management services supporting the organization of the "EU4Cahul Marathon” in Cahul city.

 

Purpose of the contract

 

UNICEF Moldova intends to hire a company to provide full cycle support in organization of the EU4Cahul Marathon, under the „EU4Moldova: Focal regions” Programme.

Races: 2 km, 5 km, and 10 km

Participants: 500 people from Cahul, Chisinau, and other regions from all the country.

Categories of race:

Adults: Men 10 km, Women 10 km;

Men 5 km, Women 5 km;

Children: Boys 5 km, Girls 5 km;

Boys 2 km, Girls 2 km;

Date and duration: half day event on 18 May 2024.

 

Objectives of the contract

Based on the concept and guidance provided by UNICEF Moldova the company will provide support for the smooth organization of the following activities: 

  • Create the "EU4Cahul Marathon" online event, open and promote registrations.
  • Design and production of materials for the event.
  • Support in ensuring logistics for the event.
  • Purchasing materials for organizing the event and for the participants.
  • Ensuring that the event runs safely and to the highest standard.
  • Ensure visibility at the event according to the guidelines.
  • Production of post-event promotional materials.
  • Produce final report on the activity.

 

The deliverables required under this assignment are detailed in the Annex B, Terms of Reference attached in the RFP document (LRPS-2024- 9189036).

 

Qualifications and experience of the Institution/company:

  • Contractor must be a reputable event management company with at least 5 years of experience in organizing and successfully conducting events, specifically sports events;
  • Contractor must have community/youth mobilization experience;
  • Contractor must guarantee timely and qualitative delivery of products;
  • Contractor must have the ability to work on time 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. The documents to be provided:

  • Completed and signed REQUEST FOR PROPOSAL FOR SERVICES FORM (pages 3-5 of the RFP document)
  • Company’s Registration Certificate
  • Company’s profile
  • Identify clients for whom you have done similar work during the last 5 years and provide an outline of similar projects (one short 100-200 words paragraph for each), highlighting experience in community mobilization, if available. Including the number of people mobilized, media coverage ensured. Compile a selection of up to 5 relevant examples, with reference persons contacts.
  • Please provide details on core team members proposed to be involved in this initiative and their qualifications.
  • 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.

 

Financial Proposal

The financial proposal shall indicate budget estimated in MDL without VAT (Value Added Tax), as well as a detailed breakdown of budget items for each line and event (see also deliverables).  The financial offer should include all additional applicable costs. If not provided by ToR, UNICEF will not reimburse costs not related to the assignment outcome.

 

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-2024-9189036  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-2024-9189036 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-2024-9189036 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. The RFPS document number LRPS-2024- 9189036 is published at: https://sc.undp.md/tnddetails_un2/2839/







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