Request For Quotations - Renting Digital Advertising Panels & Billboards

  Date:    20.12.2022

REQUEST FOR QUOTATION

RFQ Nº UNFPA/LKA/RFQ/2022/023

Dear Sir/Madam,

UNFPA hereby solicits a quotation for the following service:

Renting Digital Advertising Panels & Billboards

UNFPA requires the provision of digital advertising panels on rent to raise awareness on Sexual and Gender- Based Violence – Intimate Partner Violence. This Request for Quotation is open to all legally-constituted companies that can provide the requested services and have legal capacity to perform in Sri Lanka, or through an authorized representative.

1. About UNFPA

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2018-2022), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

UNFPA is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives. To read more about UNFPA, please go to: UNFPA about us

Terms of Reference (ToR)

Background

Violence against women and girls (VAW) is a grave human rights violation and a public health issue which is prevalent in every society and community. It highlights the deep rooted gender inequalities in societies and has serious implications on the individual, their families and society at large. Violence against women and girls is part of wider issue of Sexual and Gender Based Violence (SGBV) which is sustained by and helps to sustain the unequal status of women and girls in society.[1] It undermines the dignity, safety, health, social and economic wellbeing of the individuals who experience it with consequences to children, families and the communities. However, the issues are shrouded in stigma.

Evidence suggests that VAW highlights the societal values and cultures that place women and girls in a marginalized position in society. Existing social, cultural and customary practices re-enforce unequal power relations that undermine the reporting of VAW and, limit survivors’ access to services.  It also leads to increased risks and complications such as STIs, HIV, unwanted pregnancies, trauma, and repeat offenses from perpetrators.

Vision of the campaign:

To ensure all Sri Lankan’s have zero tolerance towards Sexual and Gender Based Violence

Objective

The overall objective of the communication campaign is aimed to create awareness on the need to change individual behaviour, social norms and attitudes and policy level action to increase resources for response and prevention of violence against women and girls. Given the said objective the use of the Digital Panels is to increase visibility for the campaign and create further reach to enhance the mainstream and social media outreach that would disrupt / change harmful behaviour.

The reach needs to be both within Colombo and out of Colombo particularly in areas with high visibility. The creative content will be provided, as such it is of utmost importance that the LED screens are located in areas with high public interactions

Deliverables

• A minimum of 100 indoor locations island wide, 30sec commercials at least 50 spots per day
• A minimum of 10 outdoor locations island wide, 15sec commercials at least 90 spots per day
  Covering at least the following areas
  • • Colombo
    • Kandy
    • Anuradhapura
    • Galle
    • Nuwara Eliya – CP estate sector
    • Hambantota
    • Mannar
    • Jaffna
    • Kurunegala 

• Minimum LED screen size (25ft x 15ft)

** The proposal will be evaluated based on cumulative coverage of the selected audience with highest value for money **

II.           Questions

Questions or requests for further clarifications should be submitted in writing to the contact person below:

The deadline for submission of questions is 23 December 2022, 10 AM, Sri Lanka time. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.

3. Content of quotations

Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain:

1. Technical proposal, in response to the requirements outlined in the TOR, with evidence submitted in accordance with the technical evaluation criteria. The Technical Bid must be submitted by electronic method of transmission at the email address indicated in the section IV
2. Submission of examples of previous work in similar capacity
3. Price quotation, to be submitted strictly in accordance with the price quotation form

d)    Language of the proposal – English

e)    Separate Technical Proposal and Financial Proposal should be submitted in pdf format and be signed by the bidding company’s relevant authority

4. Instructions for submission

Proposals should be prepared based on the guidelines set forth in Section III above, along with a properly filled out and signed price quotation form, and are to be sent by email to the contact person indicated below no later than 02 January 2023, 10 AM, Sri Lanka time.

Please note the following guidelines for electronic submissions:

• The following reference must be included in the email subject line: RFQ Nº UNFPA/LKA/RFQ/2022/023 Proposals, including both technical and financial proposals, that do not contain the correct email subject line may be overlooked by the procurement officer and therefore not considered.
• The total email size may not exceed 20 MB (including email body, encoded attachments and headers). Where the technical details are in large electronic files, it is recommended that these be sent separately before the deadline.
• Any quotation submitted will be regarded as an offer by the bidder and does not
  constitute or imply the acceptance of any quotation by UNFPA. UNFPA is under no obligation to award a contract to any bidder as a result of this RFQ.

5. Overview of Evaluation Process

Quotations will be evaluated based on the technical proposal and the total cost of the services (price quote).

The evaluation will be carried out in a two-step process by a pre-determined evaluation panel. Technical proposals will be evaluated for technical compliance prior to the comparison of price quotes in accordance with the evaluation criteria below:

The first page of the technical proposal should list out the table of content as follows:

Technical proposal - Table of content

Description                                                                                                                                          Page number   

01. Introduction to the Organization - Company profile                                                                           01

02. Workplan/time scale                                                                       

03. List of locations (both indoor and outdoor)

04. Details of the similar engagements/experiences with evidence (please attach photos as annexures)

05. Annexures (Company’s business registration, recently audited accounts statement, etc..) 

The following scoring scale will be used to ensure objective evaluation of the technical proposal:

Financial Evaluation

Price quotes will be evaluated only for bidders whose technical proposals achieve a minimum score of 70 points in the technical evaluation.

Price quotes will be evaluated based on their responsiveness to the price quote form. The maximum number of points for the price quote is 100, which will be allocated to the lowest total price provided in the quotation. All other price quotes will receive points in inverse proportion according to the following formula:

Total score

The total score for each proposal will be the weighted sum of the technical score and the financial score.  The maximum total score is 100 points.

6. Award Criteria

In case of a satisfactory result from the evaluation process, UNFPA intends to award a Professional Service Contract on a fixed-cost basis with duration of eight months to the Bidder(s) that obtain the lowest-priced technically acceptable offer.

7. Right to Vary Requirements at Time of Award

UNFPA reserves the right at the time of award of contract to increase or decrease, by up to 20%, the volume of services specified in this RFQ without any change in unit prices or other terms and conditions.

8. Payment Terms

UNFPA payment terms are net 30 days upon receipt of invoice and delivery/acceptance of the milestone deliverables linked to payment as specified in the contract.

9. Fraud and Corruption

UNFPA is committed to preventing, identifying, and addressing all acts of fraud against UNFPA, as well as against third parties involved in UNFPA activities. UNFPA’s Policy regarding fraud and corruption is available here:  Fraud Policy. Submission of a proposal implies that the Bidder is aware of this policy.

Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the UNFPA Office of Audit and Investigations Services as well as with any other oversight entity authorized by the Executive Director and with the UNFPA Ethics Advisor as and when required.  Such cooperation shall include, but not be limited to, the following: access to all employees, representatives, agents and assignees of the vendor; as well as production of all documents requested, including financial records.  Failure to fully cooperate with investigations will be considered sufficient grounds to allow UNFPA to repudiate and terminate the Agreement, and to debar and remove the supplier from UNFPA's list of registered suppliers.

A confidential Anti-Fraud Hotline is available to any Bidder to report suspicious fraudulent activities at UNFPA Investigation Hotline.

10. Zero Tolerance

UNFPA has adopted a zero-tolerance policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to UNFPA personnel. Further details on this policy are available here: Zero Tolerance Policy.

11. RFQ Protest

Bidder(s) perceiving that they have been unjustly or unfairly treated in connection with a solicitation, evaluation, or award of a contract may submit a complaint to the UNFPA Head of the Country Office Kunle Adeniyi at adeniyi@unfpa.org. Should the supplier be unsatisfied with the reply provided by the UNFPA Head of the Business Unit, the supplier may contact the Chief, Procurement Services Branch at procurement@unfpa.org.

12. Disclaimer

Should any of the links in this RFQ document be unavailable or inaccessible for any reason, bidders can contact the Procurement Officer in charge of the procurement to request for them to share a PDF version of such document(s).

PRICE Quotation Form

• Quoted rates must be exclusive of all taxes, since UNFPA is exempt from taxes.

Example Price Schedule below:

I hereby certify that the company mentioned above, which I am duly authorized to sign for, has reviewed RFQ UNFPA/LKA/RFQ/2022/023 including all annexes, amendments to the RFQ document (if applicable) and the responses provided by UNFPA on clarification questions from the prospective service providers.  Further, the company accepts the General Conditions of Contract for UNFPA and we will abide by this quotation until it expires.

ANNEX I:

General Conditions of Contracts:

De Minimis Contracts

This Request for Quotation is subject to UNFPA’s General Conditions of Contract: De Minimis Contracts, which are available in: English, Spanish and French