Dear Sir/Madam,

 

We hereby solicit your quotation for the “Conference Package and Accommodation for Regional Planning Meeting/TA Phase 02/TA Steering Committee Meeting for 1 week, in Fiji.

Workshop Design: Hybrid (In-person and Virtual)

 

Proposed meeting dates:

Option 1 – 31^st October to 4 November 2022

Option 2 – 7^th November to 11^th November 2022

Option 3 – 28^th November to 2^nd December 2022

Option 4 – 5^th December to 9^th December 2022

 

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

 

Objective:

The object of the RFQ is:

• To review the progress on the implementation of the Transformative Agenda in 2022 and plan final activities for completion by June 2023.
• To conduct a critical appraisal of the gains and gaps in achieving the TA Phase 1 goals.
• To identify and build a consensus on key strategies and results to achieve the TA Phase 2, by leveraging the achievements, deploying the learnings from TA Phase 1 as well as recommending relevant innovations.

 

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
Fax Nº:	+679 3312785
Email address of contact person:	amishra@unfpa.org

 

The deadline for submission of questions is Tuesday 4^th October 2022, 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: Tuesday 4^th October 2022, 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/22/030 – Conference Package and Accommodation for Regional Planning Meeting/TA Phase 02/TA Steering Committee Meeting for 1 week. 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 Ram Dahal, Operations and Quality Assurance Analyst at: dahal@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 Saira Shameem, UNFPA PSRO Deputy Director and Deputy Representative at shameem@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/22/030
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)
	Select one option from available dates below: Option 1 – 31st Oct to 4 Nov 2022 Option 2 – 7th Nov to 11th Nov 2022 Option 3 – 28th Nov to 2nd Dec 2022 Option 4 – 5th Dec to 9th Dec 2022
1.	Conference Package for 110 pax as per requirements from Monday to Thursday (4 days): Meeting room to accommodate this number Room configurations Banquet pricing including morning tea, lunch, afternoon tea and dinner. Meals to ensure there is vegetarian options Audio Visual Support such as minimum of two HD camera feed, Lectern Microphone, cordless microphones, speakers, white screen/ projector Dedicated Internet Line for the audio support and a separate Wifi access to guest for the meeting	110	pax
2.	Conference Package for 15 pax as per requirements on Friday (1 day): •    Meeting room to accommodate this number Banquet pricing including morning tea, lunch, afternoon tea and dinner. Meals to ensure there is vegetarian options Audio Visual Support, white screen/ projector Wifi access for the meeting	15	pax
3.	Accommodation with breakfast 110 pax check-in before Monday (a day earlier) and 95 pax check out on Friday  and 15 check out on Saturday	5     6	Nights     Nights
4.	Group dinner to be arranged on the opening night of Monday	110	pax
5.	Group dinner to be arranged on the opening night of Thursday	110	pax
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/22/030 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