Provision of conference services, accommodation and interpretation for RBM Partnership's Country/Regional Support Partner Committee's (CRSPC) meeting in Nairobi, Kenya on 10-14 December 2019

New clarification added: Q 24: Will the 200 delegates attending the meeting will need to be picked up individually from the airport or will they be arriving in groups, and therefore provide a shuttle service?A 24: Please find that this question was answered with the Answer 17, and as follows: "The shuttles for the airport transfers will be organized in accordance with the times of the sponsored participants’ travel itineraries, which can occur at different dates and times before, during or after the event. A list with the hours of arrival and departure will be provided closer to the event date to organize the shuttle transport". Please provide the price of the car/bus per day, as per the intructions in the Form B Price schedule form. 

New clarification added:   Q22: Under Vendor Submission – Questionnaire - Venue Location, the question “Is the venue located within a 40 km radius of Jomo Kenyatta International Airport” does not provide the appropriate answer options (of YES or NO), instead, it gives a calendar dropdown.A22: It is correct that for the question “Is the venue located within a 40 km radius of Jomo Kenyatta International Airport?” there is an error in the answer options. Instead, please answer this question in the slot allocated for the previous question “Please provide the exact address of the hotel”. Q23:  Can you confirm that under Vendor Submission – Questionnaire – LOT 2 - Technical Compliance - Question 1 is not applicable? “Do you confirm the availability of accommodation rooms and conference venues for the specified dates and detailed requirements as per Section II: Schedule of Requirements?” A 23:  It is correct that the question 1 for LOT 2 in the Questionnaire for Technical compliance does not apply to Lot 2 requirements.  Please respond with No.

New clarification added: Q 15: What is the UNOPS' Perdiem/ Daily Subsistence Allowance (DSA) applicable for Nairobi, Kenya in order to estimate the interpreter’s rate.A 15: Please access the international Civil Service Commission serving the United Nations common system for the DSA rates at this link: https://icsc.un.org/ Q 16: In the narrative of the Schedule of Requirements for Day 4 and 5, it is stated a need for 3000 pens, whereas for the rest of the days only 300. Which one is correct?A 16: The need is for only 300 pens and notebooks, to be sufficient for the 300 participants present. 3000 is a typo. Q17: Is there a need for the car/bus to be available all day every day for shuttle transport back and forth, or only before and after the conference?A 17: The shuttles for the airport transfers will be organized in accordance with the times of the sponsored participants’ travel itineraries, which can occur at different dates and times before, during or after the event. A list with the hours of arrival and departure will be provided closer to the event date to organize the shuttle transport. Q 18: When will the Lot 1 be awarded as the hotel reservations tend not to hold a reservation for longA 18: The award date expected is mid November. The bid you will submit must have a minimum of 60 days validity in order to be compliant. Q 19: What do you look at in a 4 stars plus accommodation?A 19: Kindly note that your bid will be compliant if the venue selected has a minimum of 4 stars, as per the qualification criteria. Furthermore, while the evaluation method of this ITB is “lowest priced substantially compliant offer”, we look at value for money in the bids received. Q 20: Will the photographer be preset for 1 hour for 1 single day, or during the entire conference?A 20: The photographer will only be needed for 1h during 1 day, which will be communicated closer to the event.Q 21: Is there an operational security plan for delegates airport transfers and conference venues?A 21: As per UNDSS recommendations, there is no requirements for security arrangements in terms of transportation to and from the airport in Nairobi.

New clarification added: Q13: It was noticed that the bidder will be responsible for the travel and accommodation of the interpreters. However, as the accommodation will be only known after the lot 1 has been awarded an estimated quote for accommodation and airport shuttle will be submitted.A13: The successful bidder will be responsible to cover all associated costs of the interpreters for delivering these services, including travel, per-diem and accommodation, to the extent these are needed. The accommodation of the interpreters will be selected by the bidder as there is no requirement that they should stay at the same location as the conference however should guaranteed be present during required hours. Prices for accommodation can be estimated based on the market prices in Abuja and following the awarding of Lot 1 the successful bidder will be informed about the location.All associated costs for the interpreters shall be included in the unit cost for interpretation services. Please note that you are not allowed to revise the unit costs following the closing of the ITB.Q14: Could you please confirm if we are allowed to propose technical or organisation variants for Lot 2, as long as we demonstrate that they achieve the same expected results?A14: The bidders are allowed to propose variations to the requirements, should you deem changes necessary as long as meeting the minimum requirements. However, it should be highlighted that the evaluation will be based on lowest cost substantially compliant bid and thus any bid meeting the minimum requirements will be compliant and the lowest priced will be the successful bid. 

New clarification added: Q8: Locally there are no interpreters with the language combination French - Portuguese - French. Will UNOPS be willing to pay cost for flying in interpreters from other countries? A8: The cost for the travel, per diem and accommodation shall be included in the Unit cost for the interpreter. UNOPS will not take care of the said arrangements.Q9: 1 technician for a meeting of 300 participants could be overwhelming. We recommended 3 number is 3 instead, with 1 technician being alert to serve 100 delegates.A9: From previous experiences, it was deemed sufficient having 1 technician for Lot2, thus the requirements for the upcoming event will remain the same.Q10: Kindly clarify why there is a need for 3 Control Units and Transmitters as only 1 each can serve the meeting.Q10: As there is a need for 3 booths for interpretation, there will also be a need for a Control Unit and Transmitter in each of the booths.Q11: Table microphones are designed to comfortably serve 2 delegates and not 3 as they will stretch or pull the mic to reach the microphone. Our recommendation is to have 1 table microphone for 2 delegates.A11: From previous experiences, it was deemed sufficient a table microphone for 3 participants, thus the requirements for the upcoming event will remain the same.Q12: For Lot 2, can you please confirm that the rates provided must be all-inclusive? Specifically for interpreters, if travel is necessary, rates must include all travel costs.A12: We confirm that the rates provided for the interpreters should include all travel costs, as now showed in the amended document, Schedule of Requirements.

New amendment added #1: Request to amend following the Pre-bid meeting 

New clarification added: Q1: How many conference participants are expected, which languages require interpretations and specify the interpretations equipment needed.A1: As stated in Section II Schedule of Requirements for Lot 2 Interpretation Services and Equipment, there will be 300 participants and the languages are English French and Portuguese. The combination of the languages and specifics on equipment, are presented in the Section II Schedule or Requirements – Lot 2 Vendor requirements section 1 respectively Section 4.Q1: Can participants be hosted in 2 different hotels situated close to one another in case one hotel can't accommodate all the 200 participants or doesn't have up to 200 single-room accommodation?A2: As stated in Section II Schedule of Requirements for Lot 1, the conference facilities and accommodation do not need to be located in the same venue though they should be in close proximity and all should have a rating of minimum 4 stars.Q3: What is UNOPS' maximum budget for single-room accommodation for the conference? This info may help us negotiate a deal with the accommodation service providers.A3: At this stage we are not able to disclose any budgetary limitations.  When conducting public procurement we are interested in getting a good value for money in any submission we receive.Q4: Are twin-bed accommodations acceptable?A4: As stated in Section II Schedule of Requirements for Lot 1 in Section 3.1, there is a need for 200 single standard rooms with breakfast and Wi-Fi. There is no specific requirement in terms of size of bed.Q5: In Section III Returnable Bidding Forms, Abuja, Nigeria is mentioned as venue in Lot 1 items nos. 1 & 2 but item 3 indicates Nairobi, Kenya.A5: Many thanks for pointing out this error which will be corrected today and an updated document will be uploaded for your use. We confirm the location is Nairobi, Kenya.Q6: In the case of a joint bid, and in the situation where one partner's experience is limited only to services described in one Lot, should the partners in the consortium/association submit separate performance statements to reflect their individual experiences?A6: Yes, partners should submit separate performance statements to reflect the individual experience for the services required in the respective Lot.Q7: In the event that, there are no sufficient women interpreters locally to service the meeting, can we provide Male interpreters?A7: Yes, male interpreters can be provided. Proposing women is highly encouraged but not mandatory.