REQUEST FOR PROPOSAL (RFP) - UNDP

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ANNEX II INSTRUCTIONS TO BIDDERS “Event Management Services Provider” RFP/UNDP/OPR/003/2011 A. INTRODUCTION 1. General Purpose of RFP: This document provides information on how to prepare proposals and apply for required services for the “Event Management Services”. 2. Cost of proposal The Bidder shall bear all costs associated with the preparation and submission of the Proposal, UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation. B. SOLICITATION DOCUMENTS 3. Contents of sollicitation documents Bids must be in lots or for the whole requirement. The Bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the Bidder’s risk and may affect the evaluation of the Proposal. 4. Clarification of solicitation documents UNDP will respond in writing to any request for clarification of the Solicitation Documents that it receives seven (7) days prior to the deadline for the submission of Proposals. Written copies of the organisation’s response (including an explanation of the query but without identifying the source of inquiry) will be posted on the UNDP Indonesia procurement website www.undp.or.id/procurement. 5. Amendments of solicitation documents At any time prior to the deadline for submission of Proposals, UNDP may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the Solicitation Documents by amendment. Prospective bidders are therefore advised to regularly check the UNDP Indonesia website www.undp.or.id/procurement for amendments. All prospective Bidders that have received the Solicitation Documents will be notified in writing of all amendments to the Solicitation Documents. In order to afford prospective Bidders reasonable time in which to take the amendments into account in preparing their offers, UNDP may, at its discretion, extend the deadline for the submission of Proposals. C. PREPARATION OF PROPOSALS 6. Language of the proposal The Proposals prepared by the Bidder and all correspondence and documents relating to the Proposal exchanged by the Bidder and UNDP shall be written in the English language. Any printed literature furnished by the Bidder may be written in another language so long as accompanied by an English translation of its pertinent passages in which case, for purposes of interpretation of the Proposal, the English translation shall govern. Page 4 of 36
7. Documents comprising the proposal The Proposal shall comprise the following components: • RFP Acknowledgement Form (Attachment I) • Technical Proposal, completed in accordance with Attachment II, • Price Schedule, completed in accordance with Attachment III; and • Vendor’s Registration Form (Attachment IV) 8. Technical Proposal Format The Bidder shall structure the technical part of its Proposal according to the format in Attachment II to this RFP. The Technical Proposal will be evaluated against the criteria detailed in Clause 21 of this Instruction assisted by the following information: (a) Expertise of Firm/ Organisation Submitting Proposal This section should describe the organizational unit(s) that will be responsible for the contract, and the general management approach towards this project. This should fully explain the Bidder’s resources in terms of personnel and other resources necessary for achieving project results. This section should also provide orientation to the organisation/firm including the year and state/country of incorporation and a brief description of the Bidder’s present activities (focusing on services related to the Proposal). The Bidder should describe its experience in similar projects. (b) Proposed Work Plan and Approach This section should demonstrate the Bidder’s responsiveness to the specification by identifying the specific components proposed, addressing the requirements, as specified, point by point; providing a detailed description of the essential performance characteristics proposed; and demonstrating how the proposed methodology meets or exceeds the specifications. (c) Personnel CVs for key personnel should be attached. The technical proposal should not contain any pricing information whatsoever on the services offered. Pricing information shall be separated and only contained in the appropriate Price Schedule. It is mandatory that the Bidder’s Proposal numbering system corresponds with the numbering system used in the body of this RFP. All references to descriptive material and brochures should be included in the appropriate response paragraph, though material/documents themselves may be provided as annexes to the Proposal/response. Information that the Bidder considers proprietary, if any, should be dearly marked “proprietary” next to the relevant part of the text and it will then be treated as such accordingly. 9. Price Schedule The Bidder shall include an appropriate Price Schedule, an example of which is contained in these Solicitation Documents (Attachment III), the prices of services it proposes to supply under the contract. 10. Proposal currencies All prices shall be quoted in Indonesian Rupiah. 11. Period of validity of proposals Proposals shall remain valid for one hundred twenty (120) days after the date of Proposal submission prescribed by UNDP, pursuant to the deadline clause. A Proposal valid for a shorter period may be rejected by UNDP on the grounds that it is non-responsive. In exceptional circumstances, UNDP may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. A Bidder granting the request will not be required nor permitted to modify its Proposal. 12. Format and signing of proposals The Bidder shall prepare 2 (two) copies of the Proposal, clearly marking each “Original Proposal” and “Copy of Proposal” as appropriate. In the event of any discrepancy between them, the original shall govern. The two copies of the Proposal shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. The latter authorization shall be indicated by a written power-of-attorney accompanying the Proposal. Page 5 of 36
Page 1: REQUEST FOR PROPOSAL (RFP) TO: Inte
Page 6 and 7: A Proposal shall contain no interli
Page 8 and 9: 1.5 Litigation and Arbitration hist
Page 10 and 11: 23. UNDP’s right to vary requirem
Page 12 and 13: 8. INSURANCE AND LIABILITIES TO THI
Page 14 and 15: Article within sixty (60) days afte
Page 16 and 17: • Manage if necessary basic note
Page 18 and 19: 1. Identify three (3) suitable hote
Page 20 and 21: H. Payment Schedule While LTA will
Page 22 and 23: 15. Complaint and Disputes 16. Qual
Page 24 and 25: 33. The Aryaduta Hotel 34. Sheraton
Page 26 and 27: Semarang 1. Graha Santika Hotel 2.
Page 28 and 29: Maluku Utara 1. Bukit Pelangi Hotel
Page 30 and 31: ‐ to other district (within the s
Page 32 and 33: ATTACHMENT I RFP ACKNOWLEDGEMENT FO
Page 34 and 35: Section 2: Proposed Work Plan and A
Page 36: ATTACHMENT IV VENDOR’S REGISTRATI

REQUEST FOR PROPOSAL (RFP) - UNDP

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