REQUEST FOR QUOTATION (RFQ) VENUE & MEETING SERVICES
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RFQ Reference: UNFPA/FJI/RFQ/2024/024 : Consultation workshop for Development of a Regional Midwifery Strategy for the Pacific Islands in Fiji |
Date: 29 JULY 2024 |
SECTION 1: REQUEST FOR QUOTATION (RFQ)
United Nations Population Fund (UNFPA) kindly requests your quotation for the provision of goods and/or services as detailed in Annex 1 & 2 of this RFQ.
This Request for Quotation comprises the following documents:
Section 1: This request letter
Section 2: RFQ Instructions and Data
Annex 1: Schedule of Requirements
Annex 2: Meeting Room Set-up & Equipment Arrangements
Annex 3: Accessibility Questionnaire
Annex 4: Quotation Submission Form
Annex 5: Technical and Financial Offer
Annex 6: General Conditions of Contract
When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations must be submitted using Annex 2: Quotation Submission Form and Annex 3 Technical and Financial Offer, by the method and by the date and time indicated. It is your responsibility to ensure that your quotation is submitted on or before the deadline.
Quotations received after the submission deadline, for whatever reason, will not be considered for evaluation.
Thank you and we look forward to receiving your quotations.
SECTION 2: RFQ INSTRUCTIONS AND DATA
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Deadline for the Submission of Quotation |
TUESDAY 13 August 2024 5PM If any doubt exists as to the time zone in which the quotation should be submitted, refer to http://www.timeanddate.com/worldclock/. |
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Method of Submission |
Quotations must be submitted as follows: ✓Email psro.bidding@unfpa.org Bid submission address:
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Cost of preparation of quotation |
UNFPA shall not be responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process. |
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Supplier Code of Conduct |
All prospective suppliers must read the United Nations Supplier Code of Conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN. The Code of Conduct, which includes principles on labour, human rights, environment and ethical conduct may be may be found at: https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct Moreover, UNFPA implements a zero tolerance on fraud and other proscribed practices and is committed to identifying and addressing all such acts and practices against UNFPA, as well as third parties involved in UNFPA’s activities. |
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Conflict of Interest |
UNFPA encourages every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to UNFPA if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ. |
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General Conditions of Contract |
Any Purchase Order or contract that will be issued as a result of this RFQ shall be subject to the General Conditions of Contract as indicated in Annex 6. |
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Eligibility |
Bidders shall have the legal capacity enter into a binding contract with UNFPA and to deliver in the country, or through an authorized representative. |
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Currency of Quotation |
Quotations shall be quoted in Fijian Dollar (FJD) |
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Duties and taxes |
Article II, Section 7, of the Convention on the Privileges and Immunities provides, inter alia, that the United Nations, including UNFPA as a subsidiary organ, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use. All quotations shall be submitted net of any direct taxes and any other taxes and duties, unless otherwise specified below: All prices shall: [according to project and applicable country agreement] |
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Language of quotation and documentation including catalogues, instructions, and operating manuals |
Bid documents and all related correspondence will be written in English.
Any printed literature furnished by a prospective Bidder written in a language other than the language indicated must be accompanied by a translation in the preferred language indicated above. For interpretation of the Bid, and in the event of discrepancy or inconsistency in meaning, the version translated into the preferred language indicated above shall govern. The sole responsibility for translation and the accuracy thereof shall rest with the Bidder.
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Documents to be submitted |
Bidders shall include the following documents in their quotation: ☐ Annex 3: Accessibility Questionnaire duly completed ☐ Annex 4: Quotation Submission Form duly completed and signed ☐ Annex 5: Technical and Financial Offer duly completed and signed and in accordance with the Schedule of Requirements in Annex 1 and Annex 2 ☐ Other |
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Quotation validity period |
Quotations shall remain valid for 60 days from the deadline for the Submission of Quotation. |
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Price variation |
No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted at any time during the validity of the quotation after the quotation has been received. |
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Partial Quotes |
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Alternative Quotes |
If permitted, an alternative quote may be submitted only if a conforming quote to the RFQ requirements is submitted. Where the conditions for its acceptance are met, or justifications are clearly established, UNFPA reserves the right to award a contract based on an alternative quote. If multiple/alternative quotes are being submitted, they must be clearly marked as “Main Quote” and “Alternative Quote” |
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Payment Terms |
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Contact Person for correspondence, notifications and clarifications |
Focal Person: Shivangani Lata. E-mail address: slata@unfpa.org Attention: Quotations shall not be submitted to this address but to the address for quotation submission above. |
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Clarifications |
Requests for clarification from bidders will not be accepted any later than 02 August 2024, (5) days before the submission deadline. Responses to request for clarification will be communicated to slata@unfpa.org by 02 August 2024. |
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Evaluation method |
☐The contract will be awarded to the lowest price substantially compliant offer |
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Evaluation criteria |
☐ Full compliance with all requirements as specified in Annex 1 & Annex 2 ☐ Full acceptance of the General Conditions of Contract ☐ Earliest Delivery /shortest lead time |
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Right not to accept any quotation |
UNFPA is not bound to accept any quotation, nor award a contract or Purchase Order |
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Right to vary requirement at time of award |
At the time of award of Contract or Purchase Order, UNFPA reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum 10% of the total offer, without any change in the unit price or other terms and conditions. |
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Type of Contract to be awarded |
Purchase Order |
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Expected date for contract award. |
TBC |
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Publication of Contract Award |
UNFPA will publish the contract award on United Nations Global Marketplace http://www.ungm.org, with the RFQ Reference number and information of the awarded Bidder company name, contract amount or LTA and the date of the contract. |
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Policies and procedures |
This RFQ is conducted in accordance with Policies and Procedures of UNFPA which can be accessed at : Regular Procurement procedures |
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UNGM registration |
UNFPA posts all Bids notices, clarifications, and results in the United Nations Global Marketplace; hence, we strongly encourage Bidders to register at the appropriate level on the United Nations Global Marketplace (UNGM) website at www.ungm.org.
The Bidder may still submit a quotation even if not registered with the UNGM. Bidders can also access all UN Bids online and, by subscribing to the Tender Alert Service, suppliers can be automatically notified via email of all UN business opportunities that match the products and services for which they have registered. Instructions on how to subscribe to the Tender Alert Service can be found in the UNGM Interactive Guide for suppliers. |
ANNEX 1: TERMs of REFERENCE or STATEMENT OF WORK
Evidence supports that the provision of high-quality midwifery education and care improves outcomes for women, newborns, families, and communities in all-income country settings. Midwifery has been identified as a critical workforce in the Pacific region with calls to develop a regional midwifery strategy and to strengthen midwifery education in line with global standards.
In 2018, the State of the Pacific’s Reproductive Maternal, Newborn, Child, Adolescent Health (RMNCAH) Workforce Report, hereafter the Pacific RMNCAH report, was published.1 The report was based on the methodology used in the previous SoWMy reports but focused on the small island nations of the Pacific. The Pacific RMNCAH report identifies midwives as vital workforce, as when appropriately educated and regulated they are competent to deliver a wide range of RMNCAH interventions across the continuum of care. To increase the visibility and influence of midwives, the Pacific RMNCAH report recommended the development of a regional midwifery strategy, and capacity building in midwifery education.
Planned capacity building in education has been ongoing over the past 4 years. This has included accreditation of education providers, alignment of curricula with local, regional, and international standards, and midwifery education faculty development. Challenges in building capacity in midwifery education have been identified in several midwifery-related reports. Key challenges include lack of midwives in leadership roles; lack of professional recognition in education and regulation; lack of infrastructure, resources, and faculty capacity for quality education; and a startling lack of investment in midwifery and midwifery education in general.2 The Pacific RMNCAH report identifies challenges such as shortages of qualified faculty, difficulties in accessing supported clinical practice experience, a lack of development opportunities for faculty, and resource-limited teaching and learning environments. In addition to key midwifery professional and educational challenges, broader health system challenges in Pacific Island countries include small populations, geographical spread of both population and small island groups and countries, impacts of climate change, and the reliance on international aid for developing robust systems of sustainable health care provision. Health workforce migration also poses significant challenges in workforce distribution across the Pacific region, including in the midwifery workforce.
Six Pacific Island countries educate midwives in-country, and all six midwifery curricula are currently undergoing, or planning, a process of review and renewal. To date, midwifery education curricula reviews have been completed in Fiji, Kiribati, Samoa, Solomon Islands, Tonga, and Vanuatu and five of the six reviews have progressed to curricula renewal. Samoa commenced the implementation of the renewed curriculum in June 2023. Tonga and Kiribati have plans for implementation mid-2024. The midwifery teams in Solomon Islands and Fiji are progressing through accreditation processes and Vanuatu are commencing accreditation processes. All renewed programs have been extended to 18-months duration in line with the ICM Global Standards for Midwifery Education.3
Although the Pacific RMNCAH report called for the development of a regional midwifery strategy, no further progress has been made towards this until this point. All countries that provide midwifery education have health-based strategic plans and RMNCAH policies that support midwives as key to improving outcomes for women and babies. For example1:
- The Fiji Health Plan identifies a shortfall of midwives and sets a target to increase numbers of healthcare workers, including midwives, by 2025
- The Kiribati 20-Year Vision document states the need for achieving the desired health workforce capacity will require additional investment in basic hospital equipment, training of more nurses, doctors, public health workers, midwives, and medical officers
- The Samoa Health Sector Plan identifies a continued priority of the health sector in Samoa as improving the health of women and babies through improvements in the provision of maternity services and the need to increase the number of Samoan students undertaking health-related studies
- The Solomon Islands National Health Strategic Plan includes a priority objective to improve maternal and child health outcomes through ensuring a sufficient workforce with appropriate skills, and an up-to-date curriculum that meets the changing needs of the community.
- The most recent Tongan National Health Strategic Plan July 2015 – June 2020 identifies key performance indicators focused on midwifery interventions such as increasing rates of early pregnancy booking and antenatal visits, ensuring all high-risk pregnancies have access to diabetes screening and establishing antenatal education programs.
- The Vanuatu Health Sector Strategy 2021-2030 includes a strategic objective of Improving quality maternal and child health service coverage and strengthening training processes for doctors, nurse practitioners, midwives, nurses, and allied health workforce, including new clinical and leadership training programs and continuing education
The focus of the last 4 years in the Pacific region has been on strengthening midwifery education. This is essential and an important place to start, however, midwifery education needs to be seen within the wider health service and have a focus on regulation, practice development and career pathways, models of care and leadership. These areas have had limited focus and the countries have requested support in strengthening all these aspects to improve maternal and newborn health.
The aim of this activity is to provide technical advice and support and work with midwifery and nursing leaders across the region to develop a Pacific regional midwifery strategy for the island nations of the South Pacific.
Development of Pacific Regional Midwifery Strategy
A team from the Burnet Institute will support this work as part of the Transformative Agenda administered through UNFPA Pacific Sub-Regional Office and funded by the Australian Department of Foreign Affairs and Trade
To support the development of the strategy we will explore the possibility of establishing a Steering Group with representatives from each of the countries as well as the key UN partners (UNFPA, WHO, UNICEF) and others including the South Pacific Chief Nursing and Midwifery Officers Alliance (SPNMOA) and the UTS WHO Collaborating Centre who are doing similar work with nursing in the region.
If established the Steering Group will meet online regularly through the project to advise the technical team and steer the development process. The Steering Group will identify the process of consultation required and what will be required at the level of each country.
A desk-based review of existing policies and documents will be initially undertaken. We will also review other midwifery strategy documents including a recent Midwifery Policy developed in Papua New Guinea.
Objectives
A 3-day regional consultation workshop will be held in Fiji. A draft set of principles that will underpin the
strategy will be presented. The workshop will then develop a draft strategy that can then be consulted upon.
The aim of the workshop is to:
- Develop scope and structure of the Pacific Regional Midwifery Strategy
- Develop key strategic policy areas on midwifery education, regulation, practice development and career pathways, models of care and leadership
- Identify different stakeholder responsibilities for strategic policy implementation
The outcomes of the workshop will be:
- A clear scope and planned structure of the Pacific Regional Midwifery Strategy
- A vision and mission statement for midwifery in the Pacific region
- Potential policy areas on midwifery education, regulation, practice development and career pathways, models of care and leadership outlined
- A consultation plan identified
- A monitoring and evaluation plan identified
ANNEX 2: MEETING ROOM SET-UP & EQUIPMENT ARRANGEMENT
Bidders are requested to confirm that they can provide the below selected set-up for the venue; if such set-up is not the most recommended based on the dimensions of the group and the size of the room, please ensure to highlight this information in their technical offer.
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U-Shape |
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Single Square or Round |
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Conference |
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Classroom |
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Clusters |
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V-Shape / Herringbone |
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Traditional Classroom |
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Hollow Square |
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Theatre |
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Other: |
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Bidders are requested to include the below selected equipment(s) in their quote and which are expected to be provided during the meeting service as per Annex 1; if any of the selected options are not available directly or by a third party subcontracted by the bidder, such information shall be communicated in the technical proposal.
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Wired Microphone(s) |
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Audio Equipment |
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Wireless Microphone(s) |
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Wi-Fi / High Speed Internet |
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Microphone stand: tabletop or floor |
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Video Conferencing Equipment |
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Podium with gooseneck for microphone |
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Projection equipment |
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Computer Desktop |
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Large Wall Screen(s) |
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Computer Laptop |
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Portable Screen (s) |
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Printer |
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Flat panel TV and/or Monitor |
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Remote clicker / Pointer |
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Paperboard / Flipchart |
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Desktop Magnifier |
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Pad of paper and markers for flipchart |
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Assistive tools and technologies for persons with visual, audio and mobility impairments |
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Interactive boards |
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Wheelchair charging stations |
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NO single-use products, e.g., cutlery, napkins |
ANNEX 3: ACCESSIBILITY QUESTIONNAIRE
Bidders are requested to complete this form with the utmost honesty, not complying with any of the below questions does not make a venue ineligible it does though highlight the need to the organizing team to make alternative arrangements to mitigate the possible challenges/risk. Not providing an honest response can cause disqualification.
Criteria |
Yes |
No |
N/A |
Getting to the Venue |
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Getting in and moving around |
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If yes, does the entry system have assistive tools for persons with audio impairments? |
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If yes, does the entry system have assistive tools for persons with visual impairments? |
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Is the signage for toilets, exits, lifts and meeting rooms embossed or in braille? |
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Facilities at the Venue |
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ANNEX 4: QUOTATION SUBMISSION FORM
Bidders are requested to complete this form, including the Company Profile and Bidder’s Declaration, sign it and return it as part of their quotation along with Annex 3: Accessibility Questionnaire and Annex 5: Technical and Financial Offer. The Bidder shall fill in this form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions shall be accepted.
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Name of Bidder: |
Click or tap here to enter text. |
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RFQ reference: |
Click or tap here to enter text. |
Date: Click or tap to enter a date. |
Company Profile
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Item Description |
Detail |
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Legal name of bidder |
Click or tap here to enter text. |
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Legal Address, City, Country |
Click or tap here to enter text. |
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Website |
Click or tap here to enter text. |
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Year of Registration |
Click or tap here to enter text. |
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Legal structure |
Choose an item. |
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Are you a UNGM registered vendor? |
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Bidder’s Declaration
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Yes |
No |
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Requirements and Terms and Conditions: I/We have read and fully understand the RFQ, including the RFQ Information and Data, Terms of References, Meeting room set-up and equipment arrangements, the Accessibility Questionnaire, the General Conditions of Contract and any Special Conditions of Contract. I/we confirm that the Bidder agrees to be bound by them. |
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I/We confirm that the Bidder has the necessary capacity, capability and necessary licenses to fully meet or exceed the Requirements and will be available to deliver throughout the relevant Contract period. |
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Ethics: In submitting this Quote I/we warrant that the bidder: has not entered into any improper, illegal, collusive or anti-competitive arrangements with any Competitor; has not directly or indirectly approached any representative of the Buyer (other than the Point of Contact) to lobby or solicit information in relation to the RFQ; has not attempted to influence, or provide any form of personal inducement, reward or benefit to any representative of the Buyer. |
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I/We confirm to undertake not to engage in proscribed practices, or any other unethical practice, with the UN or any other party, and to conduct business in a manner that averts any financial, operational, reputational or other undue risk to the UN and we have read the United Nations Supplier Code of Conduct: https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN. |
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Conflict of interest: I/We warrant that the bidder has no actual, potential or perceived Conflict of Interest in submitting this Quote, or entering into a Contract to deliver the Requirements. Where a Conflict of Interest arises during the RFQ process the bidder will report it immediately to the Procuring Organisation’s Point of Contact. |
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Prohibitions, Sanctions: l/We hereby declare that our firm, its affiliates or subsidiaries or employees, including any JV/Consortium members or subcontractors or suppliers for any part of the contract is not under procurement prohibition by the United Nations, including but not limited to prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists and have not been suspended, debarred, sanctioned or otherwise identified as ineligible by any UN Organization or the World Bank Group. |
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Bankruptcy: l/We have not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal action against them that could impair their operations in the foreseeable future. |
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Offer Validity Period: I/We confirm that this Quote, including the price, remains open for acceptance for the Offer Validity. |
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I/We understand and recognize that you are not bound to accept any Quotation you receive and we certify that the goods offered in our Quotation are new and unused. |
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By signing this declaration the signatory below represents, warrants and agrees that he/she has been authorised by the Organization/s to make this declaration on its/their behalf. |
Signature:
Name: Click or tap here to enter text.
Title: Click or tap here to enter text.
Date: Click or tap to enter a date.
ANNEX 5: TECHNICAL AND FINANCIAL OFFER
Bidders are requested to complete this form, sign it, and return it as part of their quotation along with Annex 3 – Accessibility Questionnaire and Annex 4 Quotation Submission Form in addition to any other document they consider relevant. The Bidder shall fill in this form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions shall be accepted.
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Name of Bidder: |
Click or tap here to enter text. |
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RFQ reference: |
Click or tap here to enter text. |
Date: Click or tap to enter a date. |
Technical Offer
Provide the following:
- a brief description of your companies’ qualification, capacity and expertise that is relevant to the Terms of Reference.
- Menu options for the different meals.
Financial Offer
Can consist of a lump sum for the provision of the services stated in the Terms of Reference your technical offer. The lump sum should include all costs of preparing and delivering the Services. All daily rates shall be based on an eight-hour working day.
Currency of Quotation: Fijian Dollars (FJD).
Breakdown of Fees
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Description of Deliverables/Personnel / other elements |
UOM |
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Unit Price |
Total Price |
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Conference Room Hire Dates : 17 - 19 Sept, 2024 for 35 pax |
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3 |
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Catering (Morning Tea, Lunch and Afternoon tea) |
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3 |
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ICT Support ( Projector, Speakers, mics, Internet) |
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3 |
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Accommodation for 35 Pax Check In : 16 Sept 2024 Check Out : 20 Sept 2024 |
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5 |
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Total(VIP) |
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Compliance with Requirements
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You Responses |
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Yes, we will comply |
No, we cannot comply |
If you cannot comply, pls. indicate counter proposal |
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Delivery Lead Time |
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Validity of Quotation |
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Payment terms |
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Other requirements [pls. specify] |
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I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in event that the quotation is accepted. |
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Exact name and address of company Company NameClick or tap here to enter text. Address: Click or tap here to enter text. Click or tap here to enter text. Phone No.: Click or tap here to enter text. Email Address: Click or tap here to enter text. |
Authorized Signature: Date: Click or tap here to enter text. Name: Click or tap here to enter text. Functional Title of Authorised Signatory: Click or tap here to enter text. Email Address: Click or tap here to enter text. |
ANNEX 6: GENERAL CONDITIONS OF CONTRACT
This Request for Quotation is subject to UNFPA’s General Conditions of Contract:
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Contracts for the Provision of Goods |
https://www.unfpa.org/resources/unfpa-general-conditions-goods |
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Contracts for the Provision of Services |
https://www.unfpa.org/resources/unfpa-general-conditions-provision-services |
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Contracts for the Provision of Goods and Services |
https://www.unfpa.org/resources/unfpa-general-conditions-mixed-goods-and-services |
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De Minimis Contracts |
https://www.unfpa.org/resources/unfpa-general-conditions-de-minimis-contracts |