UNICEF Moldova LRQS-2024-9189842 Event management services to support the organization of the PlayFest event

UNICEF Moldova invites interested companies to submit their proposals for the provision of event management services supporting the organization of the “PlayFest” event

Implementation Date: 8 June 2024 (Tentative time: 09.00 - 13.00)

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, including:   

• Develop a detailed description of activities, necessary equipment and consumables;
• Ensure the acquisition and preparation of necessary materials for 7 workshops organized by preschools;
• Organize other three workshops dedicated for very young children (3-6 y.o.);
• Provide transportation for preschools personnel and children arriving at the event from 7 districts of the country;
• Coordinate the logistical details for the event, including: booking the venues, translation, coffee breaks, moderator, music, photo/video, technical equipment etc.;
• Produce visibility materials;
• Ensure event management services during and after the event;
• Produce a final report on the event.

For the details of the deliverable 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 and present the necessary documents: 

• Contractor must be a reputable event management company with prior 5 years’ experience in organizing and successfully conducting events, and trainings; 
• 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;  
• Risk and mitigation measures;  
• 3-5 examples of your most successful similar 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.    
• Price quotation. The price component of the quotation included should be an all-inclusive lump sum, 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 RFQS document)
• Company’s Registration Certificate

 Submission instructions:

• Bid Submission Deadline: 8 May 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 Radu Bradescu at rbradescu@unicef.org.   
• 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-2024-9189842 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 attached RFQS document. For additional details on deliverable, proposal content and minimum requirements please refer to the Terms of References-Annex B enclosed in the attached RFQS document.

The RFQS document (LRQS-2024-9189842) is publishe at:  https://sc.undp.md/tnddetails_un2/2869/