Notice for the Extension of Deadline for EOI Document Submission

Position

Highest Qualification

Work Experience

(in year)

Specific Work Experience (in year)

Nationality

February 07, 2020, 12:00 AM

Expression of Interest (EOI)

Event Management of Sagarmatha Sambaad organized by the Ministry of Foreign Affairs

Issued by:

Ministry of Foreign Affairs

Singhadurbar, Kathmandu

January 2020

Expression of Interest

(EOI)

Procurement of Event Management Service for Sagarmatha Sambaad

National Competitive Bidding

Project Name : Sagarmatha Sambaad

EOI : MOFA/EoI001

Office Name : Ministry of Foreign Affairs

Office Address: Kathmandu

Issued on: 31^st Jan 2020

Financing Agency: Government Budget

Abbreviations

CV - Curriculum Vitae of the lead team members

DO - Development Partner

EA - Executive Agency

EOI - Expression of Interest

GON - Government of Nepal

PAN - Permanent Account Number

PPA - Public Procurement Act

PPR - Public Procurement Regulation

TOR - Terms of Reference

VAT - Value Added Tax

Contents

A. Request for Expression of Interest 5

B. Instructions for submission of Expression of Interest 6

C. Objective of Consultancy Services or Brief TOR.. 7

D. Evaluation of Firm’s EOI Application. 7

E. EOI Forms & Formats. 9

1. Letter of Application. 10

2. Applicant’s Information Form.. 12

3. Experience. 13

4. Capacity. 16

5. Key Experts (Include details of Key Experts only) 18

Request for Expression of Interest

Government of Nepal

Ministry of Foreign Affairs

Date: 31^st January 2020

Name of Project: Event Management Service for Sagarmatha Sambaad

Government of Nepal (GoN) has allocated fund toward the cost of Sagarmatha Sambaad and intends to apply a portion of this fund under the Contract for which this Expression of Interest is invited for National Event Management Service.
The Ministry of Foreign Affairs now invites Expression of Interest (EOI) from eligible firms/companies (“firms”) to provide the following services: Event Management Service for Sagarmatha Sambaad.
Interested eligible forms/companies may obtain further information and EOI document free of cost from the Ministry of Foreign Affairs, Singhadurbar, Kathmandu during office hours on or before 12:00 Noon, 6^th February 2020.
Firms may associate with other firms to enhance their qualifications.
Expressions of interest shall be delivered to Ministry of Foreign Affairs, Singhadurbar Kathmandu on or before 2:00 PM, 6^th February 2020.
In case the last date of obtaining and submission of the EOI documents happens to be a holiday, the next working day will be deemed as the due date but the time will be the same as stipulated.
EOI will be assessed based on Experience and Qualification [60%], and Capacity [40 %] of firm. Based on evaluation of EOI, only shortlisted firms will be invited to submit financial proposal.
Minimum score to pass the EOI is 65 Percent.

Instructions for submission of Expression of Interest

Expression of Interest may be submitted by a sole firm or a joint venture of firms/companies and the maximum number of partners in JV shall be limited to three.
Interested firms must provide information indicating that they are qualified to perform the services (descriptions, organization and employee and of the firm or company, description of assignments of similar nature completed in the last 7 years and their location, experience in similar conditions, general qualifications and the key personnel to be involved in the proposed assignment).
This expression of interest is open to all eligible firm/ company.
The assignment has been scheduled for 2 to 4 April- 2020. However, all related preparatory works should be completed and ready at least two weeks prior to the commencement of the scheduled events.
A firm will be selected in accordance with the lowest price method.
Expression of Interest should contain following information:
1. A covering letter addressed to the representative of the client on the official letter head of the company duly signed by authorized signatory.
2. Applicants shall provide the following information in the respective formats given in the EOI document:

EOI Form: Letter of Application (Form 1)
EOI Form: Applicant’s Information (Form 2)
EOI Form: Work Experience Details (Form 3(A), 3(B) & 3(C))
EOI Form: Capacity Details (Form 4)
EOI Form: Key Experts List (form 5).

Applicants may submit additional information with their application but shortlisting will be based on the evaluation of information requested and included in the formats provided in the EOI document.
The Expression of Interest (EOI) document must be duly completed and submitted in sealed envelope and should be clearly marked as “EOI Application for Short-listing for the Event Management Service for Sagaratha Sambaad. The Envelop should also clearly indicate the name and address of the Applicant. Alternatively, applicants can submit their EOI application through e-GP system by using the forms and instructions provided by the system.
The completed EOI document must be submitted on or before the date and address mentioned in the “Request for Expression of Interest”. In case the submission falls on public holiday the submission can be made on the next working day. Any EOI Document received after the closing time for submission of proposals shall not be considered for evaluation.

Objective of Services or Brief TOR

About the Event:

Sagarmatha Sambaad is a multi-stakeholder forum established by the Government of Nepal to deliberate on important issues of global, regional and national significance. Hosted by Nepal’s Ministry of Foreign Affairs, in collaboration with the Institute of Foreign Affairs (IFA) and the Policy Research Institute (PRI), the Sagarmatha Sambaad series are to be organized biennially on themes of global importance and urgency. The first Sagarmatha Sambaad will take place in Kathmandu from 2 to 4 April 2020, on the overwhelmingly pressing them of ‘Climate Change, Mountains and the Future of Humanity’.

Participation and Format

As a multi-stakeholder and cross-sectoral forum, Sagarmatha Sambaad will draw around 250 participants, 150 foreign participants and remaining Nepali participants, including political leaders such as heads of state/government, ministers, parliamentarians, policy makers, scholars, experts, journalists, business leaders, civil society activists, youths and individuals directly or indirectly related to the themes under discussion. The dialogue format will be open and interactive to enable free flow of ideas and views.

The Sambaad is expected to contribute to further strengthening a multi-stakeholder approach to addressing the climate change with renewed political will, new initiatives and investments, and collaborations at the regional and global levels.

Objective of the EOI:

The main objectives of this EOI is to invite prospective qualified and capable event organizers so that the best qualified and capable event organizers, both in terms of qualification and financial and technical capacity could be selected to assign the major logistics and technical aspects of the event.

Evaluation of Firm’s EOI Application

Firm’s EOI application which meets the eligibility criteria will be ranked on the basis of the Ranking Criteria.

i) Eligibility & Completeness Test	Compliance
Copy of Registration of the company/firm
Copy of VAT/PAN Registration
Tax Clearance/Tax Return Submission/Letter of Time Extension for Tax Return Submission for fiscal year 2075/76
In case of a natural person or firm/institution/company which is already declared blacklisted and ineligible by the GoN, any other new or existing firm/institution/company owned partially or fully by such Natural person or Owner or Board of director of blacklisted firm/institution/company; shall not be eligible firm.
At least one event including international participants of values Rs 40,00,000.00 and having 150 or more participant (national and international) should have completed successfully in last five years.
EOI Form 1: Letter of Application
EOI Form 2: Applicant’s Information Form
EOI Form 3: Experience (3(A) and 3(B))
EOI Form 4: Capacity
EOI Form 5: Qualification of Key Experts

ii) EOI Evaluation Criteria	Insert Minimum Requirement if Applicable	Score [Out of 100%]
A. Qualification
Qualification of key persons to be involved in event management		10 percent
B. Experience
General experience of firm/company		50 percent
Specific experience of firm within last 7 years.
Similar Geographical experience of consulting firm
Experience of Key Persons in related field
C. Capacity
Financial Capacity		40 percent
Infrastructure/equipment related to the proposed assignment		40 percent

Note: In Case, a corruption case is being filed to Court against the Natural Person or Board of Director of the firm/institution /company or any partner of JV, such Natural Person or Board of Director of the firm/institution /company or any partner of JV such firm’s or JV EoI shall be excluded from the evaluation, if public entity receives instruction from Government of Nepal.

EOI Forms & Formats

Form 1. Letter of Application

Form 2. Applicant’s information

Form 3. Experience (General, Specific and Geographical)

Form 4. Capacity

Form 5. Qualification of Key Experts

Letter of Application

(Letterhead paper of the Applicant or partner responsible for a joint venture, including full postal address, telephone no., fax and email address)

Date: ............................

To,

Full Name of Client: Ministry of Foreign Affairs

Full Address of Client: Singh durbar, Kathmandu

Telephone No.: ______________________________

Fax No.: ____________________________________

Email Address: _______________________________

Sir/Madam,

Being duly authorized to represent and act on behalf of (hereinafter "the Applicant"), and having reviewed and fully understood all the short-listing information provided, the undersigned hereby apply to be short-listed by Ministry of Foreign Affairs as Event Manager for Sagarmatha Sambaad.
Attached to this letter are photocopies of original documents defining:

the Applicant's legal status;
the principal place of business;

Ministry of Foreign Affairs and its authorized representatives are hereby authorized to verify the statements, documents, and information submitted in connection with this application. This Letter of Application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information, to provide such information deemed necessary and requested by yourselves to verify statements and information provided in this application, or with regard to the resources, experience, and competence of the Applicant.
Ministry of Foreign Affairs and its authorized representatives are authorized to contact any of the signatories to this letter for any further information.[1]
All further communication concerning this Application should be addressed to the following person,

[Person]

[Company]

[Address]

[Phone, Fax, Email]

We declare that, we have no conflict of interest in the proposed procurement proceedings and we have not been punished for an offense relating to the concerned profession or business and our Company/firm has not been declared ineligible.
We further confirm that, if any of our experts is engaged to prepare the TOR for any ensuing assignment resulting from our work product under this assignment, our firm, JV member or sub-firm, and the expert(s) will be disqualified from short-listing and participation in the assignment.
The undersigned declares that the statements made and the information provided in the duly completed application are complete, true and correct in every detail.

Signed :

Name :

For and on behalf of (name of Applicant or partner of a joint venture):

Applicant’s Information Form

(In case of joint venture of two or more firms to be filled separately for each constituent member)

Name of Firm/Company:
Type of Constitution (Partnership/ Pvt. Ltd/Public Ltd/ Public Sector/ NGO)
Date of Registration / Commencement of Business (Please specify):
Country of Registration:
Registered Office/Place of Business:
Telephone No; Fax No; E-Mail Address:
Name of Authorized Contact Person / Designation/ Address/Telephone:
Name of Authorized Local Agent /Address/Telephone:
Firm’s Organization:
Total number of staff:
Number of regular professional staff:

(Provide Company Profile with description of the background and organization of the Firm and, if applicable, for each joint venture partner for this assignment.)

Experience

3(A). General Work Experience

(Details of assignments undertaken. Each firms/companies or member of a JV must fill in this form.)

S. N.	Name of assignment	Location	Value of Contract	Year Completed	Client	Description of work carried out
1.
2.
3.
4.
5.
6.
7.

3(B). Specific Experience

Details of similar assignments undertaken in the previous seven years

(In case of joint venture of two or more firms to be filled separately for each constituent member)

Assignment name:

Approx. value of the contract (in NPR):

Country:

Location within country:

Duration of assignment (months):

Name of Client:

Total No. of person-months of the assignment:

Address:

Approx. value of the services provided by your firm under the contract (in NPR):

Start date (month/year):

Completion date (month/year):

Size of the event you completed (no and type of participant):

Name of joint venture partner or sub-Firms, if any:

Narrative description of Project:

Description of actual services provided in the assignment:

Note: Provide highlight on similar services provided by the firm as required by the EOI assignment.

(Note: Certificates from client agency shall be attached)

Firm’s Name:

3(C). Geographic Experience

Experience of working in similar geographic region or country

(In case of joint venture of two or more firms to be filled separately for each constituent member)

No	*Name of the Project*	*Location* *(Country/ Region/District/City)*	*Execution Year and Values*

(Note: Certificates from client agency shall be attached)

Capacity

4(A). Financial Capacity

(In case of joint venture of two or more firms to be filled separately for each constituent member)

Annual Turnover
Year	Amount Currency

Average Annual Turnover of Best of 3 Fiscal Year

Of Last 7 Fiscal Years

(Note: Audited financial reports shall be attached.)

4(B). Infrastructure/equipment related to the proposed assignment (Necessary for event management only)

No	Infrastructure/equipment Required	Requirements Description( Status and ownership)

Note: For hired equipment hiring agreement shall be attached)

Key Experts/Manpower (Include details of Key Experts only)

(In case of joint venture of two or more firms to be filled separately for each constituent member)

(Please insert more rows as necessary)

[1] Applications by joint ventures should provide on a separate sheet, relevant information for each party to the Application.