Extension of Call for Quotation: Organize events and PR activities for "The 4th TICA Connect: Five Decades of Thailand and UNFPA partnership: Advancing towards Sustainable Development Goals (SDGs)"

15 July 2018

 

EXTENSION OF REQUEST FOR QUOTATION

RFQ Nº UNFPA/THA/RFQ/18/002

 

Provision of a service to organize events and PR activities for:

The 4th TICA Connect: Five Decades of Thailand and UNFPA partnership

 

Deliverable Timeframe: 20 July – 24 August 2018

 

UNFPA requires the provision of services to organize events and PR activities for “The 4th TICA Connect: Five Decades of Thailand and UNFPA partnership: Advancing towards Sustainable Development Goals (SDGs)”, as it is required on the attached Terms of Reference (Annex II)-Revision 2.

 

This Request for Quotation (revision 2) is open to all legally-constituted companies that can provide the requested services and have the legal capacity to deliver in the country, or through an authorized representative.

 

Interested companies could submit the technical and financial quotations within the extended period on 11-15 July 2018.  The financial quotation form (Annex III) can be downloaded here. Please note that the original proposal submission period for this RFQ was between 26 June to 9 July 2018.

 

The company submitting the quotations must be available to present the technical quotation to UNFPA and TICA on Tuesday 17 July 2018. UNFPA Thailand will confirm the time and the venue of presentation on Monday 16 July 2018.

 

Interested companies can submit questions during the period of this call for to the following contact details:

Tel number: +66 2 687 0134; Email address: thailand.office@unfpa.org


Note on the revision of the Request for Quotation, Revision 2 -

  • Page 2, Section V: Proposals should be prepared based on the guidelines set forth in Section IV above, along with a properly filled out and signed price quotation form, are to be sent by e-mail to the contact person indicated below no later than: Sunday, 15 July 2018 at 16.00 hrs, Bangkok time.

Note on the revision of the Term of Reference (Annex II), Revision 2 –

  • Page 1: Deliverable Timeframe: 20 July – 24 August 2018
  • Page 1: Pre-event (approx. 3 weeks, 20 July – 10 August)
  • Page 4: Note: The company submitting the quotations must be available to present the technical quotation to UNFPA and TICA on Tuesday 17 July 2018. UNFPA Thailand will confirm the time and the venue of presentation on 16 July 2018.

Below are the list of the submitted questions and answers from UNFPA:

 

1. Question: Kindly confirm whether the technical and financial quotation can be submitted via e-mail

Answer: An interested company can submit the technical and financial quotations via e-mail as advised under section V, page 2 in the Request for Quotation, link.

 

2.รบกวนขอไฟล์ layout plan ห้องวิเทศสโมสร กระทรวงการต่างประเทศ (สถานที่จัดงาน TICA Connect) เพื่อใช้ในการออกแบบและวาง layout ของงานทั้งหมด เนื่องจากก.ต่างประเทศแจ้งว่า ให้ติดต่อขอข้อมูลจากองค์กรเจ้าของงานโดยตรง

Answer: UNFPA will email the floor plan of Vithes Samosorn Hall to all the prospective companies in our email list within Wed 4 July 2018. Kindly inform us if you do not receive the plan.

 

3.Facilitate the invitation to XX youth participants (400 THB / person) หมายถึงออกค่าเดินทางให้คนละ 400 บาทให้เดินทางมาเอง หรือต้องจัดเตรียมรถรับ-ส่งให้ด้วยครับ

Answer: UNFPA expects to invite not more than 20 youth participants residing in Bangkok or the three nearby provinces to TICA Connect on 16 August 2018. It needs the event organizer to either provide the round-trip transportation mode or transportation fee (not exceeding 400 THB/ person) to the youth participants. For the event on 15 August 2018, UNFPA calls off the request for this support as updated in the revision of the Term of Reference (Annex II) at the content under bullet B of the pre, during and post event section.

 

 

4. Refer to TOR, ต้องจัดทำ 1 VDO for event ceremony

คำถาม - สถานที่จัดงาน (วิเทศสโมสร) มีจอสำหรับเปิด VDO หรือไม่ครับ หรือทีมต้องจัดหาเข้าไปเอง

Answer: Vithes Samosorn Hall provides projector, screen on the stage, podium and audio system. The incumbent event organizer does not need to bring in an external display, visual and audio system.

 

5. Refer to TOR ระบุแค่ว่าจัดหา photo and video recording service เท่านั้น

คำถาม - จะต้องจัดเตรียมระบบถ่ายทอดสด (Outside broadcasting) ด้วยไหมครับ

Answer: UNFPA and TICA require the photo and video recording service for this event. However, it is open to the prospective company to include in its proposal other visual services that it feels comfortable in its budget and operation. Nevertheless, the mandatory requirement in providing the photo and video recording service indicated in the ToR must remain.

 

6.รบกวนยกตัวอย่างหรือขอรายชื่อ 10 exhibitors เพื่อให้เข้าใจและเห็น content ภาพรวมของงานเบื้องต้น

Answer: While UNFPA cannot confirm the definite list of the exhibitors who would display their exhibition material at the foyer in front of Vithes Samosorn Hall, it expects to host its partners’ exhibition from Department of the Public Health, Faculty of Nurse from universities and several companies from the private sector. The dimension of the foyer could be seen in the floor plan shared to the interested bidder.

 

7.ในส่วน Exhibition area

- พื้นที่จัดแสดง exhibition (12 big display panel ) คือบริเวณไหน

- พื้นที่ให้ 10 participating exhibitors ออกงานคือบริเวณไหน

Answer: The exhibition area of the 12 panels is to be located at the third section of Vithes Samosorn Hall. The exhibition area for the 10 exhibitors is to be located at the foyer in front of Vithes Samosorn Hall.

 

8.จำนวนแขกผู้ร่วมงาน สามารถยึดจำนวนใน TOR ตามนี้ได้เลยไหมครับ

- TICA Connect (16 Aug) = Participants 300 + Media 40 = 340 pax (approx)

- Seminar (17 Aug) =   Participants 60 + Media 20 = 80 pax (approx)

Answer: For TICA Connect, it is estimated that the number of the participants is approximately 250-300 and that the desired number of the attending media is 40 with the assistance of the incumbent event organizer.

 

For the event/ group discussion on 17 Aug, it is now changed to 15 Aug as shown in the revision of the Term of Reference (Annex II) at the content under bullet B of the pre, during and post event section. UNFPA expects to invite approximately 20-25 participants in the multi-sectors—government, private, CSO, youth, academic and media. Names are to be provided by UNFPA and its partners and suggested by the event organizer

 

9. Refer to Deliverable ข้อ 7 : Send out media invitation

คำถาม - จะต้องส่งเป็นบัตรเชิญ (จับต้องได้) หรือสามารถส่งในรูปแบบ E-card ได้ครับ

Answer: The incumbent event organizer can sent out the media invitation in the electronic forms.

 

10. Refer to Deliverable ข้อ 2 : Secure the venue of the seminar & networking lunch

(list of the hotels under the long-term agreement with the UN is to be provided)

คำถาม

- สามารถเสนอชื่อโรงแรมอะไรก็ได้หรือต้องต้องเป็นรายชื่อโรงแรม under the long-term agreement with UN เท่านั้นครับ

เพราะเรทราคาและเงื่อนไขของสถานที่จัดงานแต่ละแห่งก็แตกต่างกันออกไป เกรงว่า หากเสนอโรงแรมที่มีเรทราคาต่ำกว่ารายชื่อที่เข้าข่ายข้อตกลงกับทาง UN ไปก่อน อาจส่งผลกระทบต่อราคาภายหลังได้ครับ

- สามารถแจ้งเรทราคาประเมินของสถานที่จัดงานที่ทาง UN มีอยู่ให้ทราบก่อน พอเป็นไปได้ไหมครับ

- หรือสามารถบอก list of the hotels under the long-term agreement ให้ทราบได้ไหมครับ (เพื่อเป็นข้อมูลในการประเมินราคา)

Answer: For the event/ group discussion on 17 Aug, it is now changed to 15 Aug as shown in the revision of the Term of Reference (Annex II) at the content under bullet B of the pre, during and post event section. The venue is now free of charge with the courtesy from Chulalongkorn University.

 

11. ในส่วนของ PR จะต้องดำเนินการลงข่าวประชาสัมพันธ์ก่อนงาน (Pre-event) ด้วยหรือไม่ครับ หรือแค่ลงข่าวหลังจบงาน (Post-event) เท่านั้น

Answer: For both events, TICA Connect and the group discussion, UNFPA focuses on the media attendance and the media report after the events.

 

12. Refer to budget (approx THB 416,000)

คำถาม - หากเสนอราคาสูงกว่า THB 416,000 จะถูกตัดสิทธิ์จากการพิจารณาเลยไหมครับ หรือสามารถเสนอได้แต่จะได้คะแนนน้อยลงตามสัดส่วนการคำนวณคะแนนใน TOR

(เนื่องจากเท่าที่ประเมินราคาเบื้องต้น งานอีเว้นท์ 2 วัน + ส่วนจัดแสดงนิทรรศการ (12 big display panel) + ค่าสถานที่จัดงานสัมมนา + ค่า PR = ราคาค่อนข้างสูงพอสมควร)

Answer: UNFPA allocates the maximum budget of 416,000 THB for the 4th TICA Connect event (TICA Connect & a group discussion). UNFPA will evaluate the technical quotation from every company that submits the quotations. It will evaluate the financial quotation of those whose technical quotation meets the technical requirements indicated under bullet A and bullet B of the pre, during and post event section. The detail of the financial quotation evaluation can be found on pages 3 and 4 of the Request for Quotation, http://thailand.unfpa.org/sites/default/files/submissions/RFQ%2018_002_revised_1.docx.

 

13.Refer to qualifications, Service providers are requested to provide the company profile and portfolio which are relevant to the work required in this TOR

คำถาม - เอกสารแสดงคุณสมบัติอื่นๆ เช่น ภพ.20, หนังสือรับรองการจดทะเบียนบริษัท, ผู้ถือหุ้นบริษัท ฯลฯ จะต้องส่งให้ในตอนยื่นเสนองานเลยไหมครับ หรือสามารถส่งหลังจากได้งานแล้วก็ได้

Answer: For proposal submission, please submit only your company profile and portfolio. Only if your company has been selected to organize the event, other documents like Por Por 20, Company Registration, etc. will be requested later.

 

14. VDO for the event opening ceremony

- What kind of VDO ka? Can it be just an animated compilation of photos and existing VDO footage (provided by client)? 

- Or does it have to be a newly filmed motion VDO? If yes, what is the location for shooting? Would there be any interviewees? How many? MakeUp required?

Answer: The VDO for the event opening ceremony will compile the visual materials given by TICA and UNFPA Thailand. The incumbent event organizer will assist in edit them into a presentation telling the cooperation between Thailand and UNFPA for the past five decades. The given visual materials include the existing VDO footages, photos and animations.

 

15. Communication materials (approx 340 copies for 16th, 30 copies for 15th)

- How many pages per material ka?

- What printing technique is required here? Is it normal A4 black&white photocopying?

Answer: The communication/ information materials for TICA Connect on 16August are in English for approx. 300 event participants and in English and Thai for approx. 40 media participants. The text in both English and Thai will be provided by UNFPA. The materials for the event participants are likely to be a thin A5-sized four-page bulletin with full colours summarizing the Thailand – UNFPA cooperation for the five decades. The materials for the media participants on 16 August and for the participant for the event on 15 August would be in the colour-photocopying format.

 

16. Catering

- Can it be a snack box? Or does it have to be a table set up?

Answer: For the event on 15 August, catering could be a snack box appropriate for a mid-level business meeting. For the event on 16 August, catering will be provided by TICA.

Special note that on 15 August, the venue is free with the courtesy of Chulalongkorn University. However, the event organizer is to provide a small-scale audio system including microphones and amplifiers appropriate for a meeting for 30 participants.