The Establishment of Blanket Purchase Order (BPA) for the Provision of Event Management and Associated Services in the ASEAN Region

New clarification added: Dear Bidder,Please find our clarification below. Thank you.1. For the % based costing in Section III, Kindly provide an example of the requested simulation- For %-based Costing (page 3 of Section III), please fill out the table with the % management fee that will be charged (if any) for the services provided. For example : Conference package services for small events (less than 50 attendees): 1%2. Please advise whether the invoicing should be addressed to the UN representatives in Indonesia, Bangkok, or elsewhere?- Please address the invoice to;United Nations Office for Project Services (UNOPS)UN Service Building, 2nd Floor,Rajadamnern Nok Ave.,Bangkhunprom, Phra NakhonBangkok 10200VAT ID : 9000000400052Best regards,

New clarification added: Dear Bidder,Please find our clarification below. Thank you.For a consortium/JV, what should we put as the name of the Bidder? Should we write "Consortium of Entity A and Entity B" as bidder name and have both entities sign the bid, or should we just put bidder name as Entity A, and only Entity A sign the bid? - Bidder name is the name of the lead JV/ consortium.On Form E: Self-Declaration Form, should we put both names of Entity A and Entity B, or just Entity A? - Please provide both names of Entity A and Entity B.Can both Entity A & Entity B have Team Leader and Coordinator, or can it be a combination of both entities, e.g. Team Leader from Entity A and Coordinator from Entity B? - For 1 submission, please just propose 1 team leader and 1 coordinator. The key personnel proposed can be a combination of both entities, for example Team Lead from Entity A, and Coordinator from Entity B.On the table on page 5 of RFQ_Section_III_Returnable Bidding Forms, the instruction is to put USB-Based Costing for Management Fee. Can it be a percentage instead? - YesBest regards, 

New clarification added: Dear Bidder,Please find our clarification below. Thank you.1. In the Service 1 Conference Package, could you elaborate on this context, "at least three detailed proposals". Does it mean by small, Medium and large events? - No, we meant for the venues and facilities offered. UNOPS will specify the event's size when making the PO.2. What are sponsored participants? - Stakeholders that are engaged by ETP to participate in the project's activities or events, including but not limited to government officials and technical experts.3. For the regional (Scenario1), could we set the parameter based on the information of Lot 2 - 5?- Yes.4. What currency are the per diem payments? Do all 4 countries pay in USD? If yes, could we pay based on the exchange rate of the day?- Per diem payment is based on USD amount. Any conversion to local currency will be based on the UN Operational Rate of Exchange (UNORE) applicable on the date the per diem is transferred.5. Cancellations from UNOPS: What is the procedure for handling cancellations initiated by UNOPS? How will such cancellations be communicated to the vendor, and what are the implications for the vendor in terms of financial and logistical adjustments?- The Lot(s) cancellation will be announced online via the eSourcing portal. All bidders will receive an auto-generated email about the outcomes of the Lot(s) they are bidding for.In terms of financial and logistical implications, the selected bidder(s) are not allowed to make any technical and financial changes to their offers (ie. to the existing Lot/s) following the Lot(s) cancellation and after the tender is concluded. Offerors are recommended to prepare their proposals to the best of their capacity and at their competitive price.6. Call-off Order vs. PO: Is a Call-off Order (COO) equivalent to a Purchase Order (PO)? If not, could you clarify the difference?- Yes, COO and PO are the same in this tender, but are used interchangeably. However, COO may refer to the ordering mechanism and procedures, whereas PO refers to an actual contract for each particular assignment/event.7. Average Size and Frequencies of Meetings: What are the typical sizes and frequencies of the meetings that the BPA vendor will be expected to support? Are there any peak periods or specific times of the year when the demand for services is higher?Assuming if one vendor is interested in the entirety of the region, and if awarded, how long would it entail to surpass the threshold of USD250k? Thus, if a vendor is interested only in 1 or 2 countries, it would take a lengthy time to clear the threshold of USD250k?- 7.1. The meeting size varies, from 50 to 100 people, depending on the needs.7.2. No specific peak periods, but usually events occupy the second half of the year athough it does not mean that there won't be any events in the first half.7.3. BPA is meant to serve as a blanket purchase and there is no obligation to exhaust all the $250K ceiling. We cannot estimate or guarantee the full utilisation of the ceiling value.8. The model of this quotation (based on the Returnable Bidding Form) allowing only for Direct Cost Recovery. Are there reasons Indirect Cost Recovery is not included? The concern is that (i) a focal person (from Service Provider) would have max 48 hours to answer quotes, should they come and (ii) would have a team on standby 24/7 to attend calls, after the event is confirmed.- As mentioned in the Returnable Bidding Form, the proposed costs should be inclusive of both the direct service fees and indirect costs, such as overhead, profit margin, etc.9. The communications flow shows is from ETP -> UNOPs -> Vendor. Will communications be looped to the provider to ensure transparency and timely updates?- The communications flow is from UNOPS to the vendor, please note that ETP is one of UNOPS program and ETP's personnel are UNOPS personnel.10. Can we conclude that the Per Diem payment is given to all participants (or just sponsored ones only) which the payments are for subsistence and incidental expenses related to the meeting? This is to ensure local compliance and avoid withholding taxes (WHT), in the respective countries.- Per diem payment is only for the sponsored participants. UNOPS will provide details on the number of the people and their contact details for each event.11. Conference Package Services – noted 3 proposals from venue/hotels. Additionally, 3 quotations from AV providers (if required - AV equipment, simultaneous interpretation system provider)?- Basic AV equipment is typically provided by the hotel, so there is no need to obtain additional quotations. For simultaneous interpretation, we usually require only 2–3 quotations, and the necessary equipment is often included. If additional AV equipment is needed beyond this, we can assess the requirements on a case-by-case basis.12. KPI 3 - Ability to Arrange Events on Scheduled Time & UNOPs Advance Information Regarding KPI 3, does the timeline for arranging events (e.g., 7 working days for 1-50 participants) start from the day the vendor is informed, or is it the timeline for submitting proposals?Additionally, if ETP informs UNOPS with longer notice periods (e.g., 14, 30, or 60 days), can the vendor expect to be informed earlier than the specified minimum timeline?- There was a mismatch of information. Please stick with the timeline benchmark specified in Para 30 of the TOR. We will update the TOR (ie. Para 10) accordingly.13. KPI 4 - Competitive Prices: Could you define what is meant by 'competitive prices' in KPI 4, independent of securing 3 quotations? This is conflicting with KPI 3. Book in advance (competitive prices and arrange events on schedule). Book late (uncompetitive rates and unable to arrange on schedule), Book Early (competitive rates and be able to arrange on schedule)- The term "competitive price" in this context refers to the "lowest priced, most technically compliant" offer. As stated in Para 22 of the TOR, the BPA holder is expected to present to ETP/UNOPS at least 3 quotations to demonstrate the competitiveness/reasonableness of the price of the proposed/selected hotel to host an event at.Best regards,Sakuna