REQUEST FOR QUOTATIONS – Virtual Meeting Platform Service Provider

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Pacific Tourism Organisation (SPTO)
  • Post Date: September 16, 2021
  • Applications 0
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Job Overview


Date: 16th September, 2021
To: Interested Suppliers
Contact: Kotoyawa Tamani
Subject: Request for Quotations for a Virtual Meeting Platform Service Provider for the Pacific Islands Tourism Research Symposium (PITRS) 2021


  1. Background
    • The Pacific Tourism Organisation (SPTO) is an intergovernmental organisation based in Suva Fiji mandated to market and develop tourism in the Pacific. Its vision is for the Pacific islands’ to be empowered and benefitting from sustainable tourism;
    • With a membership of 20 Pacific Island Countries and over 100 private sector members, SPTO’s work focuses on three (3) key priority areas which include robust research and statistics, sustainable tourism planning and development and marketing. For more information, visit


  1. Specifications
    • SPTO invites submissions from qualified and experienced suppliers to develop and manage an interactive virtual meeting platform for the inaugural Pacific Islands Tourism Research Symposium (PITRS) 2021 to be held during the week of 29th November 2021;
    • The successful supplier will be contracted to immediately propose a virtual platform and start the design process for the PITRS which is planned to be held tentatively on 30th November – 1st December 2021;
    • The Terms of Reference (ToR) contains a detailed Specification of Services set out in Appendix A.


  1. Conditions: Information for Suppliers
    • To be considered for this assignment, interested suppliers must meet all the requirements in the ToR;
    • Must have a minimum of 3 years of experience in coordinating and managing virtual meetings and have already hosted and managed virtual meetings preferably in the Pacific region;
    • Must provide a qualified technical team to work with SPTO and the PITRS Steering Committee throughout the planning phase and the meeting dates;
    • Must be flexible and familiar with the challenges with virtual meetings and internet connectivity and infrastructure in the Pacific Islands.
    • Must be able to lead communications with organisers and participants
    • Must be able to provide effective participant/delegate experience management throughout the duration of the preparation phase, during the meeting and post event
  2. Submission instructions
    • RFQ submission documentation should demonstrate that the interested supplier satisfies the conditions stated above and is capable of meeting the specifications and timeframes, providing supporting examples to address the evaluation criteria;


  • The RFQ documentation should outline the interested supplier’s complete proposal, which includes:


  1. CV of proposed personnel highlighting related experience related to the scope of services and ToR;
  2. A Technical Proposal;
  3. A Financial Proposal which identifies the costs for the full delivery of services identified.


  1. Evaluation Criteria
    • SPTO will select a preferred supplier on the basis of SPTO’s evaluation of the extent to which their submission documentation demonstrates that they offer the best value for money, and that they satisfy the criteria listed in this document and in the ToR as summarized below:


  • Administrative Requirements (required to be met in order to qualify for the evaluation of Technical Proposals)
    • Ability to meet ALL documentation requirements as per the RFQ and ToR;
    • Ability to meet deadline requirements;
    • Confirm the availability to start immediately and to complete the assignment within the required timeframe.


  • Technical Proposal (70%):
    • Tertiary or Technical qualification in Information Communications Technology, Information Systems, Computing Science or in other relevant fields for all members of the team (15%);
    • Technical experience relating to relevant past projects (virtual meeting platform development and management) preferably in the Pacific region (20%);
    • Quality of responses to Scope of services and Technical Requirements (20%);
    • Professional experience in communications and virtual event management, virtual platform hosting and speaker training and management (15%).


  • Financial Proposal (30%)


  1. Deadline
    • The due date for submission of the RFQ is 4:30pm, Fiji Time Friday 24th September 2021

      Late submissions will be NOT be considered.


  • PLEASE SEND ALL RESPONSES to this RFQ VIA EMAIL with the Subject: “Submission for PITRS 2021 – Virtual Meeting Platform” to:





SPTO reserves the right to reject any or all submissions and the lowest or any quotation will not necessarily be accepted.


By participating in the procurement procedure, you agree that SPTO may withdraw a procurement procedure at any time prior to issue of Purchase Order or signature or a contract without the bidder being entitled to claim any compensation


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