Event Management Support in Organizing 3 Training Sessions to Strengthen Capacities... Tender

Procurement Summary

Country : Moldova

Summary : Event Management Support in Organizing 3 Training Sessions to Strengthen Capacities of Specialists from Transdisciplinary Teams

Deadline : 21 Feb 2024

Other Information

Notice Type : Tender

TOT Ref.No.: 96235111

Document Ref. No. : LRPS-2024-9188170

Competition : ICB

Financier : United Nations Secretariat

Purchaser Ownership : Public

Tender Value : Refer Document

Purchaser's Detail

Purchaser : UNITED NATIONS CHILDREN'S FUNDO
Chișinău
Moldova
Email :chisinautenders@unicef.org

Tender Details

Tenders are invited for Event Management Support in Organizing 3 Training Sessions to Strengthen Capacities of Specialists from Transdisciplinary Teams

Objectives of the event management services
Coordinate and arrange the flights for 5 international experts:
- 1 expert from Columbus (USA);
- 2 experts from Oporto (Portugal);
- 1 expert from Amsterdam (Netherlands);
- 1 expert from Kharkiv (Ukraine) - train or bus ticket;
including: buying the plane tickets or train tickets (Ukraine) (from the destination to Moldova and back to their countries). Travel costs are expected to be based on the most direct and economical route and fare. Please note that each expert will travel two (2) times to Moldova (once in March, once in May 2024);
Coordinate and arrange picking them up from the airport and bringing them to the hotel (as well as from the hotel to the airport on their way back);
Coordinate and arrange the accommodation for a total of 18 nights for 5 experts in a 4* or 5* hotel with breakfast included single rooms (options TBD with UNICEF - take as reference for price Jolly Alon) (5 experts x 18 nights);
The company will cover the fee for the international experts in amount of 355 euros for each expert per working day (5 experts x 15 working days x 355 euro/per day);
Suggest and book the conference room for the trainings in Chisinau. The venue should be centrally located with flexible setup with the ability to rearrange tables and chairs. Options TBD and approved with UNICEF. Take as reference for price Jolly Allon; (1 conference room x 15 rent days x 8 hours per day)
Accommodation services for 70 participants single rooms (4 nights with breakfast, for reference: Jolly Allon); (70 participants x 4 nights). Reimburse the travel tickets (bus) for 70 participants coming from 8 districts of the country. Consider an average price in this regard;
Organize coffee breaks and lunches for 100 participants, inclusive 5 trainers per training (two coffee breaks and one lunch per day) Total: 570 lunches and 1140 coffee breaks. 5 dinners for participants staying at the hotel (70 participants) Total: 350 dinners;
Prepare participant kits (notebook and pens with UNICEF Logo) for 100 participants and distribute the materials;
Multiplication of the learning materials (300 pages, A4, colour, two-sided);
Print tags for facilitators (5 facilitators) - 5 name tags;
Register the participants - paper registration;
The company will provide 2 translators ENG-RO and vice versa for each training (simultaneous translation, equipment is needed) (2 translators x 15 days);
Provide multimedia equipment and ensure its functionality during the trainings (1 laptop and 1 projector per training);
Provide the workshop set (2 flipchart per group, flipchart paper -1 pack per group, 20 markers (red, green, black, blue per group));
Ensure 2 bottle of water per participants and trainers per day (100 participants, 5 trainers per training) Total: 1140 bottles.
Pick-up 2 roll-up banners (850x2000mm) from UNICEF and install them in the training rooms;
Take photos of the first day of the event (a selection of 30 photos made in the first day of trainings);
Printing of 35 books on ECI (35 copies x 300 pages, coloured, two-sided);
Print 100 (A4, coloured) certificates and have them signed for participants;
Provide event management and organisational support during and after the events;
Trainings schedule:
1st training session- 11-16 March 2024,
2nd training session- 13-17 May 2024,
3rd training session- 20 -24 May 2024
Qualifications and experience of the company
Extended experience (4 years) in organization and implementation of training events and workshops.
Ability to deliver good products in short terms and work under pressure.
Flexibility in responding to the needs of the UNICEF team.
The submissions should contain two separate proposals: Technical Proposal and Financial Proposal.
Technical proposal content
Completed and signed REQUEST FOR PROPOSAL FOR SERVICES FORM
Company-s Registration Certificate
Bidder-s portfolio with proof of required years of relevant experience
Qualifications of the team: Curriculum Vitae of the team leader and project manager who will lead and coordinate the campaign
Work plan showing the detailed sequence and timeline for the assignment implementation and the overall approach to the implementation
Detailed quality assurance mechanism and risk mitigation measures.
References, if available.

Documents

 Tender Notice