IT equipment and services for the 48th Union World Conference on Lung Health, 11-14 October 2017 – Guadalajara, Mexico

Reference number 2017.IT.05

The purpose of this RFP is to enter into a contractual agreement with a successful bidder and select a suitable candidate to provide the presentation management system and / or audio-visual services for the 48th Union World Conference on Lung Health to take place at the Expo Guadalajara, Mexico from 11-14 October 2017.

The International Union Against Tuberculosis and Lung Disease (The Union) is an organisation that is dependent on the public and private contributions it receives for the implementation of its activities. Bidders are therefore requested to propose the best and most cost-effective solutions to meet The Union’s requirements, while ensuring a high level of service. 

Deadline

31 August 2017

How to apply

Details of the RFP are available for download: RFP IT Services (PDF 129 KB)

No later than 20 August 2017, the bidder is requested to complete and return by email to The Union at bids@theunion.org

  1. A confirmation of the bidder’s intentions to submit a bona fide proposal and designate its representative to whom communications may be directed and
  2. A signed RFP Confidentiality form. If the bidder does not announce their intention to bid, this document is required to be a part of the final submission.
  3. Email subject line: Intention to bid RFP 2017.IT.05

Any questions or requests for clarification can be submitted to the same email address with Enquiry in the subject line.

Please note that the intention to bid is not a requirement to submit a proposal, however The Union will be able to better identify potential bidders announcing their intention to bid and communicate with them in case of changes to the RFP or clarifications to questions asked.

Bidders should prepare the proposal and provide all relevant correspondence and documents related to their proposal in English. The bidder shall bear all costs associated with the preparation and submission of the proposal, including but not limited to the possible cost of discussing the proposal with The Union, making a presentation, negotiating a contract and any relevant travel. The Union will in no case be responsible for or liable for these costs, regardless of the conduct or outcome of the selection process.

The bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in the RFP. Failure to follow the instructions provided, terms and specifications and/ or to submit the forms requested will be at the bidder’s risk and may affect the evaluation of the proposal.

Two or more entities may form a consortium and submit a joint proposal offering to jointly undertake the work. Such a proposal must be submitted in the name of one member of the consortium – hereinafter the “lead organisation". The lead organisation will be responsible for undertaking all negotiations and discussions with, and be the main point of contact for The Union. The lead organisation and each member of the consortium will be jointly responsible for the proper performance of the contract.

The bidder's proposal must be signed by a duly authorised representative of the bidder and state the number of days the proposal is valid (from the date of closing of the RFP).

The bidder should provide the following introductory information:

Company information such as

  • Corporate information
  • Staffing information
  • Proof of audited financial statements for past three years
  • Contractual relationships
  • Any proposed subcontractor arrangements
  • Confirmation of ethical standards (that neither contractor nor its partners, subcontractors, agents or employees engage in promotion of tobacco, activities involving child labor, trafficking in arms or persons, sexual exploitation or discrimination in any form)

Experience and reference contact information.

  • Provide three examples of relevant experience within the past five years that demonstrate the contractor’s ability to deliver a solution for the functional and technical requirements of this RFP

The technical proposal should include all information needed for The Union to evaluate the proposal, including information related to the requirements outlined above, proposed timeline, outputs, resources dedicated partially or fully to the project. Note that the technical proposal should not contain any price or cost information.

The bidder’s separate price component must contain an overall quote in Euros. The financial proposal should include the period of validity of the bid, cover all the goods and services to be provided and list the proposed schedule of payments.

Bids should be sent to bids@theunion.org. There will be no automatic confirmation of receipt as the proposals are only opened after the closing date. The email subject must include the bid reference number available on the first page of this RFP. The subject line must also include either technical or financial bid.

Proposals must be received no later than 31 August 2017 at 12:00 in Paris (CET).

The Union may, at its own discretion, extend this closing date for the submission of proposals and will notify all bidders that submitted an intention to bid by the 20 August. The bidder may withdraw their proposal after the submission but before the closing date by submitting a notice of withdrawal in writing to bids@theunion.org with WITHDRAWAL and the RFP reference number in the subject line.

Detailed information about the evaluation and award of proposals is available to all bidders upon request. Contractual conditions will be provided upon the awarding of the contract.    

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