Updated: UNICEF Moldova LRQS-2024-9189428 Event management services to support the organization of UNICEF interventions for the Moldova for Education Week

Updated 12.04.2024

The QA file LRPS-2024-9189428.rtf  was updated with additional information and questions from the bidders and UNICEF answers.

UNICEF Moldova invites interested companies to submit their proposals for the provision of event management services supporting the organization of UNICEF interventions for the „Moldova for Education Week”

Purpose of the contract

UNICEF Moldova is currently seeking to engage the services of a national event management company to offer support in the coordination and execution of the tasks in the forthcoming event, on April 26 and April 28, 2024, which will take place during the Education Week.

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 event and training session, including: 

• Coordinate the logistical details for the event, including: booking the venues, translation, coffee breaks, lunches, technical equipment etc.;
• Reimburse the transportation cost for the Assistive Technologies (AT) from Leova to Chisinau and back;
• Design and Print visibility materials;
• Ensure event management services during and after the event;
• Manage on-site operations during the event ensuring smooth execution.
• Produce final reports on the activity of the event.

 For the details of the deliverables and tasks please refer to the Terms of Reference-Annex B enclosed in the RFQS document.

Qualifications and experience of the company

For submission of proposals, the selected agency must comply with the following requirements: 

• Contractor must be a reputable event management company with prior 3 years’ experience in organizing and successfully conducting events;  
• Contractor must guarantee timely delivery of products;  
• Prior positive experience of working with UNICEF/ UN is an asset;  
• Contractor must have the ability to work under pressure and enough flexibility to adjust to UNICEF needs and expectations.  

Content of the proposal to be submitted for the bidding

Interested companies will submit a detailed Quotation, with a brief company description, their relevant experience, the proposed approach/methodology, as well as a portfolio of previous works. 

The Quotation should be succinct, informative and include the following:  

• A brief description of the company, experience and core team members proposed to be involved in this initiative and their qualifications;
• Detailed description of the proposed activities;  
• Detailed description of the way your company would respond to the ToR;  
• Risk and mitigation measures;  
• 1-3 examples of your most successful similar projects from the last 3 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.
• Price The price component of the quotation included should be an all-inclusive lump sum in MDL, without VAT, with break-down of costs per each task. When preparing the quotation, please note that UNICEF will not cover separately expenses related to dissemination, media placement, translation, transportation, per diems, meals, software, subscriptions, documents, permits, insurance, or any other expenses.
• Filled and signed Quotation Form (pages 2-4 of the RFQ document)
• Company’s Registration Certificate

Submission instructions:

• Bid Submission Deadline: 15 April 2024 11:00 (Moldova Time), any Bids received after the Submission Deadline will be rejected.
• Bid clarifications. Proposers are required to submit any questions in respect of this RFQS by e-mail to Cristina Dorogan at cdorogan@unicef.org.  The Q&A file with questions from the bidders and UNICEF answers will be periodically updated and can be accessed here:  QA file LRPS-2024-9189428.rtf  
• The official e-mail address for proposal submission is: chisinautenders@unicef.org, no other UNICEF e-mails must be cc-ed.
• The Quotation Form (pages 2-4 from the RFQS document) must be filled and signed by a duly authorized representative of the Company.
• Please pay attention: by answering YES to the Declaration statements (included in the Quotation Form) it means you didn't participate in the listed actions, by answering NO it means you did participate in the listed actions.
• All Proposal’s files must be included in the email, no external links.
• Proposal must be clearly marked with the RFQS number: LRQS-2024-9189428 in the e-mail title or on the envelope.
• Validity period of the proposal must be not less than 120 days.
• Currency of the proposal- MDL.

For additional details on the proposal submission rules please refer to the RFQS document. For additional details on deliverables, proposal content and minimum requirements please refer to the Terms of References-Annex B enclosed in the attached RFQS document.

The RFQS document (LRQS-2024-9189428) can be found by accessing the following link: https://sc.undp.md/tnddetails_un2/2853/