Section 7: Financial Proposal Form 1 The Proposer is required to prepare the Financial Proposal in a password protected PDF file separate from the rest of the RFP as indicated in the Instruction to Proposers. The Financial Proposal must provide a detailed cost breakdown. Provide separate figures for each functional grouping or category. Any estimates for cost-reimbursable items, such as travel and out-of-pocket expenses, should be listed separately. In case of an equipment component to the service provider, the Price Schedule should include figures for both purchase and lease/rent options. UNDP reserves the option to either lease/rent or purchase outright the equipment through the Contractor. The format shown on the following pages is suggested for use as a guide in preparing the Financial Proposal. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples. Financial Evaluation: The price proposal will be evaluated as follows: Item Evaluation Method Maximum Score A. Total evaluated Services Management fee + Per Diem Handling Fee (as per Price Schedule A) B. Total price for the sample case scenarios (as per Price Schedule B) Total Lowest Priced Offer / Price of the Offer Being Reviewed * 700 Lowest Priced Offer / Price of the Offer Being Reviewed * 300 700 points 300 Points 1000 points Bidders are required to complete the Price Schedules A. and B. Financial Evaluation will be based on the Price Schedules A and B only as indicated above. Please DO NOT quote percentage. Proposers quoting a percentage fee shall not be evaluated and their offer shall be disregarded. A. PRICE SCHEDULE Service Management Fee + Per Diem Handling Fee Service Management Fee + Per Diem Handling Fee exceeding 15 exceeding 30 exceeding 50 exceeding 75 Exceeding 100 Services Management Fee (SMF) per participant per day (PD) Per Diem Handling Fee (HF) per participant (same fee regardless # of days and # of ) Price evaluation formula for bidders information only 1 No deletion or modification may be made in this form. Any such deletion or modification may lead to the rejection of the Proposal.
Price = (Service Management Fee + Per Diem Handling Fee) x Number of Participants 15 30 50 75 (SMF + HF) x 100 Weighting 30% 35% 25% 5% 5% Total Evaluated Price {[ 15] x 30% + [ 30] x 35% + [ 50] x 25% + [ 75] x 5% + [ 100] x 5%} e: 1. Services Management Fee should cover secretariat support, hotel booking arrangements, and all other necessary administrative arrangements and services for the successful conduct of the Event but excluding the actual cost of hotel (accommodation, ceremonies and facilities). The fees should be an allinclusive price, taking into account all services provided by employee. 2. The quoted management fees for events management and the quoted handling fees for distribution of living allowances shall remain valid during the whole LTA agreement duration. B. PRICE SCHEDULE: Sample Case Scenarios CASE NO. 1: A 4-day (3 nights) workshop in July in a Security Cleared 4 Star Hotel located in Dhaka, Bangladesh (Preferably in the central area close to Airport). Start of event: 15 th July 2018 Number of : 35 Accommodation: 2 luxury rooms, 33 standard rooms : 3 breakfast, 4 lunches with soft drink, 3 dinners with soft drink. Coffee Breaks: 8 standard coffee break Facilities: 1 conference room for 35 and 3 small working rooms each for 10. 2 laptops, lazer pointer, 4 flip charts, 6 markers, Datashow and Screen, Sound system, 3 wireless microphones, Stationary, (notebooks, pens/ pencils), Color Printer. Transportation of 35 people from airport to the Hotel Photographer services. Interpretation services, Interpretation Equipment, Interpretation Headsets. Item Cost Components Unit QTY Occurrence Unit Price in 1 Luxury Single Room Room 2 3 nights 2 Standard Single Room Room 33 3 nights 3 Breakfast (standard) Each 35 3 days 4 Lunch (first course, main course, bread, soft 5 Dinner (first course, main course, bread, soft Each 35 4 days Each 35 3 days Each 35 8 times 7 Conference Room for 35 Room 1 4 days 8 Small working rooms for 10 Room 3 4 days
9 Laptop Each 2 4 days 10 Laser pointer Each 1 4 days 11 Flip chart with paper Each 4 4 days 12 Permanent markers Each 6 4 days 13 Data show and screen Each 1 4 days 14 Sound system Each 1 4 days 15 Wireless microphones Each 3 4 days 16 Stationery ( epads, pens and pencils) Each 35 4 days 17 Colored printer Each 1 4 days 18 Internet in the conference room with Transportation: 19 Rental of Bus for 30 Persons with Driver ( for transportation from airport to event location and back to airport) 20 Rental of luxurious car Mercedes or equivalent (for transportation from airport to event location and back to airport) Other Related Services in Dhaka: day 1 4 days Each 1 2 times Each 1 2 times Interpretation Services (per interpreter) Day 1 4 days 21 Interpretation Equipment Day 1 4 days 22 Interpretation Headsets Each 35 4 days 23 Photographer Services hour 8 NA Sub-Total in for Case No. 1 CASE NO. 2 A 4-day (3 nights) workshop in July located in Chittagong, Bangladesh Start of event: 16 th July 2018 Number of : 50 Accommodation: 5 luxury rooms, 45 standard rooms : 3 breakfast, 4 lunches with soft drink, 3 dinners with soft drink. Coffee Breaks: 8 standard coffee break Facilities: 1 conference room for 50. 3 Laptops, lazer pointer, 5 flip charts, 12 markers, Datashow and Screen, Sound system, 4 wireless microphones, Stationary, (notebooks, pens/ pencils), Colored Printer. Photographer services. Item Cost Components Unit QTY Occurrence Unit Price in 1 Luxury Room Room 5 3 nights 2 Standard Room Room 45 3 nights 3 Breakfast (standard) Each 50 3 days 4 Lunch (first course, main course, bread, soft Each 50 4 days
5 Dinner (first course, main course, bread, soft Each 50 3 days Each 50 8 times 7 Conference Room for 50 Room 1 4 days 8 Laptops Each 3 4 days 9 Laser pointer Each 1 4 days 10 Flip chart with paper Each 5 4 days 11 Permanent markers Each 12 1 time 12 Data show and screen Each 1 4 days 13 Sound system Each 1 4 days 14 Wireless microphones Each 4 4 days 15 Stationery ( epads, pens and pencils) Each 50 1 time 16 Colored printer Each 1 4 days 17 Internet in the conference room with day 1 4 days Other Related Services in Chittagong: 18 Interpretation Services (per interpreter) Day 1 4 days 19 Interpretation Equipment Day 1 4 days 20 Interpretation Headsets Per 50 4 days Participant 21 Photographer Services hour 8 NA Sub-Total in for Case No. 2 CASE No. 3 A 2-day (1 night) Conference Meeting in August located in Sylhet Start of event: 15 th August 2018 Number of : 10 Accommodation: 2 luxury room, 8 standard rooms : 1 breakfast, 2 lunches with soft drink, 1 dinner with soft drink. Coffee Breaks: 4 standard coffee break Facilities: 1 conference room for 10. 1 laptop, laser pointer, 1 flip chart, 3 markers, Datashow and Screen, Stationary, (notebooks, pens/ pencils). Interpretation services, Interpretation Equipment, Interpretation Headsets Item Cost Components Unit QTY Occurrences Unit Price in 1 Luxury Single Room Room 2 1 night 2 Standard Single Room Room 8 1 night 3 Breakfast (standard) Each 10 1 day
4 Lunch (first course, main course, bread, soft 5 Dinner (first course, main course, bread, soft Each 10 2 days Each 10 1 day Each 10 2 times x 4 days 7 Conference Room for 10 Room 1 2 days 8 Laptop Each 1 2 days 9 Lazer pointer Each 1 2 days 10 Flip chart with paper Each 1 2 days 11 Permanent markers Each 3 2 days 12 Data show and screen Each 1 2 days 13 Stationery ( epads, pens and pencils) Each 10 1 time 14 Internet in the conference room with Other Related Services in Sylhet: Per Day 1 2 days 15 Interpretation Services Per Day 1 2 days Arabic/English/Arabic (per interpreter) 16 Interpretation Equipment Per Day 1 2 days 17 Interpretation Headsets Each 10 2 days Sub-Total in for Case No. 3 GRAND TOTAL FOR PROVISION OF EVENTS MANAGEMENT SERVICES (CASE NO. 1+2+3) es: 1. All events and dates are entirely fictitious and were designed merely for the purposes of financial evaluation under this RFP. 2. Prices quoted by proposers shall be supported by the documentary to justify evidence of their realism. Failure to provide such supporting documents may lead to disqualification of the bidder. UNDP will ensure strictly confidential handling of provided documents. 3. All prices/rates quoted must be exclusive of all taxes, since UNDP is exempt from taxes. 4. Proposers are required to quote for all items indicated under each case scenario. Incomplete Financial Offer may not be considered for further evaluation. The quoted prices for (meals, rental of venue, equipment, and other related services under each Case Scenario shall remain valid for the first 12 months of LTA duration.