RFQ for Hosting of PSRO Retreat

Date: November 16, 2020

REQUEST FOR QUOTATION

RFQ Nº UNFPA/FIJI/RFQ/2020/005

Dear Sir/Madam,

UNFPA hereby solicits a quotation for the following service:

“Hosting UNFPA PSRO Retreat”

UNFPA PSRO office requires accommodation, catering service and conference facility for hosting of UNFPA Pacific Sub-Regional Office retreat for its staff on 7-11 December 2020. The retreat will facilitate an estimated 35 participants who will be engaged in virtual meetings with colleagues from across the Pacific Island countries.   

This Request for Quotation is open to all legally-constituted companies that can provide the requested services and have legal capacity to perform 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 child birth 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 a healthy sexual and reproductive lives. To read more about UNFPA, please go to: http://pacific.unfpa.org

2. Service Requirements/Terms of Reference (ToR)

Objectives and scope of the Services

• • • Background information

Under the Pacific Sub-Regional Office banner, 14 countries are covered in the Pacific region which includes Fiji, Vanuatu, Solomon Islands, Kiribati, Tonga, Samoa, Fiji, RMI, FSM, Cook Islands, Nauru, Niue, Palau, Tokelau and Tuvalu. The Pacific Sub-Regional Office in Fiji supplies Reproductive Health Commodities in support of the activities it undertakes in these 14 countries.

• • • Development objective(s)

The retreat is designed to bring together UNFPA staff to a central board for consultations, discussions and team building. The retreat is an opportunity for the staff and organization to reflect on the achievements of the year, address the challenges faced and plan for the coming new year. The retreat is an opportunity for UNFPA staff to meet with colleagues based across the Pacific region and take this as an advantage to share experience and knowledge.

• • • Output/deliverable(s) and activities

The accommodation, catering and conference facility should be able to provide;

• Superior/ Deluxe room (double bed) with breakfast and Wi-Fi included
• Conference room with capacity to host 35 guests
• Full Day Conference package inclusive of:
  
  • Venue, Morning tea, Buffet lunch and Afternoon tea
  • Stationery for participants (Note pad, pen, pencil)
  • White Board (s), Flip Charts, Ink Markers
  • Projector and Wide Screen proportion to room size
  • Dedicated stable Internet access to host virtual online meetings and participants use on laptops.
  • Speakers and Mics
  • Refreshments on group tables (mints and water)
• Host Opening Dinner Function (food and non-alcoholic beverages)
• Host Closing Dinner Function (food and non-alcoholic beverages)
• Team building activity
• Christmas Tree (closing dinner)

3. Questions

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

The deadline for submission of questions is [Wednesday 18^th November, 5.30pm, Fiji Time]. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.

4. 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 service requirements / ToRs.
2. Price quotation, to be submitted strictly in accordance with the price quotation form.

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

5. Instructions for submission

Proposals should be prepared based on the guidelines set forth in Section IV above, along with a properly filled out and signed price quotation form, and are to be sent by email to the address indicated below no later than: Friday, 20^th November 2020 at 5:30 PM Fiji Time

Please note the following guidelines for electronic submissions to UNFPA PSRO dedicated email address:

• Do not submit your proposal to any other e-mail address than psro.bidding@unfpa.org, or your proposal will be disqualified.
• The following reference must be included in the email subject line: RFQ Nº UNFPA/FIJI/RFQ/2020/005– “Hosting UNFPA PSRO Retreat”. Proposals, including both technical and financial 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 you 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 Salmana Hussein, Programme Associate at: sahussein@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.

6. Overview of Evaluation Process

Quotations will be evaluated based on the technical proposal and the total cost of the services (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.

7. Award Criteria

In case of a satisfactory result from the evaluation process, UNFPA intends to award a Purchase Order for the Accommodation, Catering and Conference Facility to the bidder that obtain the lowest-priced technically acceptable offer.

8. 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 services specified in this RFQ without any change in unit prices or other terms and conditions.

9. Payment Terms

UNFPA payment terms are net 30 days upon receipt of invoice and delivery/acceptance of the milestone deliverables linked to payment as specified in the contract.

10. 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.

11. 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.

12. 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 Dr. Jennifer Butler, UNFPA PSRO Director and Representative at butler@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.

13. 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

• Quoted rates must be exclusive of all taxes, since UNFPA is exempt from taxes.

Example Price Schedule below:

I hereby certify that the company mentioned above, which I am duly authorized to sign for, has reviewed RFQ UNFPA/FIJI/RFQ/2020/005 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.

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