ITB for Establishment of LTAs for Event Management Services

New clarification added: Dear Bidder,Thank you for your clarification request.Below you will find response to your question:Question 33:Question: Can UNOPS please provide a list of the countries that fall under each Lot?UNOPS Response:The lots are categorized based on geographical regions. For a comprehensive list of countries within each region, please refer to the following link: https://unstats.un.org/unsd/methodology/m49/Since the middle east region is not included in the above list, please find the  middle east region, it includes the following countries:BahrainEgyptIranIraqIsraelJordanKuwaitLebanonOmanPalestineQatarSaudi ArabiaSyriaUnited Arab EmiratesYemenPlease note that some countries may span multiple regions. In such cases, consider the geographical location of the specific area involved.Based on the needs arising during the validity period and its implementation of LTA the countries where the events to be conducted will be provided. Please note that this tender is for a long term agreement. 

New clarification added: Dear Bidder,Thank you for your clarification request.Below you will find response to your question:Question 32:Question: With regards to FORM D – ITB Section III Returnable Bidding Forms, could you please clarify how many profiles we need to present for the Travel focal persons? Is it two or four? In all three roles (Supervisor/Travel focal person/ Finance focal point) it is required to present one main expert and one back-up. For the Travel Focal person, in the document it is mentioned to present at least two experts, therefore it is not clear how many profiles we should present for the Travel focal person. Thank you for clarifying.UNOPS Response:Please note that for each role, including Supervisor, Travel Focal Person, and Finance Focal Point, you are required to present at least two profiles: one main expert and one back-up. Specifically for the Travel Focal Person, this means you should submit profiles for both a main expert and a back-up, resulting in a total of two profiles for this role.

New clarification added: Dear Bidder,Thank you for your clarification request.Below you will find response to your question:Question 31:Question: Please, is it possible to appoint one of the Joint Parnership members without UNGM Registration, the Lead Bidder in this tender submission?UNOPS Response:Please follow the document “Section I_Instruction to Bidders” for bid submissions and related requirements of the tender. It is particularly stated that if a bidder does not have all the expertise required for the provision of the goods/services to be provided under the Contract, such bidder may submit a bid in association with other entities, particularly with an entity in the country where the goods and/or services are to be provided. In the case of a joint venture, consortium or association and all parties of such joint venture, consortium or association shall be jointly and severally liable to UNOPS for any obligations arising from their bid and the Contract that may be awarded to them as a result of the tender.UNOPS eSourcing is integrated with the United Nations Global Marketplace (UNGM). In order to access the full UNOPS tender details, request clarifications on the tender, and submit an offer to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance please follow: https://esourcing.unops.org/#/Help/Guides.

New clarification added: Dear Bidder,Thank you for your clarification request.Below you will find response to your question:Question 30:Question: I would like to change my responses (intent to bid options) in the vendor confirmation section. How do I proceed, please.?UNOPS Response:Please follow the document “Section I_Instruction to Bidders” for bid submissions. It is particularly stated that, prior to the submission deadline, Bidders may withdraw, substitute, or modify their offers by sending a written notice to UNOPS. The modification shall be submitted as per the submission instructions.

New clarification added: Dear Bidder,Thank you for your clarification request.Below you will find response to your question:Question 29:Good evening, regarding the selection criteria, we noticed that the lead firm should be a company in the business since at least 5 years. How do you foresee the participation of newly established companies (e.g. 1 year in the business)? How they can participate and lead the tender if they have all the technical capacity to bid for it? Thank you UNOPS Response:Please follow the mandatory requirements stated in criteria #6 stated in the eSourcing platform: “Bidders must have a minimum of five (5) years of incorporation and submit a Certificate of Incorporation/Registration of the company. In the case of Joint Ventures (JVs), the leading member must submit a Certificate of Incorporation/Registration of the company demonstrating at least five (5) years of incorporation” and Section 2.5.4 of the Schedules of Requirements: “The eligibility of applicants will be evaluated using a Pass/Fail methodology as part of the Preliminary Examination. The criteria for this evaluation are detailed on the e-sourcing platform and include factors such as legal and operational capacity to provide services, compliance with UNOPS requirements, and completeness of submission. Applicants who do not meet the eligibility criteria will be rejected at this stage of the ITB evaluation process.”

New clarification added: Continue Question 28:Dear Bidder,Please find below the responses to the remaining questions:i. Facilitator’s Services.          We need detailed description of what these facilitator’s services encompasses.UNOPS Response:Based on the needs arising during the validity period and its implementation of LTA, description of the facilitator’s services, according to particular event(s), will be provided. Please note that this tender is for a long term agreement. It is not one single event/travel/purchase. Please kindly refer to the document “Section II. Schedule of Requirements_TORs Event Management” and scenarios given in it for the requirements concerned.j. Health and Safety Services.          We’d need an exact description of the health and safety services they’d require. This budget barely covers a couple of nights at a hospital without any invasive service procedures.UNOPS Response:Based on the needs arising during the validity period and its implementation of LTA, description of health and safety services, according to particular event(s), will be provided. Please also note that the cases provided for each lot in the solicitation document are the scenarios only and do not indicate any pricing. Please note that this tender is for a long term agreement. It is not one single event/travel/purchase. The bidders should provide their own quotations per technical requirement specified in ToR.k. Onsite Event Staff and coordinators.          We’d require an exact amount of event staff and coordinators needed. Our standard cost for event staff and/or coordinators is $695.00 per staff/day.UNOPS Response:Please kindly refer to the document “Section II. Schedule of Requirements_TORs Event Management” for the requirements concerned.Please note that this tender is for a long term agreement. It is not one single event/travel/purchase.l. Team Building Activities.          We’d need the number of people that will participate in the team building and the suggested duration of the activities.UNOPS Response:Based on the needs arising during the validity period and its implementation of LTA detailed description of the tentative number of people expected to participate at certain team building activities and their duration, according to a particular event(s), will be provided. Please note that this tender is for a long term agreement. It is not one single event/travel/purchase. Please also refer to document “Section II. Schedule of Requirements_TORs Event Management”.m. VIP Services.          We need a detailed description of the VIP services that need to be priced.UNOPS Response:Based on the needs arising during the validity period and its implementation of LTA detailed description of the VIP services, according to the necessity for an event(s), will be provided. Please note that this tender is for a long term agreement. It is not one single event/travel/purchase. Please also refer to document “Section II. Schedule of Requirements_TORs Event Management”. n. Promotional and Visible Products.          We need a detailed description of the promotional and visible product we’d need to price.UNOPS Response:Based on the needs arising during the validity period and its implementation of LTA detailed description of the promotional and visible products, according to the specific theme of an event(s), will be provided. Please note that this tender is for a long term agreement. It is not one single event/travel/purchase. Please also refer to document “Section II. Schedule of Requirements_TORs Event Management”.o. Service Charges – Regional Flights.          We’d need the exact routes and dates for these services.UNOPS Response:Based on the needs arising during the validity period and its implementation of LTA exact routes and dates will be provided.Please note that this tender is for a long term agreement. It is not one single event/travel. Please also refer to document “Section II. Schedule of Requirements_TORs Event Management”.p. Service Charges – International Fights. We’d need the exact routes and dates for these services.UNOPS Response:Based on the needs arising during the validity period and its implementation of LTA exact routes and dates will be provided. Please note that this tender is for a long term agreement. It is not one single event/travel. Please also refer to document “Section II. Schedule of Requirements_TORs Event Management. q. You might know that some destination ( for US, australia , keniya ) the price is more than specified in the ToR.UNOPS Response:Dear Bidder,Please kindly note that the cases provided for each lot in the solicitation document are the scenarios only and do not indicate any pricing. The bidders should provide their own quotations per technical requirement specified in ToR.

New clarification added: Dear Bidder,Thank you for your inquiries. Below are the response to your questions:Question 28:Dear UNOPS team ,can you give us more clarification about those questionsa.Conference Package Services.          We’d need an itemized description of the Conference Package Services we’d need to price.UNOPS Response:During the validity period of the Long Term Agreement (LTA) and its implementation, descriptions of the services pertaining to specific event(s) will be provided in accordance with the arising needs with a specific TOR. It is important to note that this tender is for a long-term agreement and not for a single event, travel, or purchase. The required price structure for this specific service is in percentages, meaning the awarded supplier/s will receive a specific percentage of the total cost of the service itself. Please refer to the document "Section II. Schedule of Requirements_TORs Event Management" and the scenarios outlined therein for the relevant requirements.b.Accommodation for event participants or individuals.          We need exact dates, number of nights and number of rooms to be able to make a proposal.UNOPS Response:During the validity period of the Long Term Agreement (LTA) and its implementation, descriptions of the services pertaining to specific event(s) will be provided in accordance with the arising needs with a specific TOR. It is important to note that this tender is for a long-term agreement and not for a single event, travel, or purchase. The required price structure for this specific service is in percentages, meaning the awarded supplier/s will receive a specific percentage of the total cost of the service itself. Please refer to the document "Section II. Schedule of Requirements_TORs Event Management" and the scenarios outlined therein for the relevant requirements.c.Transportation Services.          We need an itemized description of the transportation services with estimated number of people per service and type of service… arrival or departure transfers, service at disposal, etc.UNOPS Response:During the validity period of the Long Term Agreement (LTA) and its implementation, descriptions of the services pertaining to specific event(s) will be provided in accordance with the arising needs with a specific TOR. It is important to note that this tender is for a long-term agreement and not for a single event, travel, or purchase. The required price structure for this specific service is in percentages, meaning the awarded supplier/s will receive a specific percentage of the total cost of the service itself. Please refer to the document "Section II. Schedule of Requirements_TORs Event Management" and the scenarios outlined therein for the relevant requirements.d. Per Diem Payments to Event Participants.          We won’t have problems to comply with this request. It’ll be in a form of a credit card with a predetermined value. We won’t be able to hand out these per diems on a “cash basis”.UNOPS Response:Please kindly refer to the document “Section II. Schedule of Requirements_TORs Event Management” and a particular section in it for the requirements concerned. e.Communication Support Services.          We need an itemized description of the services that need to be priced. Languages for the translation, number of receivers, duration of the service. Aslo how many hours for photography and videography. Number of photographers and videographers.UNOPS Response:During the validity period of the Long Term Agreement (LTA) and its implementation, descriptions of the services pertaining to specific event(s) will be provided in accordance with the arising needs. It is important to note that this tender is for a long-term agreement and not for a single event, travel, or purchase. The required price structure for this specific service  is in percentages, meaning the awarded supplier/s will receive a specific percentage of the total cost of the service itself. Please refer to the document "Section II. Schedule of Requirements_TORs Event Management" and the scenarios outlined therein for the relevant requirements.f. Technology Equipment.          We need the exact type and quantity of the equipment needed.UNOPS Response:During the validity period of the Long Term Agreement (LTA) and its implementation, descriptions of the services pertaining to specific event(s) will be provided in accordance with the arising needs. It is important to note that this tender is for a long-term agreement and not for a single event, travel, or purchase. The required price structure for this specific service  is in percentages, meaning the awarded supplier/s will receive a specific percentage of the total cost of the service itself. Please refer to the document "Section II. Schedule of Requirements_TORs Event Management" and the scenarios outlined therein for the relevant requirements.g. Printing, graphic design, and branding services.          We need itemized description of these services.UNOPS Response:During the validity period of the Long Term Agreement (LTA) and its implementation, descriptions of the services pertaining to specific event(s) will be provided in accordance with the arising needs. It is important to note that this tender is for a long-term agreement and not for a single event, travel, or purchase. The required price structure for this specific service  is in percentages, meaning the awarded supplier/s will receive a percentage of the total cost of the service itself. Please refer to the document "Section II. Schedule of Requirements_TORs Event Management" and the scenarios outlined therein for the relevant requirements.h. Catering Services for Events          We need itemized description of these services including: Number of people per event, type of service (cocktail reception, buffet or plated dinners), venues where these services need to be priced.UNOPS Response:During the validity period of the Long Term Agreement (LTA) and its implementation, descriptions of the services pertaining to specific event(s) will be provided in accordance with the arising needs. It is important to note that this tender is for a long-term agreement and not for a single event, travel, or purchase. Please refer to the document "Section II. Schedule of Requirements_TORs Event Management" and the scenarios outlined therein for the relevant requirements. 

New clarification added: Dear Bidder,Thank you for your inquiries. Below is the response to your question:Question 27:Could you please advise where we should upload (under which section) the filled document named Technical Form Regions - Event Management_Updated.xlsx. UNOPS Response:The document “Technical Form Regions - Event Management_Updated.xlsx” should be provided in the Technical Proposal along with Form D and other documents required for submission.

New clarification added: Dear Bidder,Thank you for your inquiries. Below is the response to your question:Question 26:Under Form B: Bid Submission Form,which total price we should write in "c. The total price of our bid, excluding any discounts offered in item (d) below, is: [Insert the total bid price in words and figures, indicating the various amounts and the respective currencies];"? Should we write here total amount of Event Services Management Fee? Should it be total amount of all Lots offered?UNOPS Response:In Form B: Bid Submission Form, you should write the total amount of your bid for each lot. This means you should include the total amount for all lots offered, each specified separately. For example: The total offered amount for the scenario in Lot 1: xxxxxxx USD, The total offered amount for the scenario in Lot 2: xxxxxxx USD, etc. We do not suggest adding percentages/fees here in this form, since they will already be specified in Form C: Price Schedule, and those percentages/fees will be considered as your offered event management fee in the Long Term Agreement.

New clarification added: Dear Bidder,Thank you for your inquiries. Below are the responses to your questions:Question 21:Please provide a rough estimate of the number of events, and size, expected yearly. If possible, please also specify QTY per region. UNOPS Response:Due to the variable demands from UNOPS Geneva/UNOPS and other UN agencies, it is difficult to estimate the exact number, size, and regional distribution of events. This Tender is designed to meet the global needs of UNOPS Geneva, providing a wide range of event-related services across a worldwide scope with different lots. It allows for flexibility in terms of the number, size, and location of events, without specific limits on quantity or regional distribution. This flexibility ensures that the LTAs will adapt to various demands across different regions.Question 22:The Technical Form Regions- Event Management spreadsheet includes several Tabs with checklists required for the Technical proposal. Is the vendor expected to elaborate per item, or is a simple "check mark" to state compliance sufficient for the purpose of this award? UNOPS Response:For the Technical Form Regions - Event Management form, we expect vendors to indicate compliance with each applicable lot by placing a check mark next to the corresponding line. This simple action confirms that suppliers are meeting the requirements for the respective lot.Question 23:Please confirm the timeline for RFP's as follows: If a small event (1-50 pax) will be awarded 5-7 business days upon request, and the vendor is expected to provide 3 proposals, what is the timeline between proposals due and contract award? If a medium event (50-300 pax) will be awarded 30 business days upon request, and the vendor is expected to provide 3 proposals, what is the timeline between proposals due and contract award? If a large event (300 + pax) - will be awarded 60 business days upon request, and the vendor is expected to provide 3 proposals, what is the timeline between proposals due and contract award? UNOPS Response:There is no specific time limit for the evaluation of the offers during the secondary bidding. However, the bid validity of your quotes will need to be specified in each offer for the specific Terms of Reference (TORs) for each event. Once the evaluation is completed, the Purchase Order (PO) or Call of Order will be raised by UNOPS Geneva or the relevant UN agency.Question 24:Is the required ticketing refundable or non-refundable? If non-refundable, please confirm if an Ad Hoc estimate will be included for last-minute flight changes / rerouting / cancellations / baggage claims, etc.UNOPS Response:Tickets can be refundable or non-refundable depending on their fare conditions. Vendors should provide detailed information on fare conditions and restrictions, including whether the ticket is refundable before departure, the cost of any changes, applicable cancellation fees, and no-show penalties. These details are critical for understanding the terms and conditions of the ticket.In addition to fare conditions, vendors should include  other essential information like booking class, fare code, baggage allowance, validity of the quotation, airline-quoted fare inclusive of all costs as mentioned in the TOR. Ad hoc estimates for last-minute ticket modifications, resizing, or cancellation will not be included. Since the event managers are compensated as a fee for each ticket that they process. UNOPS will be informed for any additional costs because of these modifications, cancellations etc and UNOPS will have the informed decision.Question 25:For event managment contracts, will an Ad Hoc estimate be included for last-minute event modification / resizing / cancellation? UNOPS Response:In event management contracts, an ad hoc estimate for last-minute event modifications, resizing, or cancellation will not be included. Since the event managers are compensated as a percentage of the total event cost, there are no additional provisions for extra compensation due to such changes. However, if there are changes that incur additional costs, the event manager will inform UNOPS, allowing them to make an informed decision on how to proceed. The vendors will work with UNOPS to address the implications of any modifications, ensuring transparency and communication regarding any adjustments to the event's scope or budget.

New amendment added #2: Dear Bidders,Please be advised that the ITB document called "Technical Form Regions- Event Management.xlsx" has been updated to remove unnessary information. The revised document uploaded.​Thank you.

New clarification added: Dear Bidder,Thank you for your question.Please kindly note that the response from UNOPS is published here under the Question # 7.

New clarification added: Continue:Dear Bidder,Please find below the response to your 13th question:Question 20:A program with this geographical reach and complexity would seem to require companies with a certain minimum financial capacity in order to perform. Smaller companies would have an inherent disadvantage and challenge in being able to cover an entire geographic region. For instance, working capital is required to hold venue, make travel arrangements, etc. Is UNOPS evaluating financial capacity of Offerors?  We are recommending that UNOPS require companies with an average annual revenue exceeding $10M USD eligible to bid. This will give UNOPS the confidence that their pool of suppliers is financially capable of performing.UNOPS Response:UNOPS has clear criteria for evaluating the financial capacity of suppliers, ensuring they can manage our programs effectively and deliver the best value for money. While we appreciate your suggestion on revenue thresholds, it's UNOPS responsibility to set these requirements. UNOPS aims to maintain a balance between financial stability, competition, and inclusive participation.

New clarification added: Dear Bidder,Thank you for your inquiries. Below are the responses to your questions:Question 8:If there are multiple awardees in a particular region, will the UNOPS compete call orders between region awardees? Or will it be direct award? UNOPS Response:In case of multiple awardees, call off orders will be based on secondary bidding from the LTA holders.Question 9: Will the Call Orders be evaluated lowest price substantially compliant, or evaluated in a different manner? UNOPS Response:The secondary biddings will be evaluated at lowest price substantially compliant. Question 10:In reference to the secondary bidding process, how many days after a Call Order is issued will quotes be due? How many days after a Call Order is issued historically will the conference begin? The nature of the question is will Service Providers be given weeks/months before a conference begins or days? UNOPS Response:Please see below as specified in the TOR.To accommodate the unique needs of various event sizes, the criteria and notification periods are classified as follows:Small Events (1-50 attendees): For events with 1 to 50 persons, a 5-7 working day notice time is required. These events are often smaller in size, allowing for more thorough, concentrated interactions amongst participants.Medium Events (51-300 attendees): For events with 51 to 300 persons, a 30-day notice period is required. Such events need more intensive preparation and organization to accommodate a higher number of people.Large Events (301 or more attendees): Large-scale events with 301 or more persons require a 60-day notice period. These events need extensive planning time for logistical arrangements, assuring a smooth and effective implementation.Question 11:What is the anticipated annual revenue for this program? Or is there a financial program ceiling for funding? UNOPS Response:There is no ceiling funding. The LTA will be open for piggyback by UNOPS offices and any other UN agency that requests to piggyback on it.Question 12:How many total events are anticipated across all regions in a given year?  UNOPS Response:Please note that this depends on a need arising basis.Question 13How many total events are anticipated for each region? That will allow Offerors to better understand if there is a higher volume in one region over the other which will be a key element for pricing. UNOPS Response:The number of events for each region depends on evolving needs, making it challenging to predict exact volumes. While some regions may require more events than others, this variance will depend on demand.Question 14:Does UNOPS have any historical data on how many small, medium, and large events are executed in any given year on average? UNOPS Response:While the exact data is not available, the consolidated background research for the requirement of these services was based on the experience and projections of UNOPS Geneva and its hosted entities.Question 15.“In cases when acquiring three offers becomes challenging, the Service Provider may request an exemption to submit only two quotes. UNOPS Geneva may approve such exemptions depending on the precise circumstances provided. This clause enables flexibility in the procurement process by addressing scenarios in which collecting the requisite number of bids is not possible.” Is this referring to bids from service providers relating to issued Call Orders or vendor quotes? UNOPS Response:This clause addresses scenarios where event managers must obtain quotes while fulfilling a specific Terms of Reference (TOR) from UNOPS/UN Agencies.  It allows for flexibility when obtaining three quotes is challenging due to factors like security risks, unique TOR requirements, or a limited pool of service providers. If event managers can only secure one or two suitable options in the secondary process, this clause permits  submitting fewer than three quotes as an exemption.Question 16:“UNOPS intends to enter into multiple (to cover all regions with minimum of 2 suppliers for each region).” Is there a maximum number of suppliers UNOPS is contemplating per region? UNOPS Response:Thank you for your question. While UNOPS has indicated a minimum of two Long Term Agreements (LTAs) per region for secondary bidding, there is no set maximum number.Question 17:UNOPS is requiring Offerors to provide at least one (1) experience in each geographical region they are bidding for and that they offer services in all of the languages listed in the regions they are bidding for. Assuming that the one experience can be f providing event management support in a particular single country. How can UNOPS determine if a vendor is qualified to cover all countries in a particular region with just a single experience demonstrated? For example if we are bidding the Africa region, and we have experience with events in Tunisia, that doesn’t demonstrate we can have the capability to provide event management in East, West, and Southern Africa. We ask UNOPS consider requiring bidders to show multiple country event management experience (3 countries) in a region to qualify. UNOPS Response:Thank you for your feedback. Our procurement criteria ensure suppliers meet our requirements without limiting competition. UNOPS sets these criteria for its own needs. We believe the current criteria provide a fair evaluation framework for all offerors. Please remember that UNOPS sets the criteria, and suppliers are expected to meet them. Thank you for your understanding.Question 18:When does UNOPS anticipating awarding LTAs to suppliers for this work? In other words when is the anticipated start date? UNOPS Response:The planned award date is 01 July 2024 however the anticipated start date will be 01 August 2024 owing to the contract preparation with awarded suppliers. Question 19.Confirming that Bidder’s partners or sub-consultants experience can not be used in lieu of the prime offeror. The Prime Offeror needs to be able to demonstrate that they have the experience. UNOPS Response:Thank you for your feedback. Please note that the criteria for the UNOPS procurement process are set by UNOPS, not by suppliers. While we appreciate your input, suppliers are expected to follow these established criteria. Please remember that this platform is intended for clarifications, not for debating the criteria. We appreciate your understanding.

New clarification added: Question 7:Under Form B: Bid Submission Form,which total price we should write in "c.   The total price of our bid, excluding any discounts offered in item (d) below, is: [Insert the total bid price in words and figures, indicating the various amounts and the respective currencies];"? Should we write here total amount of Event Services Management Fee? Should it be total amount of all Lots offered?UNOPS Response:The cost to include here is the cost for every lot that the bidder has submitted.​

New clarification added: Question 4:With regard to Financial standing of the Bidder and the conditions with which the bidder must comply, could you clarify the following:•    In case the bidder is a Joint Venture (JV)  can you confirm that the financial criterion must be fulfilled by the JV  at consolidated level and not by each member? •    If this is the case, can a recently established company having closed its first financial year closed (2023), be the lead member of a JV and provide the financial statement for one year only while the other members provide financial statements of the last 3 years? UNOPS Response:Dear Bidder,Thank you for your inquiries. Below are the responses to your questions:Consolidated Financial Criteria for JVs: When a joint venture (JV) submits an offer, it is required that the financial criteria be met at the consolidated level of the JV, rather than by each  member.Regarding your second question: The leading member of the JV must have a minimum of five (5) years of incorporation, as specified in criterion 6, and must submit a Certificate of Incorporation/Registration of the company along with other JV documents. Question 5:In relations to the 3 types of experts required for the Tender (Supervisor/Travel focal point/Finance focal point - one main and one back-up), do we need to present different experts for each one of the lots or one expert with experience in several regions (of the lots) can cover more than one lot?UNOPS Response:Dear Bidder,Thanks for your question and please find the answer below.  It is acceptable for one expert to cover more than one lot, provided they can effectively manage the responsibilities across these regions. Question 6:Please can you calrify What was the basis for the Event Budget estimation , services management percentage and event services management fees  mentioned on the IBT Section_III?UNOPS Response:Dear Bidder,Thank you for your question. Please find the below answer for your question:Event Budget Estimation: The estimation of the event budget  for each required service is based on historical data/percentages from previous cases managed by UNOPS/UN events. This historical data provides a foundation for setting budgetary weights for each service, reflecting their relative importance/weight and cost effectiveness based on past events.Services Management Percentage/fee: As bidders, you are requested to submit your management fees or percentages for each service offered ( You do not need to change anything related to the given budget).  These percentages or fees are crucial as they determine the fees you will charge for managing each service during the LTA period. The percentages or fees submitted will become the agreed-upon rates for services provided under this LTA.

New amendment added #1: Dear Bidders, Please be advised that the ITB criteria has been amended to include input in regartds to criteria for Joint Venture submissions. The amendments are as below:3. Bidder accepts UNOPS General Conditions of Contract as specified in Section IV: Contract Forms. In the case of a joint venture, only one form applies for the joint venture by the leading JV.4. Bidder must have a turnover in excess of USD 100K per annum in the last three (3) audited financial years and submit Financial Statements of the last three (3) years. Bidders may submit financial statements from a parent company. In the case of a joint venture, the experience of each member shall be cumulative to meet this criterion.5. Financial capability / liquidity: the ratio Average Current assets / Current liabilities over the last 3 years must be equal or greater than 1. In the case of a joint venture, the liquidity ratio for each year shall be calculated as the sum of the current assets of all the members of the joint venture divided by the sum of their current liabilities.6. Bidder must have minimum five (5) years of incorporation and submit a Certificate of Incorporation/Registration of the company.  In the case of Joint Ventures (JVs), the leading member must submit a Certificate of Incorporation/Registration of the company demonstrating at least five (5) years of incorporation.7.Bidder must have a minimum of 1 previous experience working with any International Organizations/United Nations/ Non-Governmental Organizations. Please specify it in the Performance Statement Form.In a joint venture, the cumulative experience of all members will be considered to fulfill the criteria. 8. Bidders have previous experience in the Region they are bidding for, with a minimum of at least 2 events. Please submit within the Performance Statement Form or any other supportive document. For joint ventures, the combined experience of all partners will be considered. However, the lead partner is required to have experience in at least one region with 2 events as a minimum qualification.The checklist requirement for the main tender has been updated to amend below requirement:Financial Statements for the last Three (3) available calendar years ( 2020, 2021,2022)Pleased be advised accordingly.

New clarification added: Dear Bidders,Thank you for your questions. Below are detailed response to your question and important clarifications regarding our process:Question 3:FOR  Lot 5 – Middle East – Amman, Jordan  could  you please reply to the following requested clarifications Please clarify if  you need  specific hotels or at least is there a hotel category they are looking to stay in: 3, 4, or 5 stars.  accommodation for 100 people for 5 nights is a total of 500 nights over 36 months: is it single, double, or triple accommodation occupancy.   Please note that the financial bid form has a scenario, it is not the actual case. UNOPS will not award the companies based on the dates. As it is mentioned in the financial evaluation form and TOR, the scenario is only to identify the reasonableness of cost of the percentages.  The size of each group arrival: minimum and maximum number of travelers per group For transportation services groups one sare nedeed or individual Specific arriva the dates of arrival to Jordan or at least the months of operation per yearMeal plan  breakfast  baisi  only or breakfast and dinner at hotels?Groups will have same nationality or different ones if you specifiy them Translation  how many languages are needde per session  meeting room:  will be nedded for FD bais or HD basis  is it daily Any coffee breaks needed? How many participants for the meeting room to determine the size of the meeting room with the shape of the seating.UNOPS Response:This procurement process is designed to select multiple suppliers for a long-term agreement to provide event management services as requested by UNOPS. For each specific event, Terms of Reference (TOR) will be issued to LTA holders awarded through this process. The financial bid form includes hypothetical scenarios for various regions ( different lots) to assess the reasonableness of costs for potential events. It is important to note that the sizes and budgets of actual events may vary. Please refer to the schedule of requirements for more details. These scenarios help us estimate cost structures and perform financial evaluations. In the LTA, only the quoted percentages/prices will be applicable.Accommodation Type and Occupancy: The mention of 100 people in the bid form is for illustrative purposes only. It is intended to assess your pricing structure/offer rather than to request a quote for specific accommodations. The TORs for individual events, which will specify details, will be provided during the LTA period.Transportation Services Requirements: Each event may require different types of transportation and group sizes. When bidding, please provide a pricing structure that can accommodate various types of events. As indicated in the financial bid form, the pricing structure should be based only on a percentage or price per ticket (for ticketing only). Specific requirements will be detailed in the TORs for future events.Arrival Dates, Translation, and Other Services: As previously mentioned, this procurement process is not for a specific event but to establish long-term agreements. Therefore, there are no specific dates, and each event will be managed separately according to its specific TOR as per the schedule of requirements.Your bid should be adaptable to different scenarios during the LTA period. The provided scenarios are hypothetical examples based on previous UNOPS cases.

New clarification added: Dear Bidders,Please see below updated clarifications:Question 1:In which geographical region is Turkiye (Istanbul city) according to UNOPS country distribution?UNOPS Response:   Istanbul, located in Turkiye, is considered part of Europe according to UNOPS country distribution.Question 2: Under  Form C: Price Schedule Form it is asked to identify the names of all subcontractors/suppliers. As we choose hotels depending on type of event and most conference services are provided by hotels, should we indicate here hotels? Or it is enough to indicate our partner event management companies in related region?UNOPS Response:In situations where hotels are selected dynamically depending on the type of event, it is not necessary to list each hotel as a subcontractor on the Price Schedule Form. Instead, it is sufficient to indicate your partner event management companies that operate in the relevant region. These companies essentially serve as your primary subcontractors, managing the specifics of venue selection and other logistical details required for each event.

New clarification added: Dear Bidder,Please find below the responses to your queries:1. Geographical Region of Turkiye (Istanbul): Istanbul, located in Turkiye, is considered part of Europe according to UNOPS country distribution.2.Form C: Price Schedule Form and Subcontractors Identification: In situations where hotels are selected dynamically depending on the type of event, it is not necessary to list each hotel as a subcontractor on the Price Schedule Form. Instead, it is sufficient to indicate your partner event management companies that operate in the relevant region. These companies essentially serve as your primary subcontractors, managing the specifics of venue selection and other logistical details required for each event.