Event Management (signing LTAs) Services for UNICEF Bulgaria activities

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A.0 SPECIAL NOTESA.1 PURPOSE OF THE Request for Proposals (RFP) for ServicesThe purpose of this RFP is to invitelocal Bulgarian companiesto submit a proposal forEvent Management (signing LTAs) Services for UNICEF Bulgaria.A.2 FORECAST SCHEDULEClosing date and time for submission of full proposal:17:00h on Wednesday, 29th July 2026, Sophia (Bulgaria) time.A.3 REQUESTS FOR CLARIFICATIONAll requests for formal clarification or queries on this RFP must be submitted in writing via email at BUL-PROCUREMENT@UNICEF.ORG   by23rd July 2026.Please make sure that the e-mail mentions the RFP reference number in the subject: “LRPS-2026-9204967 Event Management”and “Company Name”.Only written inquiries will be entertained. A response to written inquiries will be provided in due course. Please be informed that all responses will be publicized at the UNGM link.A.4 RFP RESPONSE FORMATHOW TO APPLYInterested organizations should provide evidence of their experience and ability to fulfill the Terms of Reference by submitting, in separate documents:A.4.1. Filled and signedBid Form;A.4.2.Technical Proposal;A.4.3.Financial  Proposal,Full proposals should be submitted inENGLISHlanguage and must be sent via e-mail to “bul-procurement@unicef.org”not later 17:00h on 29th July 2026,duly signed and dated.Proposals received after the stipulated date and time will be rejected.The Technical Proposal should address all aspects and criteria outlined in this Request for Proposal, especially in the Terms of Reference.The Technical Proposalshould include (for more details, please open document“Terms of Reference”), for the 4 categories:-Category 1. In-person: small, medium and large events; and/or-           Category 2. Virtual: small, medium and large events; and/or-           Category 3. Hybrid: small, medium and large events.-           Category 4: support the organization of up to 7 capacity building events as part of an EC co-funded project “Establishment of alternative arrangements for comprehensive social care services for unaccompanied refugee children in Bulgaria”. The project is part of Administrative Contract No. 812108 31/20.06.2025, signed between the State Agency for Refugees and the Managing Authority for AMIF in Bulgaria– Directorate “International Projects” of the Ministry of Interior, where UNICEF Bulgaria is a partner. The project implementation period is 1 July 2025 – 1 July 2029. The capacity building events are for the newly established social services in Ivaylovgrad, Malko Turnovo, Burgas and Tundzha (Ovchi Kladenetz village), as well as, for employees of the State Agency for Refugees working with unaccompanied children.The technical proposal should be in English, presented in pdf format, duly signed and sealed by the bidders’ authorized representatives. It should not exceed 15 pages (excluding annexes) and should address all aspects of the terms of reference. The bidders’ submissions should provide evidence that the bidder has expertise in all three event sizes and categories. No price information should be attached to the technical documentation. Any submissions made outside of the allotted timeframe or without adequate information will be automatically disqualified.NB! No price information should be contained in the Technical Proposal.Due to the nature of this RFP, there will be no public opening of proposals.The Financial Proposalshall be prepared:The currency of the proposal shall be inEuro (EUR).All quotes stated in the financial proposal shall be without VAT as UNICEF is a tax-exempt organization.Please useAnnex C- Financial Proposal Template;Any activity described in the Technical Proposal but not priced in the Financial Proposal, shall be assumed to be included in the prices of other activities or items, as well as in the final total price.Proposals sent to a different e-mail address (bul-procurement@unicef.org) or in a different format than prescribed in this RFP, or which do not respect the required confidentiality, or received after the designated time and date, will be rejected.All references to descriptive materials should be included in the appropriate response paragraph, though the material/documents themselves may be provided as annexes to the proposal/response.A.5. VALIDITYEach proposal shall be valid for a period of ninety (90) days from the proposal due date. Bidders are requested to indicate the validity period of their proposal in the Proposal Form. UNICEF may also request for an extension of the validity of the proposal.A.6. PROPOSAL EVALUATIONTechnical Proposals received will be evaluated against the evaluation criteria as below:Technical Proposal: 70 points1.1Capacity and Presence:30 pointsProven track record in organizing small, medium, and large-scale events, in-person, virtual and hybrid.Previous work with international UN agencies, NGOs, or similar entities.Testimonials and references from past events: experience working with a broad range of stakeholders, preferably UN agencies (especially UNICEF), government counterparts, private sector partners, and donors.Relevant examples showcasing the range and depth of experience with similar projects involving the preparation, design, and facilitation events in all categories.Ability to operate in multiple locations.Local partnerships and networks to facilitate event logistics for in-person and hybrid events.Physical presence in Sofia is an asset for hybrid and in-person categories.1.2. Technical and logistical capacity: 30 pointsFor Virtual/Hybrid:Availability and proficiency with event management software and virtual platforms.Technical support for live streaming and virtual interactions.In-Person and Hybrid:Experience in selecting and managing suitable venues.Coordination of venue logistics for in-person and hybrid events.For all:Quality and availability of audio-visual equipment.Expertise in setting up and managing AV systems for various event formats.Efficient management of personnel, materials, and schedules.Ability to handle logistics for both physical and virtual components seamlessly.1.3. Team composition: 10 points•           Overview of the proposed team, including key roles and responsibilities.•           CVs of core team members with relevant experience in similar assignments.Only proposals which receive a minimum of 70% (49 points) will be considered technically qualified and will be subject to a financial evaluation.2. Financial Proposal: 30 points – please use ANNEX C-FINANCIAL PROPOSAL TEMPLATEThe total amount of points allocated for the price component is30. The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those bidders who obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price;e.g.:Score for price proposal X =Max. score for price proposal * Price of lowest priced proposal/ Price of proposal XTotal Technical and Price100 PtsUNICEF will award the contract to the vendor, whose response is of high quality, clear and meets the projects goals, including:The price/cost of each of the technically compliant proposals shall be considered only upon evaluation of the above technical criteria;All prices/rates quoted must be exclusive of all taxes as UNICEF is a tax-exempt organization.A.7. CONTRACTUAL TERMS AND CONDITIONSThe UNICEF General Terms and Conditions are attached and will form part of any contract resulting from this RFP.А.8. SUBMISSION OF PROPOSALSProposals should be sent to: bul-procurement@unicef.org as attachments in aNON-EDITABLE FORMAT(e.g., PDF), clearly marked with the Tender number (RFP/LRPS-2026-9204967 Event Management) andCompany Name, NOT LATERthan17:00 h on 29th July 2026, Sophia (Bulgaria) time.Bidders are requested to submit the documents separately (see example below):Bid Form;Technical Proposal;Financial Proposals-Annex C; (The price proposal should be in Euro, VAT excluded.  If the bidder is not VAT registered, please indicate explicitly);Example:Subject:RFP/LRPS-2026-9204967 Event ManagementandCompany Name (ex: Company A)Technical Proposalfile/folder clearly named asTechnical Proposal RFP/LRPS-2026-9204967 Event Management - Company AFinancial Proposal-use ANNEX C- file clearly named asFinancial Proposal RFP/LRPS-2026-9204967 Event Management - Company ABid Form- RFP/LRPS-2026-9204967 Event Management - Company AIf necessary, requests for clarifications can be sent toBUL-PROCUREMENT@UNICEF.ORG, not later than23rd July 2026, 17h00, Sophia (Bulgaria) time.Emails should not exceed 20MB. If the bid response is larger than 20MB, please zip the files or divide the response into separate files and send in multiple emails instead.All bids submitted by email must be submitted as attachments. Email links (e.g., documents to be downloaded from cloud-based folders)are not acceptable. Bids received in any other manner will be INVALIDATED.A.9.  PAYMENT TERMSPayment will be made only upon UNICEF’s acceptance of the work performed in accordance with the contractual milestones (as per agreed payment schedule).  The terms of payment arenet 30 days, after receipt of invoice and acceptance of work.  Payment will be effected by bank transfer in the currency of billing.Attachments:Bid form of the RFP;Terms of Reference (ToR);Special Notes LTA Travel 2026 (this document);ANNEX C – Financial Proposal TemplateGeneral Terms and Conditions for Services 2025;

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