Event management agents and qualified companies to provide various services related to conference organizing activities
Reference: RFP/ECA30/2021/04059
Beneficiary countries: Turkey
Published on: 21-Oct-2021
Deadline on: 11-Nov-2021 23:59 (GMT 3.00) Baghdad, Riyadh, Moscow, St. Petersburg
Opportunity Background
BACKGROUND
The UN WOMEN, on behalf of all United Nations Agencies in North Macedonia is hereby undertaking a solicitation of bid proposals from event management agents and qualified companies who are interested to provide various services related to conference organizing activities, regularly required by the UN agencies.
In order to achieve cost efficiency from economies of scale while ensuring outstanding quality of service, one recommendation agreed among the UN Agencies was to consolidate all conference organizing requirements and enter into one common contract with a agency to serve all its respective needs and service requirements. However, UN WOMEN on behalf of all UN agencies reserves the right to award two or more contracts with different agencies UN also reserves the right to establish a trial period of three months duration with several agencies.
UN agencies are organizing workshops/seminars/trainings internally or with the national and international counterparts. The UN WOMEN, besides its own operations, also acts as the liaison office for UN WOMEN agencies in the region, to assist to the organization of their workshops/seminars/trainings in the country.
Opportunity Structure
MINIMUM PRODUCTS AND SERVICES REQUIRED BY UN AGENCIES
Organization of Events
Conference / Event Arrangements shall include, but not limited to, hotel reservations (for venue of workshops/meetings, accommodation of participants), facilitating the logistical arrangement of workshops/meetings/trainings, transportation of participants, provision of audio-visual equipment, screens and related services (including delivery/installation if necessary), translation services, provision of updated information on the availability of the hotels, workshop/seminar/training facilities.
Organization of events – Services to be furnished by the Event Agent
The event management agency shall, upon request form from UN Agency, organize the necessary arrangements for conferences/meetings/seminars and training workshops. The event management agency shall:
1. Identify suitable hotels or other establishments, request proposals and quotations, negotiate rates and other terms and conditions and present the table with final two (2) comparable proposals and accompanying original proposals by the hotels/companies for consideration and approval by UN agencies.
Transfer all discounts received from hotels to UN.
2. Ensure that any other services such as additional electronic and audio-visual equipment with or without a technician, workshop materials (such as notebooks, folders, banners, flags, flip-charts, etc. including their printing, compiling, delivery and placement), translators/interpreters, secretaries, ancillary staff will be satisfactorily provided, and electronic and other equipment is fully functional at all times.
3. Provide video shooting/photography services if/when requested.
It is understood that the successful bidder will charge a fee for providing the services listed under the points 1 – 3 above which will be part of the invoice for total services provided.
For the procurement of photography and printing services, the event management agency will provide at least three offers to be used for selection by the UN Women/UN Agency teams. The servicing of this request will be included in the total fee.
All events will be organized in accordance with the recommendations of Government the Republic of North Macedonia in regard to the Covid-19 pandemic, while respecting all necessary precautions measures.
COMPENSATION SCHEME
Event management agency shall generate its income on a each transaction basis.
The UN WOMEN Procurement Assistant shall, from time to time, evaluate and verify with other event management agency and other industry indicators the comparability and competitiveness of the rates being given to the UN. The UN remains the right to terminate contract with the prospective selected event management agency at any time if the event management agency charges UN Agencies in North Macedonia on higher rates than market standards, or does not render minimum services described in this tendering document.
Bidders that will be short-listed might be required to conduct a presentation to, and respond to queries of, the UN Evaluation Committee.
TIMEFRAME AND LOCATION
Expected duration of the contract is from 01 December 2021 to 30 November 2024.
Competitive Scope
QUALIFICATIONS OF THE SUCCESSFUL COMPANY
Corporate Requirements:
The event management agency shall have in its current office all necessary equipment and facilities, and shall employ a sufficient number of experienced and professionally trained travel experts and staff to handle minimum requirements of the UN Agency System.
The successful event management agency that will be contracted to serve the needs of the UN Country Team shall have the following minimum qualifications:
- Maintains a good track record in serving international organizations, embassies and multinational corporations. A record of minimum 20 projects of similar nature and complexity is required such as assignments related to this TOR during the last 5 years (list of projects to be submitted along with contact details for reference check, including certificate of satisfactory completion of those projects signed by clients);
- Employs competent and experienced event consultants, as evidenced by their track record in their Curriculum Vitae,
- Financially capable of rendering services to UN Agencies in North Macedonia. Annual turnover of the bidder must not be less than the amount/s indicated in the accompanying RFP document.
- Basic office equipment and telecommunications equipment, capacity to coordinate events.
- Capable of deploying motorized messenger(s)/documentation clerk(s), – Willing and able to guarantee the delivery of products and services in accordance with the performance standards required by this TOR.
- Currently maintains a global network/ affiliates in major cities in North Macedonia.
- Must employ at least 5 employees.
Personnel Requirements:
- Service orientation and excellent communication skills
- Attention to detail skills
- Excellent time management skills
- Adaptability and flexibility
- Cooperation and social orientation
- Job requires displaying a good-natured, cooperative attitude.
- Complex problem-solving skills – Job requires identifying complex problems and reviewing related information to develop and evaluate options and implement solutions
- Stress tolerance skills – Job requires dealing calmly and effectively with high stress situations
1. Team Leader
Minimum Qualifications and Experience:
- An advanced University degree in economics or other related field.
- At least 7 years of relevant experience
- in minimum 3 projects of comparable nature and complexity;
- At least 7 years of managing teams dealing with assignments indicated in this TOR;
- Fluent in English and Macedonian language.
2. Event coordinator – for events organization:
Minimum Qualifications and Experience:
- Secondary Education in economics or other related field (Bachelor degree will be advantage).
- At least 5 years of professional experience in the organization of logistical arrangements for big events.
- Fluent in English and Macedonian language.
3. Documentations Assistant / Delivery Service – Messenger:
Minimum Qualifications and Experience:
- Secondary Education in economics or other related field (Bachelor degree will be advantage)
- At least 3 years of professional experience in the area of finance
- Fluent in English and Macedonian language.
All such personnel shall be required to be well versed on the UN Policies and each of its agencies, and adopt the same knowledge on the conduct of business and delivery of services to the UN System. The above mentioned personnel will be provided respective training by the UN staff. The personnel who will be assigned to serve the UN need not necessarily be new, but may also be current employee of the agency, to be re-assigned to service the UN requirements.
Other expertise needed and facilities required shall be sourced from the existing capacity of the Agency.
Submission Guidelines
Interested bidders must register or log in to the UN Women eProcurement Portal in order to submit their proposals.
Closing Date: November 11, 2021