REQUEST FOR QUOTATION

RFQ Nº UNFPA/FJI/RFQ/23/037

 

Dear Sir/Madam,

 

We hereby solicit your quotation for the “Conference Package & Accommodation for Phase II Transformative Agenda Launch, Workshop and Steering Committee Meeting”, from 23 to 26 October 2023, in Fiji.

 

No.	Description	Quantity	Start Date	End Date
1	Conference Package 110pax Meeting Room Hire Cost Banquet pricing including morning tea, lunch and afternoon tea. Meals to ensure there are vegetarian options. Provide selections. Day 1 – Morning tea and lunch Only Day 2 and 3 -Morning tea, lunch and afternoon tea Audio Visual Support such as minimum of two HD camera feed, Lectern Microphone, cordless microphones, speakers, white screen and projector. Dedicated Internet Line for the audio support and a separate Wifi access to guest for the meeting.	3 days	Workshop start date 23 October 2023	Workshop end date 25 October 2023
2	High Tea Arrangement (Day 1) Provide selections	140pax	23 October 2023 5.30pm	23 October 2023 6.30pm
3	Cocktails & Dinner (Day 1) Provide selections	140pax	23 October 2023 7.30pm	23 October 2023 10.00pm
4	High Tea Arrangement (Day 3) Provide selections	110pax	25 October 2023 4.30pm	25 October 2023 5.30pm
5	Conference Package 30pax Meeting Room Hire Cost Banquet pricing including morning tea, and lunch. Meals to ensure there are vegetarian options. Provide selections. Audio Visual Support such as minimum of two HD camera feed, Lectern Microphone, cordless microphones, speakers, white screen and projector. Dedicated Internet Line for the audio support and a separate Wifi access to guest for the meeting.	½ day	26 October 2023 8.30am	26 October 2023 1.30pm
6	Accommodation Standard room for 110 pax	4 nights	Check-in on 22 October 2023	Checkout on 26 October 2023
7	Accommodation Standard room for 30 pax	2 nights	Check-in on 22 October 2023	Checkout on 24 October 2023

 

This Request for Quotation is open to all legally constituted companies that can provide the requested services and have legal capacity to deliver in the country, or through an authorized representative.

  

1. About UNFPA

 

UNFPA, the United Nations Population Fund (UNFPA), is an international development agency that works to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  

 

UNFPA is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives. To read more about UNFPA, please go to: http://pacific.unfpa.org

 

The selected vendor is expected to provide such services, based on the specific Purchase Orders submitted to the vendor.

 

2. Questions

Questions or requests for further clarifications should be submitted in writing to the contact person below:

 

Name of contact person at UNFPA:	Ashika Mishra
Tel Nº:	+679 3230739
Email address of contact person:	amishra@unfpa.org

 

The deadline for submission of questions is Monday 17 July 2023, 5.00pm, Fiji Time. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.

 

3. Content of quotations

Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain:

 

1. Technical proposal, in response to the requirements outlined in the specifications should comply with:
2. Price quotation, to be submitted strictly in accordance with Price Quotation Form.

 

Both parts of the quotation must be signed by the company’s relevant authority and submitted in PDF format.

 

4. Instructions for submission

Proposals should be prepared based on the guidelines set forth in Section III above, along with a properly filled out and signed price quotation form and are to be sent by email to the contact person indicated below no later than Thursday 20 July 2023, 5.00pm, Fiji Time.

 

Secure Email address :

psro.bidding@unfpa.org

 

Please note the following guidelines for electronic submissions:

• The following reference must be included in the email subject line: RFQ Nº UNFPA/FJI/RFQ/23/037 – Conference Package & Accommodation for Phase II Transformative Agenda Launch, Workshop and Steering Committee Meeting. Proposals that do not contain the correct email subject line may be overlooked by the procurement officer and therefore not considered.
• The total email size may not exceed 20 MB (including email body, encoded attachments and headers). Where the technical details are in large electronic files, it is recommended that these be sent separately before the deadline.
• When submitting electronic offers, Bidders will receive an auto-reply acknowledging receipt of the first email. Should your offer require to submit more than one email, in the body of this first email, bidders are requested to list the number of messages, which make up their technical offer and the number of messages, which make up their financial offer. If you do not receive any auto-reply for the first email from UNFPA’s email system, please inform Payal Kumar, Finance Programme Associate at: paykumar@unfpa.org.
• Any quotation submitted will be regarded as an offer by the bidder and does not
  constitute or imply the acceptance of any quotation by UNFPA. UNFPA is under no obligation to award a contract to any bidder as a result of this RFQ.

 

5. Overview of Evaluation Process

Quotations will be evaluated based on the compliance with the technical specifications and the total cost of the goods (price quote). The evaluation will be carried out in a two-step process by an ad-hoc evaluation panel. Technical proposals will be evaluated for technical compliance prior to the comparison of price quotes.

 

6. Award

In case of a satisfactory result from the evaluation process, UNFPA shall award a Purchase Order to the lowest priced bidder whose bid has been determined to be substantially compliant with the bidding documents.

 

7. Right to Vary Requirements at Time of Award

UNFPA reserves the right at the time of award of Contract to increase or decrease, by up to 20%, the volume of goods specified in this RFQ without any change in unit prices or other terms and conditions.

 

8. Payment Terms

UNFPA payment terms are net 30 days upon receipt of shipping documents, invoice and other documentation required by the contract.

 

9. Fraud and Corruption

UNFPA is committed to preventing, identifying, and addressing all acts of fraud against UNFPA, as well as against third parties involved in UNFPA activities. UNFPA’s Policy regarding fraud and corruption is available here:  Fraud Policy. Submission of a proposal implies that the Bidder is aware of this policy.

 

Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the UNFPA Office of Audit and Investigations Services as well as with any other oversight entity authorized by the Executive Director and with the UNFPA Ethics Advisor as and when required.  Such cooperation shall include, but not be limited to, the following: access to all employees, representatives agents and assignees of the vendor; as well as production of all documents requested, including financial records.  Failure to fully cooperate with investigations will be considered sufficient grounds to allow UNFPA to repudiate and terminate the Agreement, and to debar and remove the supplier from UNFPA's list of registered suppliers.

 

A confidential Anti-Fraud Hotline is available to any Bidder to report suspicious fraudulent activities at UNFPA Investigation Hotline.

 

10. Zero Tolerance

UNFPA has adopted a zero-tolerance policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to UNFPA personnel. Further details on this policy are available here: Zero Tolerance Policy.

 

11. RFQ Protest

Bidder(s) perceiving that they have been unjustly or unfairly treated in connection with a solicitation, evaluation, or award of a contract may submit a complaint to the UNFPA Head of the Business Unit Mr. Iori Kato, UNFPA PSRO Director and Representative at kato@unfpa.org. Should the supplier be unsatisfied with the reply provided by the UNFPA Head of the Business Unit, the supplier may contact the Chief, Procurement Services Branch at procurement@unfpa.org.

 

12. Disclaimer

Should any of the links in this RFQ document be unavailable or inaccessible for any reason, bidders can contact the Procurement Officer in charge of the procurement to request for them to share a PDF version of such document(s).

 

 

 

 

 

 

 

 

 

 

 

 

PRICE Quotation Form

 

Name of Bidder:
Date of the quotation:	Click here to enter a date.
Request for quotation Nº:	UNFPA/FJI/RFQ/23/037
Currency of quotation:
Validity of quotation: (The quotation shall be valid for a period of at least 3 months after the submission deadline.)

 

 

Price Quotation Form
Item	Product Name & Description	Quantity	UOM	Cost per unit	Total (FJD)
1	Conference Package – 23 October to 25 October 2023 110pax Meeting Room Hire Cost Banquet pricing including morning tea, lunch and afternoon tea. Meals to ensure there are vegetarian options. Provide selections. Day 1 – Morning tea and lunch Only Day 2 and 3 -Morning tea, lunch and afternoon tea Audio Visual Support such as minimum of two HD camera feed, Lectern Microphone, cordless microphones, speakers, white screen and projector. Dedicated Internet Line for the audio support and a separate Wifi access to guest for the meeting.	3 days
2	High Tea Arrangement (Day 1) Provide selections	140pax
3	Cocktails & Dinner (Day 1) Provide selections	140pax
4	High Tea Arrangement (Day 3) Provide selections	110pax
5	Conference Package – 26 October 2023 30pax Meeting Room Hire Cost Banquet pricing including morning tea, and lunch. Meals to ensure there are vegetarian options. Provide selections. Audio Visual Support such as minimum of two HD camera feed, Lectern Microphone, cordless microphones, speakers, white screen and projector. Dedicated Internet Line for the audio support and a separate Wifi access to guest for the meeting.	½ day
6	Accommodation from 22 October 2023 to 26 October 2023 Standard room for 110 pax	4 nights
7	Accommodation from 22 October 2023 to 24 October 2023 Standard room for 30 pax	2 nights
TOTAL COST FJD

 

Vendor’s Comments:

 

 

 

 

 

 

 

 

 

 

I hereby certify that the company mentioned above, which I am duly authorized to sign for, has reviewed RFQ UNFPA/FJI/RFQ/23/037 including all annexes, amendments to the RFQ document (if applicable) and the responses provided by UNFPA on clarification questions from the prospective service providers.  Further, the company accepts the General Conditions of Contract for UNFPA, and we will abide by this quotation until it expires.

 

	Click here to enter a date.
Name and title	Date and place

ANNEX I:

General Conditions of Contracts:

De Minimis Contracts

 

 

This Request for Quotation is subject to UNFPA’s General Conditions of Contract: De Minimis Contracts, which are available in: English, Spanish and French