UNICEF Montenegro invites the bids for events management 2014
The services include the following:
- Providing support to the organization and management of events in various parts of the country – providing sound, lights, scenography for events when needed; personnel to support organization of events if needed; etc
Please submit the completed invitation to bid form and supply profile form that can be found at our website your offers with price lists and the other documents requested. Please enclose signed hard copies of all documents with electronic copies of all documents on a CD/DVD in a sealed envelope marked EVENTS MANAGEMENT BID to the following address before February19, 2014 (16:30):
UNICEF, Vladike Danila 28, 81 000 Podgorica
Fax: +382 20 224 278
Email:
Any discount to UNICEF for these services will be taken into account when deciding the best offer.
Invitation to bid for Events Management for UNICEF Montenegro in 2014
Background and Context
The overall goal of Country Programme 2012-2016 is to aid efforts by Montenegro to increase
equity and ensure the inclusion of children and women who are in need of special protection, live
in poverty or are socially marginalized.
The programme will contribute to the following key results by the end of 2016: (a) Montenegro
addresses disparities and gaps in access to quality social services for excluded and vulnerable
boys, girls and families in line with United Nations standards;(b) the country’s legal framework
is harmonized with EU/United Nations standards, and policies relevant to child-focused
governance and social inclusion of children are implemented and monitored; and (c) national and
local authorities systematically apply the principles and standards of the Convention on the
Rights of the Child and Copenhagen criteria (for membership in the EU) and facilitate
independent monitoring.
The country programme comprises two mutually reinforcing components: child protection and
social inclusion; and child rights, policies and planning. These reflect the need for continuity in
supporting the Government and institutions to complete the child care system reform agenda and
implement policies and strategies for children at central and local levels; securing investment in
equitable inclusion and protection of the most vulnerable and marginalized groups; strengthening
capacities in planning, child rights monitoring and budgeting; and implementing the framework
for a sustainable legacy of child rights.
INVITATION TO BID (ITB 02/2013)DATE: 03February 2014
REFERENCE: ITB 01/2014
Providing support to the organization and management of events in various parts of the country
Please submit the completed invitation to bid form (marked ITB 01/2014), supply profile form and your offers – hard copy with an electronic copy on a CD in a sealed envelope marked EVENTS MANAGEMENT BID to the following address beforeFebruary19, 2014 (4:30 PM):
UNICEF,
Vladike Danila 28
81 000 Podgorica
REF: ITB 01/2014
Bids received after the stipulated date and time will be invalidated.
In case your offer is found to be the most competitive one, we would inform you accordingly. Likewise, if we do not contact you within 10 days from the public opening of the bids, you may consider that your quotation has not been selected for the contractual arrangement.
IMPORTANT NOTES:
- Please use this document when submitting your offer.
- Please fill in carefully all requested information, for both parts - Part 1 and Part 2. Please use only yellow fields for entering your information.
- The offer should be properly signed and stamped before submission.
- Any offer submitted without following the above recommendations could be rejected.
Part 1: Specification
REQUIREMENTS AND COMPETENCES:
Experience:
-At least 3 years of professional experience in the field of events management;
-Experience in work with UN System desirable, but not mandatory;
- Experience in preparation of large scale events with large audience;
Minimum HR requirements:
-Professionals with at least three years of experience in events management;
* All applicants must submit proof of experience in the form of ‘best of’ portfolio on DVD;
* All applicants must submit the list of equipment they are using in events management;
* All applicants must submit lists of people working in required field, with short (up to one page) biography including the personnel engaged for coordination of events with large audience
Service description / Price (EUR) / Comment1 / Sound system for the event in the space of up to 200m2 with up to 4 microphones for speakers and sound distribution for journalists/cameramen
2 / Sound system for the event in the space larger than 200m2 with up to 4 microphones for speakers with sound distribution for journalists/cameramen
3 / Multi speaker sound/surround system for the event in the space of up to 200m2 with up to 10 microphones with sound distribution for journalists/cameramen
4 / Multi speaker sound/surround system for the event in the space larger than 200m2 with up to 10 microphones with sound distribution for journalists/cameramen
5 / Stage per m2
6 / Metal construction for background banner per m2
7 / Fixed lighting system (one color) for stage of up to 10 m2
8 / Fixed lighting system (one color) for stage from 10 - 20 m2
9 / Fixed lighting system (one color) for stage larger than 20 m2
10 / Moving light system with different colors and effects - price per piece
11 / LED WALL up to 10 m2 - price per piece
12 / LED WALL larger than 10 m2 - price per piece
13 / Production of background banner per m2
14 / Support the organization of the event - situations when personnel support is needed to help in coordination of large number of children at an event, distribution of water bottles/fruits/T-shirts etc to children at various events and similar - price per person per day
15 / Agency’s event coordination fee – price per project manager per event/day
16 / Agency’s event coordination fee - project manager assistant per event/day
17 / Agency’s event coordination fee – project coordinator per event/day
18 / Lap top with USB presentation clicker, projector 3500 ansi lumens (or similar) and screen 3.2x2.3
19 / Lap top with USB presentation clicker, projector 6000 ansi lumens (or similar) and screen 4.2x3
20 / LCD TV (per piece)
Supplement(s) to the offer:
IMPORTANT NOTICE: All interested parties shall submit prices of their services only in the table form above. The pricelists submitted in other form could be rejected. For any supplement to particular item offered, please use boxes in the column “Comment”. For any additional services or other kind of offer supplements, please use the bottom box “Supplement(s) to the offer” (Estimates for any cost-reimbursable items, such as travel, and out of pocket expenses, any exceptions i.e. additional charging during days of weekend work, or similar).
Part 2: Conditions
- Price must be given in EUR and fixed for the 12 months from the date contract is signed.
- Price should be given without TAX as UN Agencies are TAX exempt for the purchasing of goods and services.
IMPORTANT !
In order to be considered for evaluation purposes, your offer shall include the following information:
Payment Terms
Delivery Time
IMPORTANT INFORMATION
Currency of Quotations/offers /EURO
Completeness of quotation / Suppliers are encouraged to submit offers comprising all items requested in this ITB in their submissions.Important: Only offers including all requested items will be considered for evaluation purposes
Requests for clarification / Bidders requiring clarification of any of the terms, technical requirements or conditions stipulated in this ITB shall communicate in writing with UNICEF Office in Podgorica. Requests for clarification may be submitted via e-mail to Only requests for clarification received at least 24 hours prior to the deadline for submission of offers will be entertained.
General Terms and Conditions / This ITB is subject to UN General Terms and Conditions.
OFFEROR’S REMARKS
I hereby accept all terms and conditions stated above.
Date: / Name and TitleCompany
Postal Address
Tel/cell no
Validity of Offer
Signature / Stamp
INSTRUCTIONS TO BIDDERS
1. MARKING AND RETURNING BIDS
1.1 SEALED BIDS must be securely closed in the bid envelope provided, or other suitable envelope, clearly MARKED on the outside with the BID NUMBER, and despatched to arrive at the UNICEF office indicated NO LATER THAN the CLOSING TIME AND DATE. Bids received in any other manner will be INVALIDATED.
1.2 FAXED BIDS must be returned to the ONLY ACCEPTABLE FAX NUMBER for Bids as indicated on the Page 1 of this Bid Document. Bidders should note that Bids received at any other fax number will be INVALIDATED.
1.3 EMAILED BIDS must be returned to the ONLY ACCEPTABLE EMAIL ADDRESS for Bids as indicated on the Page 1 of this Bid Document. Bidders should note that Bids received at any other email address will be INVALIDATED.
1.4 Bids received without the Bid number will be invalidated.
2. TIME FOR RECEIVING BIDS
2.1 Sealed Bids received prior to the stated closing time and date will be kept unopened. The Officer of the Bid Section will open Bids when the specified time has arrived and no Bid received thereafter will be considered.
2.2 UNICEF will accept no responsibility for the premature opening of a Bid which is not properly addressed or identified.
3. PUBLIC OPENING OF BID
3.1 Bidders, or their authorized representative, may attend the public opening of the Bid at the time, date and location specified. Bidders should note that the Bid Opening is the only time and place where information related to pricing from competitors is available.
4. REQUEST FOR INFORMATION
4.1 Any request for information regarding the specifications should be forwarded to the Contracting Officer who PREPARED the Bid, and NOT to the Bid Section.
5. ERROR IN BID
5.1 Bidders are expected to examine all Schedules and all Instructions pertaining to the work or Bid. Failure to do so will be at Bidders own risk. In case of errors in the extension price, unit price shall govern.
6. CORRECTIONS
6.1 Erasures or other corrections in the Bid must be explained and the signature of the Bidder shown alongside.
7. MODIFICATION AND WITHDRAWAL
7.1 All changes to a Bid must be received prior to the closing time and date. It must be clearly indicated that it is a modification and supersedes the earlier Bid, or state the changes from the original Bid.
7.2 Bids may be withdrawn on written or faxed request received from Bidders prior to the opening time and date. Negligence on the part of the Bidder confers no right for the withdrawal of the Bid after it has been opened.
8. VALIDITY OF BIDS
8.1 Bids should be valid for a period of not less than 90 days after bid opening, unless otherwise specified in the Specific Terms and Conditions. Bidders are requested to indicate the validity period of their bid, as UNICEF may place additional orders against the lowest acceptable bid if requests for identical equipment are received from our field offices during the bid validity period. UNICEF may also request the validity period to be extended.
9. CURRENCY OF BIDS
9.1 Failure to quote in the currency stated in the ITB document will invalidate the bid.
10. INCOTERMS
10.1 Failure to quote in accordance with the requested INCOTERMS may result in invalidation of your bid.
11. SUPPLIER REGISTRATION AND EVALUATION
11.1 UNICEF is now part of the UnitedNations Global Marketplace (UNGM) (previously the UN Common Supplier Database.)Accordingly, all bidders must apply to become a UNICEF supplier and this must be done via the UNGM website at Following this application the UNGM informs the UNICEF Quality Assurance Supplier Evaluation Unit (SEU) automatically and a determination will be made as to whether the application will be accepted. The determination is based on relevance of the products to UNICEF, together with a financial assessment.
11.2 Simultaneously with application to UNGM, and unless this information has already been provided to UNICEF within the previous 12 months, bidders shall submit their most recent Audited Financial Statement and Quality System Certificate to the UNICEF Quality Assurance Supplier Evaluation Unit, UNICEF Plads, Freeport, DK-2100, Copenhagen, Denmark. This information will be used by UNICEF for evaluation and approval purposes before making an award. It is in the interest of the bidders to provide information as complete as possible, as awards will only be made to suppliers who meet UNICEFs supplier selection criteria.
12. COUNTRY OF ORIGIN
12.1 Items produced in countries other than that of the Bidder must be indicated, stating the country of origin. Bidders may be required to submit a Certificate of Origin of Goods issued by the Chamber of Commerce or other equivalent authority.
13. RIGHTS OF UNICEF
13.1 UNICEF reserves the right to INVALIDATE any Bid for reasons mentioned above, and, unless otherwise specified by UNICEF or by the Bidder, to accept any item in the Bid.
13.2 UNICEF reserves the right to INVALIDATE any Bid received from a Bidder who, in the opinion of UNICEF, is not in a position to perform the contract.