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ACDP Research Conference Event Planning and Management
Procurement Process :RFQ - Request for quotation
Office :UNDP Country Office - PHILIPPINES
Deadline :26-Feb-21
Posted on :02-Feb-21
Development Area :OTHER  
Reference Number :74961
Link to Atlas Project :
Non-UNDP Project
Documents :
Solicitation Document
Consortium MOU
ACDP Research Conference Orientation
UNDP General Terms and Conditions
FORMS
Overview :

UNDP kindly requests your quotation for the provision of goods, works and/or services as detailed in Annex 1 of this RFQ.

This Request for Quotation comprises the following documents:

Section 1: This request letter

Section 2: RFQ Instructions and Data

Annex 1: Terms of Reference

Annex 2: Quotation Submission Form

Annex 3: Technical and Financial Offer

 

Deadline of proposal submission is on 26 February 2021 (5PM Manila, Philippines) through email at bids.ph@undp.org .

Word format of the forms are available for download as part of this notice.

When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations must be submitted using Annex 2: Quotation Submission Form and Annex 3 Technical and Financial Offer, by the method and by the date and time indicated in Section 2. It is your responsibility to ensure that your quotation is submitted on or before the deadline. Quotations received after the submission deadline, for whatever reason, will not be considered for evaluation.

 

Background Information and Rationale, Project Description

The UNODC POPHL is providing technical assistance to the Asian Center for Drug Policy (ACDP), the National Academy of Science and Technology (NAST) and other partners for a Research Conference on the Drug Recovery in the Philippines: Strengthening Evidence-Based Policies and Practice (tentative title), to be held in April 2021.  The Conference, which is structured as a series of five weekly webinar-forums, aims to recognize that drug use and drug use disorders are a significant public health problem in the Philippines, and at generating solutions, measures, policies to better manage it.

The Conference will have five themes:  1) Magnitude of the Problem (international and local); 2) Public health consequences of drug/substance use; 3) Drug Recovery in the Philippines; 4) The Science of Drug/Substance Use (biomedical/clinical and socio-cultural); and 5) Public health policies and interventions.  A summary of recommendations and resolutions will be presented in the last session of the series.

The methodology includes lead discussion groups for each major theme, which groups shall: 1) perform exhaustive literature review on the theme/topic; 2) review local research paper submissions; 3) recommend speakers/panelists for the webinar/forums, 4) formulate an executive summary based on literature review and worthwhile local papers; and 5) organize the specific webinar to present executive summary followed by research presentations.

The Asian Center for Drug Policy is a fledgling consortium that envisions itself to be “a regional coalition of academic institutions, civil society organizations, government agencies and private organizations that promotes objective and open dialogues on the effectiveness, direction and content of drug policies at the national and regional level. It shall co-create, deploy and disseminate evidence-based, comprehensive and integrated solutions to the problem of drug / substance abuse.”  (2018, ACDP MOU). Until August 2019, Development Academy of the Philippines housed the Secretariat and subsidized the technical and administrative secretariat services but has since ceased to do so.

UNODC POPHL aims to provide technical support as Technical and Administrative Secretariat Services to the Asian Center for Drug Policy for the Research Conference and complementing activities. This activity comes under the RenewHealth/USAID project through its Year 2 funding and contributes to the achievement of Output 3.1.2 CBDR Policy Research and Development.

 

Specific Objectives 

The objective of this project is to provide events management services for five (5) research forums schedule every week from April 7 to May 5, 2021. 

 

Scope

For the period 15 February 2021 to 14 June 2021, the firm shall provide event planning and management services to the ACDP for its pre-conference activities, including five (5) research and policy forums.  In particular, it will

  • Plan for and manage five (5) mixed-platform research forums-cum-webinars organized by the ACDP;
  • Coordinate with the UNODC-engaged conference visual design consultant to know and provide inputs to the concept and thematic design of the weekly research forums as well as the main conference, as well as the design of event-related materials;
  • The firm shall develop the public information and PR materials, provide copywriting and scriptwriting services for event-related materials, as well as event template and logomotion videos;
  • Crop/edit and prepare for broadcast the 5- to 7-minute videos of selected research papers that will be presented to the forums/conferences

Contractor may be able to refer to the following infographics/materials attached to this advertisement.

Approach and Methodology 

The contractor is expected to submit a proposal with detailed activities, deliverables, time line and budgetary requirements, and ensure to include in their approach consultation with UNODC team in the Philippines as well as the ACDP representatives, to make sure that the events are rolled out in accordance with the requirements of the ACDP.

Please refer to the attached Terms of Reference for the Deliverables and Schedules/Expected Outputs. 

 

Expected duration of the contract/assignment

The Firm will be hired for a maximum of four (4) months. The target start of work date is March 2021 and the target end date by the June 2021. No-cost extension is possible if the schedules sessions for the conference were moved or delayed.

 

Duty Station

The contractor may schedule consultation meetings and demonstrations through an online platform given the current COVID-19 situation but may have to schedule a face to face meeting before the end of the project.

This work shall be performed in person to the extent permitted by community quarantine restrictions. The Firm is expected to have its own working premises, equipment, internet connectivity, cloud hosting, among others. UNDP and the Firm shall assess the feasibility and safety of conducting on-the-ground activities if needed and undertake measures to ensure safety of its personnel. It is understood that the Firm shall provide medical insurance coverage and other safeguards for its personnel.

 

Professional Qualifications of the Successful Firm and its Key Personnel - please refer to the TOR

 

Price and Schedule of Payments - please refer to the TOR for the tranche breakdown

The contract is on a fixed output-based price regardless of the extension in duration of work, in the event that the contractor is unable to deliver on time. The contractor shall include in their proposal all-in costs, including staffing; professional fee, administrative support et al.  

 

Criteria for Evaluation

 

Combined Scoring Method, using the 70%-30% distribution for technical and financial proposals, respectively, where the minimum passing score of technical proposal is 70%.

 

The evaluation of Technical Proposal should at minimum comprise the 3 major criteria as shown in the table below.

Key Personnel criteria breakdown is available in the Terms of Reference.           

 

Technical Proposal Evaluation Forms

Points Obtainable

1.

Bidder’s qualification, capacity and experience / Expertise of the Firm

Relevance of specialized knowledge and experience on similar engagements done in the region/country

300

2.

Proposed Methodology, Approach and Implementation Plan

Description of the Offeror’s approach and methodology for meeting or exceeding the requirements of the Terms of Reference

Assessment of the implementation plan proposed including whether the activities are properly sequenced and if these are logical and realistic

300

3.

Management Structure and Key Personnel

400

 

Total

1000

 

Thank you and we look forward to receiving your quotations.