Updated: UNICEF Moldova LRPS-2024-9189187 Event management support in organizing of 108 GMCD training sessions

UPDATED 11.04.2024

Updated information:

1) First 2 points from the Objectives of the event management services (point 3 of the ToR) have been updated:

 - Rent 2 conference rooms for 4 training groups (4 days per week: 8 hours per day) (for reference: Jolly Allon: Lobby and Orion, Vispas, or another hotel in the city center). 24 weeks * 4 days per week *2 conference rooms * 8 hours.

 - Rent 1 conference room for 1 training group (2 days per week, 8 hours per day) (for reference: Villa Verde, or another conference room near Ignatenco Hospital).  12 weeks * 2 days per week * 1 conference room * 8 hours.

2) The Tentative schedule of training sessions file have been updated.

3) The  QA file LRPS-2024-9189187.rtf have been updated.

UNICEF Moldova invites interested companies to submit their proposals for the provision of event management services supporting the organization of 108 training sessions (2 days per session) to strengthen capacities of health professionals in GMCD (International Guide for Monitoring Child Development).

Purpose of the event management services

To ensure the event management support for conducting of 108 training sessions (2 days per training) for a total of 2160 participants, devised into groups of 20 participants each. The events will take place in Chisinau, in the period April - December 2024. The training sessions are scheduled for 1.5 days in conference room settings and 0.5 day in hospital settings.

Objectives of the event management services

• Rent 2 conference rooms for 4 training groups (4 days per week: 2 days for 8 hours, 2 days for 4 hours’’) (24 weeks, for reference: Jolly Allon: Lobby and Orion, Vispas, or another hotel in the city center)
• Rent 2 conference rooms per training for 1 training group (2 days per week:1 day for 8 hours, 1 day for 4 hours’’) (13 weeks, for reference: Villa Verde)
• Accommodation services for 1024 participants single rooms (1 night with breakfast, for reference: Jolly Allon, Vispas or another hotel in the city center)
• Accommodation services for 260 participants single rooms (1 night with breakfast, for reference: Vila Verde)
• Prior to the trainings, contact participants from the regions to inquire about their need for accommodation and confirm their attendance (1284 participants).
• Organize coffee breaks (3) and lunches (2) per training session (2 days) for 20 participants, inclusive 2 trainers per training (two coffee breaks and one lunch on the first day of training, one coffee-break and 1 lunch on the second day). Coffee break type (light) shall include tea, natural coffee, milk, sugar, 2 type of sweet and salty cake (muffins, pie, etc.) seasonal fruits - 2 types. Lunch portion per person shall include: first course (soup), second course (meat or fish, garnish), fresh vegetables salad, bread, still/mineral water. Total: 4752 lunches and 7128 coffee breaks.
• 1 dinner for participants staying at the hotel (1284 participants). Dinner portion per person shall include: second course – meat or fish, garnish, fresh vegetables salad, bread, still/mineral water. Total: 1284 dinners.
• Reimburse the travel tickets (bus) for 1284 participants coming from different districts of the country. Consider an average price in this regard – 100 MDL for both ways.
• Prepare participant kits (folders for 1960 participants, notebook and pens with UNICEF Logo – for) and distribute the materials.
• Prepare participants kits for hospital settings (disposable mask, robe, slippers, disinfectant, paper bag) for 1960 participants and distribute them.
• Print the GMCD guide (1960 copies, A4, colour, two-sided, 45 sheets of paper per guide = 90 pages, spiral binding book).
• Print pre and post questionnaires, GMCD tool, agenda (1960 copies, A4, black and white, two-sided, 8 sheets of paper=16 pages)
• Print GMCD Annexes on laminated paper (1960 copies, A4, colour, two-sided, 3 sheets of paper=6 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 (5 laptops, 5 projectors in total).
• Provide the workshop set. Total: 5 flipchart tables, 50 flipchart paper packs (100 pages/set), 10 sets of markers red, green, black, blue).
• Ensure water for participants and trainers (reusable water jugs with filtered water and cups/glasses in all the conference rooms settings where the events will take place).
• Pick-up 5 roll-up banners (850x2000mm) from UNICEF and install them in the training rooms.
• Take photos during one of the trainings:1 hour at the conference room and 1 hour at the hospital setting (a selection of 40 photos).
• Print 2160 (A4, coloured) certificates and have them signed for participants.
• Provide event management and organisational support during and after the event.

All other items necessary to fulfill the objectives of this ToR. All outputs are to be delivered in accordance with a work plan proposed by the agency selected and agreed with UNICEF.

The trainings are planned to take place between April and December 2024 in Chisinau according to the schedule presented in Annex 1 inclosed in the Terms of Reference-Annex B and the file "Tentative schedule of  the trainings" (please note, it will be adjusted before the contract signature or earlier).

Qualifications and experience of the company

• Proven experience (at least 4 years) in organization and implementation of training events and workshops.
• Ability to deliver good quality products under tight deadlines 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 to be submitted:

• 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
• Proof of experience in organizing at least three similar scale events, with references and contract managers contact information.

Financial Proposal

The financial proposal shall indicate the total budget estimated in MDL, as well as a detailed breakdown of budget items. Payments will be based on completed activities, i.e., upon delivery of the services specified in the TOR.

Submission instructions

• Bid Submission Deadline: 17 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 12 April 2024, 17:00 (EET/Moldova time). 
• Q&A document can be accessed here: QA file LRPS-2024-9189187 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-2024-9189187 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-2024-9189187 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-2024-9189187.

The RFPS document with the enclosed Terms of Referens- Annex B and Annex 1; The Tentative schedule of the training sessions document can be foun by accessing the following link: https://sc.undp.md/tnddetails_un2/2847/