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REQUEST FOR QUOTATION: Production of video services for the UNFPA programmes and campaigns

03 August 2023
PDF icon rqf_census_videos_final.pdf

REQUEST FOR QUOTATION (RFQ Nº UNFPA/TKM/RFQ/2023/02)

 

UNFPA hereby solicits a quotation for the following items:

 

Lot #

Description

Specification

Production of video services for the UNFPA programmes and campaigns

1

Provide video services within the framework of the government’s Census Communications Plan in Turkmen and English languages

1. Pre-production, production and post-production of videos on Census processes and results for TV and digital media channels:

1) Video on 2022 census results in comparison with 2012 census data – around 3 minutes;

 

 

2) Video on 2022 census results – around 4,5 minutes.

 

 

Pre-Production of the videos

 

 
  1. Work closely with the State Statistics Committee on key deliverables and issues, priorities throughout all stages of the videos and audio production;
  2. Work with the State Statistics Committee to develop a concept and script for both videos ensuring they are in line with the government video production standards;

Production

  1. Filming the videos and recording the audio
  2. If needed preparation of the graphics for the animation
  3. If/ where needed recording the audio
  4. Dubbing
  5. Color correction
  6. Finalizing the products for TV, radio and social media and high- resolution demonstration.

Post-Production

  1. Quality assurance
  2. Review and addressing the clients’ comments
  3. Submitting the products for the approval
  4. Converting to different formats
  5. Delivering a copy of all products to State Statistics Committee;

 

 

Timeline:

 

 

a. Pre-production stage: in consultations with the State Statistics Committee develop the scripts and storyboards for all video materials: by 15 August

 

b. Production and post-production stages:

  1. Video on 2022 census results in comparison with 2012 census data – around 3 minutes, by 30 August 2023;
  2. Video on 2022 census results – around 4,5 minutes, by 30 August 2023.

 

This Request for Quotation is open to all legally-constituted companies that can provide the requested printing services and have legal capacity to perform in the country, or through an authorized representative.

  1. About UNFPA

UNFPA, the United Nations Population Fund (UNFPA), is an international development agency that works to deliver a world where every pregnancy is wanted, every child birth is safe and every young person’s potential is fulfilled.

UNFPA is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives.

The 2030 Agenda states in its preamble that the Sustainable Development Goals and its targets seek to realize the human rights of all and to achieve gender equality and the empowerment of all women and girls. They are integrated and indivisible and balance the three dimensions of sustainable development: the economic, social and environmental.

Realizing human rights, gender equality and the empowerment of women and girls, with focus on the vulnerable girls, will make a crucial contribution to progress across all the Goals and targets.

  1. Questions

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

 

Name of contact person at UNFPA:

Dovran Yamatov

Email address of contact person:

yamatov@unfpa.org

 

The deadline for submission of questions is 31 July 2023. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.

  1. Eligible Bidders

This Request for Quotation is open to all eligible bidders; to be considered an eligible bidder for this solicitation process you must comply with the following:

    • A bidder must be a legally-constituted company that can provide the requested services/works and have legal capacity to enter into a contract with UNFPA to deliver/ in the country, or through an authorized representative.
    • A bidder must not have a conflict of interest regarding the solicitation process or with the TORs / Technical Specifications. Bidders found to have a conflict of interest shall be disqualified.
    • At the time of Bid submission, the bidder, including any JV/Consortium members, is not under procurement prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists and has not been suspended, debarred, sanctioned or otherwise identified as ineligible by any UN Organization or the World Bank Group.
    • Bidders must adhere to the UN Supplier Code of Conduct, which may be found by clicking on UN Supplier Code of Conduct
  1. Content of quotations

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

  1. Technical proposal, in response to the requirements outlined in the specifications should comply with:
    • The bidder shall be required to quote for all items.
  2. Price quotation, to be submitted in USD in the company’s template strictly following the requirements. Both parts of the quotation must be signed by the company’s relevant authority and submitted in PDF format.

 

  1. Instructions for submission

Proposals should be prepared based on the guidelines set forth in Section IV above, along with a properly filled out and signed price quotation form, and are to be sent by email to the email address indicated below no later than: 03 August 2023.

 

Name of contact person at UNFPA:

UNFPA Turkmenistan

Email address of contact person:

turkmenistan@unfpa.org

 

Please note the following guidelines for electronic submissions:

  • The following reference must be included in the email subject line: RFQ Nº UNFPA/TKM/RFQ/2023/02. 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.
  1. Overview of Evaluation Process

Quotations will be evaluated based on the compliance with the technical specifications and the total cost of the goods (price quote).

The evaluation will be carried out in a two-step process by an ad-hoc evaluation panel. Technical proposals will be evaluated for technical compliance prior to the comparison of price quotes.

 

  1. Award

In case of a satisfactory result from the evaluation process, UNFPA shall award a Purchase Order to the lowest priced bidder whose bid has been determined to be substantially compliant with the bidding documents.

 

  1. 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 goods specified in this RFQ without any change in unit prices or other terms and conditions.

 

  1. Payment Terms

UNFPA payment terms are net 30 days upon receipt of shipping documents, invoice and other documentation required by the contract.

  1. 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, representative 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.

  1. 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.

  1. 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 Business Unit. 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.

  1. 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).