CANCELLED Provision of Accommodation and Event Management Services for SUNGG 4 – 7 November 2019 in Kathmandu, Nepal

Tender cancelled on 2019-08-26 08:45 UTC. Dear Bidders, We regret to inform you that, following the evaluation process, your Bid in relation to the subject tender was unsuccessful and none of the respondents were technically compliant and hence the evaluation team could not make positive award recommendation. A decision has been made to re-tender the subject requirements (Accommodation and Event Management Services for SUNGG 4 – 7 November 2019 in Kathmandu, Nepal) and you are invited to participate in the re-tender process.We would like to request you to participate in a one-on-one debriefing session during today, please note that one of the UNOPS colleagues will reach you out to propose a timing for the debriefing session.We would like to thank you for the time and effort spent in submitting your Bid and assure you that the fact that you have been unsuccessful on this occasion will not affect any offers you may make in any other procurement process including the re-tendering of the current requirements with UNOPS. We highly encourage you to participate in the re-tendering process and in the future review the procurement notices published on the UNOPS website and the United Nations Global Marketplace (www.ungm.org) for procurement opportunities with UNOPS and other United Nations organizations.Yours sincerely,.

New clarification added: Clarifications (Answers in Bold and Italic): Please confirm that all rooms should have access to Wi-Fi and that the cost should be included in the room rental. Thank you. Yes, as specified in the schedule of requirements: “Additional WIFI capacity capable of providing access across the whole areas of the venue (including all meetings rooms) and to function at high speed for 1000 participants for them to be able to download documents and presentations without any network bottle necks. The minimum required is 10Mbp/s per device”. Needs to be available throughout the plenary, market place and the rest of the rooms. This is a very important requirement

New clarification added: Clarifications (Answers in Bold and Italic): A . Interpretation ·         The booths we will use will be ISO 4043 equivalent (with all equipment and technical specifications required for simultaneous interpreting) as the ISO 4043 is not available in Nepal, will that be acceptable?Yes, as long as they comply with similar requirements of those in ISO 4043 (mobile). If ISO 2060 (built in) is available, you should conform with his requirement. The booths should be sound-proof and have a silent ventilation system. This will ensure better communication and trouble-free listening by delegates. Please provide the necessary details upon submission of your offer·         From the interpreter requirement list, it understood that on day -1 (Training Day) a total of 13 language outputs are required simultaneously, this means there will be a total of 13 interpreters and booths. And, on days 1, 2 and 3, up to 37 language outputs are required (5 during plenaries and up to 32 during parallel workshops) requiring 37 interpreters and booths. Is this the correct calculation of the requirement?Please refer to amendment 1 where this has been clarified and detailed in the price schedule and schedule of requirements, including the total amount of interpreters required for each language for each day.·         We understand you require the following language pairings:English<>PortugueseEnglish<>FrenchEnglish<>SpanishEnglish<>RussianMoreover, you have mentioned the requirement for up to 10 English interpreters. Please elaborate and confirm the requirement for English interpreters.·         As the large number of professional interpreters as per your requirement (esp. for French, Spanish and Portuguese) are not available in Nepal, they will have to be flown in from India for the event. This involves additional costs for their travel, food and accommodation. Is this acceptable?Please note that we will only accept local suppliers or international interpreters already based in Nepal. 

New clarification added: Clarifications (Answers in Bold and Italic): A. Rooms 12 to 17 6 large breakaways ·         Requirement of sound, PA system, AV has not been mentioned, how do we quote for that.As requested in the Price Schedule tab a) Venue_details , please provide the prices for all the the specific needs have been provided with detail in the description of each room in the schedule of requirements. B. Rooms 18 - 21 6 large breakaways ·         Requirement of sound, PA system, AV has not been mentioned, how do we quote for that.As requested in the Price Schedule tab a) Venue_details , please provide the prices for all the the specific needs have been provided with detail in the description of each room in the schedule of requirements. C. Room 22) 1 Exhibition area ·         5 high white chairs / 1 high white table – 350 pcs of White high chairs and 70 pcs of high white table are not available in the market. They have to be either purchased or brought in for rent from India. Is this a mandatory requirement or can we use regular size white table and chairs as used in your previous event. Please do note that we are only renting the chairs and table as well as for the rest of the requested equipment. The requested color and size must comply with the schedule of requirements  EVENT_MANAGEMENT_DETAILED  A.e) Event Management Supplier ·         Visa delivery Support: Can this work scope be further elaborated in detail?The visa services will be done in collaboration with the Nepal Planning Commission upon contract award. The service requested is to work along the NPC for the provision of visa for those participants that require before arrival, and specifically facilitate short/ exclusive ques for visa on arrival at the airport. Please quote for the administrative before the event and during (for visas on arrival). B.4 Registration System ·         Only 1 unit of printer has been asked for seamless printing.  Is the registration of 1200 pax spread across 6 days or do we need to do all the ID + lanyards on a single day?  1 printer will not suffice to print 1200 units in a single day registration The cards/badges will have to be printed before the event, hence you will have to organize in advance to have it ready and SUN will provide all the required information with sufficient time before the event. The one printer that has been requested is for room 6: SMS meeting room for various document printers.

New clarification added: Clarifications (Answers in Bold and Italic): VENUE_DETAILEDA. Room 1) Welcome Desk ·         Will the registration continue for all the six days?The official registration is Tuesday, Wednesday and Thursday. However, we will also have it open on Monday in case some participants want to register already on the training day.·         For those who register online, can we have their cards pre-printed and ready for collection form the registration counter, or does it have to be printed on the spot?The badges/cards must be printed before imperatively. It will get extremely busy and there is no way we will be able to print that large amount on the spot. It must be clarified however, that we need to remain flexible in case there are additional badges needed to be printed on the spot (we do not anticipate a large amount). B. Room 6) SUN Movement Secretariat Office ·         Is it ok to provide the rentalsfor the printers?  Since the quantity of print is not mentioned,how do you want us to calculate the amount of the total print?Generally, it is billed as per actuals on per page basis after the event.In the past we have always been charged a standard price for the printer. This is a rental service, we are not going to buy the machine. Please provide the price for the equipment as indicated in the price schedule, tab a)Venue_detailed, E. Room 6. C. Room 11. Plenary room ·         Large stage screen, only the cost of the screen is asked for. The specification of stage and the quote for same has not been asked for anywhere in the quote. Is it ok if we put the quotation of the stage along with the screen or separately?We do not have the exact size of the stage backdrop (neither this has been asked in the past, although we do totally understand the importance for the question). Please take as a reference the requested size (estimated) for the screen so that the screen fits harmoniously in the stage (also along with the other things we have requested in the schedule of requirements). The price of the stage should be included in the budget line designated to the stage backdrop. The price of the screen should be a separate one (in the budget line of the large stage screen). ·         The requirement of Lighting for the main stage in terms of quantity is more than 250 pcs in total with specific technical specs.  Is this a mandatory requirement orcan a customized package considering the lights available in the Kathmandu market be proposed?Please provide the budget as per requested in the Price Schedule and do please include in your submission the unit price per light with the purpose of paying only upon the amount of light quantity that is going to be used/ needed.·         Stage backdrop does not have the specification of the stage, can we propose a tentative size and cost? Yes, as mentioned for the large screen clarification, please do provide a price with the suggested size (should be in accordance of the size of the screen).D. Rooms 12 to 17 6 large breakaways ·         Requirement of sound, PA system, AV has not been mentioned, how do we quote for that.As requested in the Price Schedule tab a) Venue_details , please provide the prices for all the the specific needs have been provided with detail in the description of each room in the schedule of requirements. 

New clarification added: Clarifications (Answers in Bold and Italic): Please note that there is no hotel / venue is Nepal which have a closed pre-set space of 2000 sqm for the plenary and market space adjacent to each other while also having the other breakout and meeting rooms. This was discussed with the visiting recce team and it was suggested to offer as a closed dome / venue. However during the conference call it was mentioned that having a pre-set closed venue was a pre-requisite, please advise.As specified on Page 10 of the schedule of requirements: A pre-existing built space that will be used as the location of the Marketplace (Approx. 1,000 m2). This built area space should be directly connected to the plenary hall. The built area space should be able to house 71 (3x2m) exhibition stands as well as accommodate tea and coffee breaks. There is no mention to 2,000 sqm but 1,000. This is a pre-requisite and we require a venue that has premises that allow a very short distance as requested in the Terms of reference from the Plenary to the Market Place and vice-versa.

New clarification added: Clarifications (Answers in Bold and Italic): As per the current situation of hotel and convention centres in Nepal, there are no such built up structures that meet all the requirements mentioned for the bid in a single venue. In a condition as such, can we recommend for large tents that can hold the proposed programs?As per stablished in the schedule of requirements, it’s required that the venue has already in place the on-site premises to set up market place 1,000+ participants, including enough space to organize coffee breaks in between the 71 booths – described previously in this ToRs (this offer shall not include any offers or suggestions of building non-existence premises). Also, it has been required for the venue that In-house plenary hall and Marketplace area without the need to construct an external tent or artificial structure for both areas.

New clarification added: Clarifications (Answers in Bold and Italic): - Please provide clarity with a sample picture for 1 speaker desk white or transparent with event visual for the Plenary roomA generic white or transparent desk with event visual for the Plenary Room is required, suitable for the speaker.  -The Carpet color is requested in orange color however we have grey, blue or red available in Nepal. Should we go with what is available or is Orange color mandatory?Orange color is mandatory as is the color for the SUN Movement Secretariat. -In regards to the Visa Services Support, the hotel would like to seek feedback and support from the Sun Secretariat as below-1.Government support to issue passes and access to personnel at the concerned immigration office2.Please advise if there is a deadline for Visa processing?3. Please share the details on the guideline from the SUN Movement Secretariat detailing the requested services for visa supportIn parallel to the tender process, the SUN Movement Secretariat has been liaising with the Nepal Planning Commission (NPC) to request support for visa services. The chosen supplier will liaise with the Government on visa services, but the administrative tasks will have to be done by the Event Management. Regarding the deadline, no specific deadline as long as participants have all the necessary to have their paperwork in time – the SUN Movement Secretariat will also actively support the visa services. - Please clarify what are the details under Package of visual productions (design of all branding mentioned in the technical descriptions of each room) requirement mentioned under ITB Annex I- Price Schedule Package in the event management supplier section.This refers to the specific requirements for each room explained in the schedule of requirements and the guidance on how to set the rooms up visually e.g Moving HEAD Lights, Stage lights , etc. -Please advice software to be used for the online registration system and also who would be creating the event landing page under ITB Annex I- Price Schedule Package in the Registration system sectionPlease note that the software choice for the online registration system is up to the bidders as long as it capable of providing with all the requirements stablished in the TOR’s, Schedule of requirements and Price Schedule. As for the event landing page this will also be part of the event management responsibility (as specified on the ITB Annex i: Setting up and provide technology/system for the event registration page: This shall include Customisable online Registration; On-site check-in; (mobile check in). Links to event landing page. 6 days (Saturday to Thursday - included). This includes the landing page of course. -Please advice venue for the launch ceremony planned.The venue selection is up to the bidders choice as long as it complies with all the requirements stablished in our tender documents -From past experience, please can you share contact details on professional translation services utilized in your events since this service is limited in Nepal.Its responsibility of the bidders to find all the related services required to be included in their proposal, including professional translation services -Please advise if uninterrupted power supply is needed during your conferences venues besides the plenary since our hotel has a backup generator which kicks in within 15-20 seconds.As for the power supply, it’s required that the venue selected has the full capacity to provide backup electricity options in order to not disrupt the event, and specifically for room 11: Plenary, it has been requested to 2x extra power electricity, diesel generator for backup

New clarification added: Clarifications (Answers in Bold and Italic): -As the schedule of requirement covers detailed requirement which tends to vary with the price schedule, please confirm if both needs to be covered or which one specificallyAll the requirements stablished in the schedule of requirements and price schedule needs to be covered. -who will to be stationed in the branded welcome desk at the airport to welcome & assist the SUN GG participants (However noted on one facilitation protocol from our end )The SUN Movement Secretariat staff will (as far as from previous events) remain in the majority at the main conference venue, and it will be the hostesses of the event management company to be present at the welcome desk at the airport. However, we could certainly if necessary allocate 1 designated SMS staff to accompany the event management team at the airport.  -Will there be any SUN GG representatives seated in the branded welcome registration desk at the main conferenceYes, there will be SUN GG Representatives seated in the branded welcome registration at the main conference. The number of the PCs might less as the SMS staff seating at the main venue welcome desk would probably use their own business laptops. -An appropriate number of PC/ Tab for registering 1000 participants has been requested mentioning requirement for 5 welcome desk manager along with 3 hostess. So, can we arrange 5 number of PC in the welcome desk? Please suggest from past experience.Please note that you shall include as many PC in the welcome desk in order to be appropriate to manage the whole registration process as per required in the Tender Documents. Same comments as per below re: PCs  -Will we receive samples for the marketing tool designs (banner, badges, registration card, booth banner in the market place) and what will be the timeline for the preparation of the same The awarded supplier will receive all the samples for the marketing tool designs (banner, badges, registration card, and booth banner in the market place) with sufficient time before the event. The general details and specifications have been provided in the schedule of requirements, once the contract is awarded the SMS will send exact technical requirements (quantities) and samples. -Please note for the Local calls requested for Room no. 6- (SUN movement Secretariat office), the cost will be as per use of the phone linesIt’s required that the room 6 has the capacity to make local calls. - Out of walkie talkie, charger and light headsets requested in Room no. 6, only walkie talkie and charger can be arranged but light headsets is unavailable in Nepal which however can be outsourced. Please advice.All the required equipment for room 6 shall be included (included if it has to be outsourced). - Please provide clarity with a sample picture actual for the Visual rounded in half arc to have on the podium requested in the Plenary room.A sample picture  for the Visual Rounded in Half arc to have on the podium requested in the Plenary Room has been included in page 20 of the schedule of requirements - Headset micro for speaker for the Plenary room is only available in black color which is requested in lavaliere color. Is black color fine to go with or the color requested has to arranged?Headset micro for speakers color, detailed in the Plenary Room, must be as requested in the possible measure. Only if is impossible to obtain the requested color please submit what you can and make a clarification of it upon submission.

New amendment added #2: Dear Bidders, In this amendment we are including the following changes:Extension of the Deadline for clarifications until Friday 14th of June, 2019Extension of the Dedline for Submissions until Thursday 20th of June, 2019

New clarification added: As mentioned in the Qualification criteria about the annual sales turnover, it is rare for an event management company to have annual sales turnover of USD 500000 in a year. As Nepal is still recovering from the Earthquake that happened in 2015, events are in lower volume. However, Major events in Nepal are increasing but still event companies wouldn't be able to meet such requirement.We would like to request for clarification regarding the clause, if it is mandatory to meet the following clause or if it could be revised accordingly.Financial Capability: Offeror should have annual sales turnover of minimum USD 500,000 for each of the last two years to show financial stability.The bidder should submit their financial audited statement covering the last 2 exercises.Response to Clarification request: As per our TOR’s and specific requirements for this event, we are looking for a Bid from a company/firm/etc., who has the sufficient and extensive experience in managing big events in Nepal and it has been noticed that many big events were launched in Khatmandu in the past years. This means that the Financial Capability requirements must be complied as per established in the Tender Documents. 

New amendment added #1: Dear Bidders, In this amendment we are including the following changes:1. Under Technical Criteria regarding "The proposed hotel must be classified at 5 star or more" it has been added the need to include in your submissions a certification from the Ministry of Culture, Tourism and Civil Aviation of the Government of Nepal to confirm this classification. 2. ITB_Section II_Schedule_of_Requirements, Under e.5) Interpretation, it has been amended the amount of booths required for the plenary and workshops according to the output languages required.. 3. ITB Annex 1 - Price Shcedule, Under tab h) Event_Management_detailed, E.e.5)Interpretation: it has been amended the amount of booths required for the plenary and workshops according to the output languages required.

New clarification added: Dear bidders, This is to confirm the scheduled Pre-Bid Meeting will take place tomorrow at 04 June 2019, at  11:00 Geneva time.We will share the link to join the meeting and instructions to the biddes who expressed their interest in participating. Best Regards, 

New clarification added: Dear bidders,This is to remind you that the pre-bid meeting will take place as per the following schedule :Location:  Skype/Google meet                               Date & Time: 04 June 2019, at  11:00 Geneva timeNote: maximum two representatives from each company shall attend.  Attendance to the clarification meeting is not mandatory but is strongly encouraged to avoid the risk of non-compliant proposals.Please confirm your attendance here and provide us with your skype ID/ email address