RFP - For Hiring an Event Management Agency for GLM 2024

Asia and the Pacific: India

Organization: PATH
Location: Asia and the Pacific: India
Grade: Consultancy - Consultant - Contractors Agreement
Occupational Groups:
- Conference Services
Closing Date: Closed

Requestforproposalnumber:2024-024

For:HiringanEventManagementAgencyforGLM2024

1. Requestforproposalschedule

Activity	Dateandtime
Requestforproposal(RFP)released	8thApril 2024
Confirmationofinterestinsubmittingaproposal	12thApril2024
Deadlineforfact-findingquestions	15thApril2024
PATHtorespondtofact-findingquestions	16thApril2024
DeadlineforsubmissionofproposalinresponsetotheRFP	19thApril2024
Outcomecommunication	23rdApril2024
Awarddecision(tobefollowedbycontractnegotiations)	30thApril2024

Note:PATHmaychangethedatesatitsdiscretion.Changeswillbecommunicatedtothosewhoconfirmedtheirintenttosubmitaproposal.

2. PATH statement of business

PATHisaglobalnonprofitdedicatedtoachievinghealthequity.Withmorethan40yearsofexperienceforging multisector partnerships, and with expertise in science, economics, technology, advocacy, anddozens of other specialties, PATH develops and scales up innovative solutions to the world’s mostpressing healthchallenges.Learnmoreatwww.path.org.

3. Contracting requirements

3.1ThecontractingauthorityshallbePATHoranyoneofitsaffiliateseitherdirectly oronbehalfofoperationscountries or programs.

3.2Thecommercialcontractingtermsandconditionswillbenegotiatedwiththesuccessfulsuppliertowardtheendoftheselection process.

3.3By submitting a proposal, the supplier confirms that they will abide by the RFP terms and PATHpolicies,especiallyourCodeofEthics(https://www.path.org/about/code-ethics/),andgeneralgood practicesregardinginclusivity,diversity,fairtrading,healthandsafety,recordsmanagement,anti-fraudandcorruption, andenvironmentalpolicy,among others.

4.Solicitation terms and conditions

4.1Notice of nonbinding solicitation: PATH reserves the right to reject any and all bids received inresponseto thissolicitation andisinno way boundto acceptanyproposal.

4.2Confidentiality: Suppliers shall treat all information provided by PATH as part of this solicitation asconfidential.Ifanyinformationisinappropriatelyreleased,PATHmayseekappropriateremediesasallowedunder applicablelaw.

4.3Conflictofinterestdisclosure:SuppliersbiddingonPATHbusiness(alsoreferencedhereinas“bidders”) must disclose, to the procurement contact listed in the RFP, any actual or potentialconflicts of interest. Conflicts of interest could be present if there is a personal relationship with aPATH staff member that constitutes a significant financial interest, a board membership, otheremployment, or ownership or rights in intellectual property that may conflict with the supplier’sobligations to PATH. Suppliers and PATH are protected when actual or perceived conflicts ofinterest are disclosed. When necessary, PATH will create a management plan that providesmitigationof potentialrisks presentedbythedisclosedconflictof interest.

4.4Acceptance:Bidder’ssubmission ofaproposal meansthebidderacceptsalltermsandconditionssetforthintheRFP.PATH’sacceptanceofaproposaldoesnotmeanacceptanceofits terms and conditions. PATH reserves the option to negotiate on the final terms and conditions.We additionally reserve the right to negotiate the substance of the RFP finalists’ proposals, as wellasthe optionofacceptingpartialcomponentsof aproposalifappropriate.

4.5Righttofinalnegotiations:PATHreservestheoptiontonegotiateonthefinalcostsandfinalscopeofworkandreservestheoptiontolimitorincludethirdpartiesinsuchnegotiationsatPATH’ssoleandfulldiscretion.

4.6Third-partylimitations:PATHdoesnotrepresent,warrant,oractasanagentforanythirdpartybecause of this solicitation. This solicitation does not authorize any third party to bind or commitPATHinanywaywithoutourexpress writtenconsent.

4.7Proposalvalidity:ProposalssubmittedunderthisRFP shallbevalid foratleast90daysfollowingthedatetheproposalisdue.ThevalidityperiodshallbestatedintheproposalsubmittedtoPATH.

4.8Limitation of liability: The terms and conditions set forth in this RFP do not exclude or limit theliability of PATH or the supplier in relation to fraud or in other circumstances giving rise to liabilityunderany applicablelaw.

4.9Tender costs and liability: Bidders are responsible for obtaining all information necessary forpreparationoftheirproposalandforallcostsandexpensesincurredinpreparationoftheproposal.Subject to the “Limitation of liability” section in this RFP (section 4.8), the bidder accepts by theirparticipation in response to this RFP, including without limitation the submission of the proposal,that it will not be entitled to claim from PATH any costs, expenses, or liabilities that it may incur intenderingaresponsetothis RFP,irrespectiveofwhethertheir proposalissuccessful.

4.10PATH’s variation or termination rights: PATH reserves the right to vary or terminate this RFPprocess with written notice to all suppliers from which it has received proposals. It is intended thatthis solicitation process will take place in accordance with the provisions of this RFP, but PATHreservestherighttoterminate,amend,orvary(toinclude,withoutlimitation,inrelationtoanytimescales or deadlines) the solicitation process by notice to all suppliers from which it has receivedproposals. Subject to section 4.8, “Limitation of liability,” PATH will have no liability for any losses,costs,orexpensescaused byitstermination, amendment, orvariation tothisRFP.

4.11Joint venture or consortium or subcontractors: Any lead supplier that submits a proposal inresponsetothisRFPtakesresponsibilityandaccountabilityforenforcingtheRFPrequirementssetforth herein among the members of the joint venture or consortium, and each of their advisers,subcontractors,andstaff.

4.12Paymentandinvoicing:PATHwillpaycorrectlyaddressedandundisputedinvoiceswithin30days.Suppliersshallensurecomparablepaymentprovisionsapplytopaymentstotheir

downstreamparties.Advancepaymentisnotpreferred.Ifanadvancepaymentisenvisagedandis other than industry or country known practice, such must be made clear in the financial proposaltoPATH.

4.13PATHValuesandDEI(Diversity,Equity,andInclusion)

4.13.1Supplier Diversity Statement/Commitment - PATH works to create mutually beneficialbusiness relationships with diverse suppliers and consultants that strengthen the communities inwhich we operate. We are committed to developing mutually beneficial relationships with small,minority-owned,women-owned,andotherunderrepresentedbusinessenterprisesandconsultants.The primary goal of PATH’s Supplier Diversity Program is to provide opportunities todiverse suppliers and consultants that satisfy our procurement and contractual standards andreflect the communities we serve; build resilient supply chains that drive economic growth and costsavings;andfinally, advanceourcommitmenttodiversity,equity, and inclusion.

4.13.2SupplierDiversityatPATH-SupplierdiversityatPATHmeansthatweseekandincludesmall, minority-owned, women-owned, and other underrepresented businesses and consultants inour procurement policies, practices, and vendor providers. PATH recognizes that supplier diversitycreates a sustainable competitive advantage for the organization, enhances our commitment toequityandhasapositive impactonthecommunitieswhichweserve.

4.13.3Planning and reporting - Suppliers are expected to live up to PATH’sDEI visionand statehow they have included diverse supplier groups in their supply chain as they aim to partner withPATH in delivery of this project. The successful supplier will report to PATH every six months whatportionoftheworkhasbeendeliveredthroughaninclusiveworkforceandunderrepresentedsuppliergroups.

5. Instructionsforresponding

5.1PATH contacts: All communications regarding this solicitation shall be directed to the contactsbelow.Contactingthirdpartiesinvolvedintheproject,thereviewpanel,oranyotherpartymay beconsidered a conflict of interest and could result in disqualification of the proposal. All documentsrequired as part of the proposal must be submitted to the contacts listed by the deadline forsubmission:

ProcurementContact:JasvinderSinghjsingh@path.org

·ThesubjectlineofallemailsregardingtheproposalshouldreadRFP#2024-024YourCompanyName.

·PleaseseeAnnex Atothis RFP,“Tipsonproposalpreparationandsubmission,”foradditionaldetailsregardingthefilesandfile typesto be included inyourproposalpackage.

5.2Confirmation of interest: Please send a statement acknowledging receipt of this solicitation andyourintenttorespondornotrespondnolaterthanthedatenotedinthescheduleinsection1.Sendtheconfirmationtothecontactlistedabove.

5.3Proposaltechnicalcontent:BiddersareadvisedtoprovideonlywhatisrequiredascapturedinAnnex B: “Supplier’s proposal format/questionnaire.” The proposal must be clear, concise,unambiguous,anddirectlyaddress the requirements stated.

5.4Selectionofshortlist:PATHreservestherighttoselectashortlistfromthebids received.PATHhastheoptiontointerviewanddiscussspecificdetailswiththosecandidateswhoareshort-listed.

For detailed information, please check the complete version of the RFP attached below.

This vacancy is now closed.
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